Privacy notice

Responsible party

Epic Entertainment for the SAIPAF initiative. Address: 7 Williams Road, Westville, Durban, KZN, South Africa. Telephone: 0815136518. Privacy enquiries: Epic Entertainment, info@epicentertainment.co.za, telephone 0815136518. The designated Information Officer will handle or route privacy requests.

HUFSA Arts and Culture Forum collaborates on this festival; authorised HUFSA representatives may access application information only where needed for the stated festival functions. If HUFSA independently determines additional uses, its responsible-party details and notice must be provided before those uses.

Purpose and lawful basis

We use artist and contact details, proposals, availability, supporting material and technical requirements to assess applications, communicate decisions and coordinate selected acts. Ordinary processing necessary to take steps towards an agreed booking is based on section 11(1)(b) of POPIA where applicable; other necessary selection and coordination processing is based on legitimate interests under section 11(1)(f), subject to your rights. Optional publicity and database uses rely on separate consent. Required child information is subject to prior competent-person consent unless another lawful exception applies.

Required and optional information

Artist name, an authorised contact and contact method, act details, proposed performance, availability and essential technical information are needed to assess and coordinate an application. Incomplete essential details may prevent assessment or booking. Social media links, publicity materials, practical support disclosures and database permission are optional. Provide only information relevant to your act. Describe cultural traditions of the performance rather than personal race or religion.

Access and disclosure

Access is limited to authorised organiser staff, Selection Panel members and relevant HUFSA collaborators; selected-act information may be shared with venue and production personnel to the extent necessary. Selection Panel members see your act and performance details but not your contact details. Service providers supporting storage or communication must be bound by appropriate confidentiality and security obligations. We do not authorise sponsor marketing, sale of contact details or unrelated disclosure through this form. Information may be disclosed where law requires it.

Sensitive information, security and where your data is stored

Do not submit medical diagnoses, identity documents or other unnecessary sensitive details. Where health or other special personal information is genuinely needed, we will use a separate restricted process with an applicable lawful basis.

Applications are submitted through this private portal, not posted to a group. Access is controlled by role and every view of uploaded media is logged. Applications, uploaded files and logs are stored with Microsoft Azure in its South Africa North region. Emails we send to you (sign-in links and updates) are delivered through Microsoft's email service and may pass through servers outside South Africa in transit; details of providers and safeguards are available from the privacy contact.

Retention

Unsuccessful or withdrawn applications are deleted or de-identified within 18 months after the festival. Selected-act application records are kept for up to 3 years after the festival for administration and potential disputes or future opportunities. Records subject to a specific legal requirement or an active dispute are retained only for the justified period; contracts and financial records follow their applicable legal schedules. Optional database records are retained for 24 months from consent, then deleted or renewed with permission. These periods are organisational limits, not fixed periods required by POPIA. If you withdraw your application in the portal, your uploaded files and application are deleted straight away; a record of the consents you gave is kept as evidence.

Your rights

Contact the privacy contact to request access or correction, or deletion where legally applicable; object to processing on legitimate-interest grounds in the circumstances allowed by POPIA; or withdraw optional consent at any time without affecting earlier lawful processing. You can also download your data, change optional consents and withdraw your application yourself from the “My application” page. Some records may still need to be kept for legal obligations or claims. You may complain to the Information Regulator through https://inforegulator.org.za/complaints/.

A practical alternative to any WhatsApp group will be available; joining a group exposes your number and profile information to other members. This form does not subscribe you to newsletters, advertising or promotional campaigns. Any electronic direct marketing will require a separate process complying with section 69 of POPIA, including an opt-out. Joining any WhatsApp group is voluntary and separate.