Privacy notice
This notice covers the delegate platform for the 30th TAFISA World Congress 2027 — registration, invoicing, abstract submission, the WhatsApp congress assistant and proof-of-payment handling. The data controller is the Botswana National Sports Commission, PO Box 1404, Gaborone, Botswana.
To be confirmed The BNSC has not yet appointed a named data protection contact for the congress, or confirmed the retention schedule below with its records office. Both are marked where they appear.
What is collected
- Account details — name, email address, country, organisation, role and a hashed password. Your password itself is never stored and cannot be recovered by anyone, including the secretariat.
- Registration details — the category you register in, the days you attend, badge name, arrival and departure dates, dietary requirements, accessibility requirements, accompanying persons and any note you add.
- Financial records — invoices raised against you, payments received, and any proof of payment you upload. Card details are never seen or stored by the congress: card payments are handled entirely by the payment provider.
- Abstracts — the text you submit, your co-authors as you list them, and reviewer comments about it.
- WhatsApp messages — if you message the congress assistant, the content of those messages, your WhatsApp number and profile name.
- Technical records — sign-in times, the approximate address and browser used, kept so that unauthorised access to your account can be detected.
Why it is collected
To administer your attendance: to place you in the right fee category, to invoice you and record payment, to feed the caterer and the venue accurate numbers, to review your abstract fairly, to issue an invitation letter for a visa application if you need one, and to reach you if something changes.
Dietary and accessibility requirements are special-category data in most jurisdictions. They are collected because the congress cannot cater for you or make the venue work for you without them, they are shared only with the specific supplier who has to act on them, and they are deleted after the congress.
Who sees it
- The congress secretariat and the Local Organising Committee.
- The venue and caterer — names, badge details, dietary and accessibility requirements only, and only for delegates attending.
- The Programme Committee and assigned reviewers — abstracts only. Review is blind by default: reviewers do not see author names unless the committee turns that off.
- TAFISA — aggregate attendance figures, and the delegate list for the General Assembly where a delegate is representing a member organisation.
- Payment and messaging providers, as processors, for the specific transaction or message they handle.
- Where you upload a proof of payment, an automated system reads the document to match it to your invoice. A person checks any match the system is not confident about, and you can ask for a person to check any decision.
Your details are not sold, and are not passed to sponsors or exhibitors. Delegate lists are not published.
How long it is kept
To be confirmed Retention periods below are the intended schedule and are subject to the BNSC's records policy and Botswana public-finance requirements.
- Dietary and accessibility requirements — deleted within 30 days of the congress.
- Financial records — kept for the period required for public audit, expected to be seven years.
- Accounts, registrations and abstracts — kept until the following congress, then reduced to aggregate statistics.
- WhatsApp conversations — 12 months.
- Sign-in records — 12 months.
Your rights
You can ask for a copy of everything held about you, ask for it to be corrected, ask for it to be deleted, or withdraw consent for the WhatsApp assistant at any time by replying STOP. Deleting an account with an unpaid invoice or an accepted abstract is not always possible before the congress — the secretariat will explain what can be removed and when.
Most of it you can do yourself:
Contact
Write to the Botswana National Sports Commission at PO Box 1404, Gaborone, Botswana, or to the congress secretariat.
To be confirmed A secretariat email address will be published here once the congress secretariat is appointed.