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Mike Lysko, founder and CEO of the Flock Eventing Platform, says: “Event managers are well aware of the safety regulations they must comply with for physical events and with Covid-19 drastically speeding up tech adoption in the industry it is time for event planners to be made aware of the virtual safety protocols that are fast becoming industry standard.”
These safety measures are extremely important, especially since the South African Protection of Personal Information Act (POPI) came into effect on 1 July this year. This leaves companies, big and small, with only a few months left till July 2021 to ensure that they are POPIA compliant.
“Event managers need to be aware that while the POPI act may not specifically apply to other countries almost every country has its own data protection and security policies in place.”
Online events are accessible by attendees around the world, which means as a responsible virtual event manager you need to be aware of at least the basic requirements of data collection policies in each region or you may find yourself in hot water down the line”, Lysko explains.
The POPI act states that businesses who collect personal information may only collect information for specific relevant purposes and are responsible for keeping that information safe, ensuring the information they collect is relevant and up to date.
Below are seven factors to consider when processing information to ensure compliance with the POPI legislation:
Because of these information processing considerations, it is essential that event managers ask themselves the following questions when hosting an event with online elements, to minimise your risk.
“To minimise your risk, whether you are running a virtual event or an event with virtual elements, is to reduce the amount of data attendees’ hand over. Try to keep the collection of personal information to only the absolutely necessary details.
This lowers your risk by reducing the amount of information you are responsible for. Attendees will also be grateful as people have become acutely aware in recent years of the dangers of sharing private information and may frown upon what seems like unnecessary or intrusive questions and personal data collection efforts,” advises Lysko.
The biggest data breaches globally and in South Africa have been as a result of third party systems being compromised. These third parties include business suppliers, vendors or clients who do not institute the relevant cybersecurity measure. As a result, it is imperative that you ask your event tech provider the right questions to protect yourself, your event and your attendees' personal information.
Cyber and data security is not a new topic, but it is a relatively new area for event managers or those who pre-Covid, had never made use of virtual event elements or run an online event.
As more virtual events and technological elements make their way into the event industry it is essential for event managers to educate themselves about cybersecurity and stay up to date with data protection protocols.
“We may go back to a new kind of normal post-pandemic but event tech, its benefits and risks, is here to stay,” concludes Lysko.