CARSAL Guest Liaison CC — Privacy Policy
Last updated: July 2026
1. Who We Are
CARSAL Guest Liaison CC is a specialist attendance logistics company registered in the Republic of South Africa.
Registered name: CARSAL Guest Liaison CC Registration number: 2009/083604/23 Registered address: 14 Azurite Avenue, Fleurhof, Florida, 1709 Email: info@carsal.co.za Website: www.carsal.co.za
CARSAL Guest Liaison CC is the responsible party in respect of personal information collected through this website, and an operator in respect of personal information processed on behalf of our clients during the delivery of attendance logistics services.
2. Our Commitment to Your Privacy
CARSAL Guest Liaison CC is committed to protecting the personal information of everyone who interacts with our business — whether as a website visitor, a client, or a guest attending an event we support.
This policy explains what personal information we collect, why we collect it, how we use it, how we protect it, and what your rights are under the Protection of Personal Information Act 4 of 2013 (POPIA).
We do not sell, rent, or trade personal information. We do not use personal information for purposes beyond those described in this policy.
3. What Personal Information We Collect
3.1 Website visitors and enquiries
When you submit an enquiry through our website contact form, we collect the following personal information:
- Full name
- Company name
- Email address
- Phone number
- Event type and approximate guest numbers
- Event date or timeframe
- The content of your enquiry message
This information is provided voluntarily by you when you choose to contact us.
3.2 Event guest data
In the course of delivering attendance logistics services to our clients, CARSAL processes personal information relating to event guests on behalf of the client. This information may include:
- Full name
- Contact details including email address and phone number
- Dietary requirements and special requests
- Travel and flight itinerary information
- Accommodation allocation and room preferences
- Accreditation and access details
This data is provided to CARSAL by the client (the event owner) and is processed solely for the purpose of delivering attendance logistics services for that specific event.
3.3 Website analytics
Our website uses Google Analytics 4 to collect anonymised information about how visitors use the site. This includes pages visited, time spent on pages, device type, and general geographic location. This data does not identify you personally and is used only to improve the performance and content of our website.
We also use Google Tag Manager to manage tracking scripts on our website, and Facebook Pixel to measure the effectiveness of any advertising. These tools may collect anonymised browsing behaviour data in accordance with their own privacy policies.
4. Why We Collect and Use Personal Information
4.1 Website enquiries
We use the personal information you provide through our contact form to:
- Respond to your enquiry
- Assess your event logistics requirements
- Provide a scoped proposal for our services
- Communicate with you regarding our services
The legal basis for this processing is your voluntary consent, given when you submit the contact form.
4.2 Event guest data
We process event guest data exclusively to fulfil our contractual obligations to the client — specifically, to manage the attendance logistics function for the event as agreed. This includes RSVP coordination, accreditation, accommodation management, flight coordination, and transfer logistics.
We do not use event guest data for any marketing, profiling, or secondary purpose. Guest data is accessible only to the event owner (our client) and their approved team members. No other party has access to this data.
The legal basis for processing event guest data is the performance of a contract with our client, and the legitimate interests of the client in managing their event attendance.
5. How We Store and Protect Your Information
5.1 Website hosting
Our website is hosted on servers located within the Republic of South Africa. All data submitted through our website contact form is stored on South African infrastructure and is not transferred to servers outside South Africa.
5.2 Event guest data storage
All event guest data is stored digitally and is specific to the event for which it was collected. Data is accessible only to the event owner and their approved team. CARSAL does not share event guest data with any third party except where necessary to deliver the agreed logistics service — for example, sharing rooming lists with a hotel or transfer schedules with a transport provider, strictly as required to execute the event.
Where data is shared with service providers in this context, it is shared only to the extent necessary and only for the specific operational purpose.
5.3 Security measures
We implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss, destruction, or disclosure. These measures are reviewed and updated as required.
No method of electronic transmission or storage is completely secure. While we take all reasonable precautions, we cannot guarantee absolute security.
6. How Long We Keep Your Information
6.1 Website enquiry data
We retain personal information submitted through our contact form for as long as necessary to manage your enquiry and any resulting business relationship. If no contract is concluded, enquiry data is retained for a maximum of 12 months and then securely deleted.
6.2 Event guest data
All event guest data is retained only for the duration of the event and for a maximum of 30 days following the conclusion of the event. At the end of this period, the data is permanently deleted. This deletion is applied as standard practice across all events we support.
We do not archive, retain, or repurpose event guest data beyond this 30-day period.
7. Sharing of Personal Information
We do not sell, rent, or trade personal information with any third party.
We may share personal information in the following limited circumstances:
- With service providers engaged to deliver specific elements of an event logistics service (such as hotels, transport companies, or airlines), strictly to the extent required to fulfil that service
- Where required by law, regulation, or a valid order of a court or competent authority
- With our professional advisors (such as legal or financial advisors) where necessary, under obligations of confidentiality
All third-party service providers who receive personal information from CARSAL are required to handle it in a manner consistent with POPIA and with the instructions given by CARSAL and the relevant client.
8. Your Rights Under POPIA
As a data subject, you have the following rights under the Protection of Personal Information Act 4 of 2013:
Right of access: You have the right to request confirmation of whether we hold personal information about you, and to request access to that information.
Right to correction: You have the right to request that we correct or update any personal information we hold about you that is inaccurate, incomplete, or outdated.
Right to deletion: You have the right to request that we delete personal information we hold about you, where there is no lawful basis for us to continue holding it.
Right to object: You have the right to object to the processing of your personal information where we are relying on legitimate interest as our legal basis.
Right to withdraw consent: Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that took place before the withdrawal.
Right to lodge a complaint: If you believe your rights under POPIA have been violated, you have the right to lodge a complaint with the Information Regulator of South Africa.
Information Regulator contact details: Website: www.inforegulator.org.za Email: inforeg@justice.gov.za Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
9. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to improve your browsing experience and to collect anonymised analytics data.
Strictly necessary cookies are required for the website to function and cannot be disabled.
Analytics cookies are used to understand how visitors use our website. We use Google Analytics 4 for this purpose. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on, available at tools.google.com/dlpage/gaoptout.
Marketing cookies are set by Facebook Pixel to help us measure the effectiveness of advertising. These can be managed through your Facebook ad preferences.
A cookie consent mechanism is present on our website. You may withdraw or adjust your cookie preferences at any time through the cookie settings on our site.
10. Third-Party Links
Our website may contain links to third-party websites. This privacy policy applies only to the CARSAL Guest Liaison CC website. We are not responsible for the privacy practices of any third-party website and recommend that you review the privacy policy of any site you visit.
11. Children’s Privacy
Our website and services are directed at corporate event professionals. We do not knowingly collect personal information from persons under the age of 18. If you believe we have inadvertently collected information from a minor, please contact us immediately at info@carsal.co.za and we will delete it promptly.
12. Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. The date at the top of this policy indicates when it was last updated.
We recommend checking this page periodically. Where changes are material, we will take reasonable steps to notify affected parties.
13. How to Contact Us
If you have any questions about this privacy policy, wish to exercise any of your rights under POPIA, or have a concern about how we handle your personal information, please contact us:
CARSAL Guest Liaison CC 14 Azurite Avenue, Fleurhof, Florida, 1709 Republic of South Africa
Email: info@carsal.co.za Website: www.carsal.co.za
We will respond to all privacy-related enquiries within 10 business days.
This privacy policy was prepared in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) of the Republic of South Africa.
