Privacy Policy

This policy explains how the Customer Experience Symposium 2026 (the “symposium”) handles personal information collected through cxsymposium.co.za and the CXS Connect platform when you register, attend, or use CXS Member.

The symposium, CXS Connect and CX Member are operated by Optimized Design Operations (Pty) Ltd, which is the responsible party (data controller) for your personal information: we decide why and how it is processed.

Legal basis: we process your information to perform our contract with you (bookings, platform access and membership), for our legitimate interests (security, fraud prevention and improving the service), with your consent (push notifications and optional marketing emails, which you may withdraw), and to meet legal obligations such as tax records.

It applies together with the Terms & Conditions of booking. Personal information is handled under the laws of the Republic of South Africa.

Registration and billing: your name, job title, company, email address, phone number, and any delegate or dietary details you provide. Bookings also record the date, time and IP address at which you accepted the booking terms, kept as an auditable record.

Invoicing: tax invoices, payment references and proof of payment are generated and stored to administer your booking.

Platform account and profile: when you use CXS Connect or CXS Member, we store your sign-in email, password (stored only as an encrypted credential), profile photo or initials, role, headline, interest tags and any LinkedIn link you choose to add.

Community activity: posts, comments, reactions and messages you publish inside CXS Member, and expert or partner enquiries you send through the platform.

Event operations: session attendance and check-in records, QR pass details, feedback and poll responses, and any slides you upload if you are a speaker.

Notifications: the device token needed to deliver push notifications if you enable them.

Visits: the symposium records page-visit counts on its own platform, and public marketing pages may also use Google Analytics, which collects standard web usage data such as pages viewed and approximate location.

Event photography: organisers may photograph and record sessions; delegates who prefer not to be featured should notify the symposium team on arrival.

We use personal information to administer registrations and payments, issue invoices and confirmations, grant access to CXS Connect and CXS Member, run the event programme (including check-ins and session feedback), deliver event notifications and updates, respond to your enquiries, and improve the symposium and its platform.

We do not sell personal information to third parties.

Personal information is shared only with the people and providers who need it to run the symposium: the symposium team and authorised administrators, the platform and email service providers used to operate CXS Connect and send event communications, and the billing details you provide.

Sponsors and partners do not receive delegate contact details from us. Partner and expert contact buttons send your enquiry from you, with your reply-to email, and log the enquiry for the symposium team.

CX Member purchases are processed by Paddle.com, our Merchant of Record, which receives the information needed to sell the membership, take payment, handle tax compliance and issue invoices and receipts.

We may also share information with professional advisers (such as legal and accounting) and with authorities where required by law. Some service providers may process data outside South Africa, with appropriate safeguards.

Within CXS Connect, approved attendees can view each other's profiles as digital business cards showing name, role, company, headline and interest tags. Email addresses and phone numbers are not shown in the attendee directory.

To start a conversation with another attendee you meet them face to face and scan their pass; direct messaging between attendees only opens from a scanned connection.

We apply reasonable technical and organisational measures to protect personal information, including access controls limited to authorised symposium team members.

We keep personal information for as long as needed to administer your booking, deliver the event and meet record-keeping obligations such as tax and invoicing records, after which it is deleted or anonymised.

You may request access to, correction or deletion of your personal information by contacting the symposium team. Registration records already used for invoicing may need to be retained as described above.

You may disable push notifications at any time in your device or browser settings.

Event email updates are sent by the symposium team; you may ask to be removed from future event communications using the details below.

We may update this policy as the event and platform evolve. The latest version is always available on this page.

Questions or requests about this policy may be directed to Aloysius Petersen (Aloysius.petersen@phoenixevents.co.za, +27 64 148 2345) or Melissa Visser (melissavisser@phoenixevents.co.za, +27 84 045 2113).