The Patents and Companies Registration Agency (PACRA) is the event secretariat for the ARIPO 50th Anniversary
celebrations hosted in Lusaka, Zambia. This policy explains what personal information we collect through the
Delegate Management System (this website, the delegate portal and the delegate mobile app), why we collect it,
who we share it with and the rights you have. We process personal data in line with the Data Protection Act
No. 3 of 2021 of the Republic of Zambia.
1. Who is responsible for your information
PACRA is the data controller for personal information collected through the Delegate Management System. We work
with the African Regional Intellectual Property Organization (ARIPO) to organise the event, and ARIPO may receive
delegate information where it needs it to run the programme.
2. Information we collect
Depending on how you take part, we may collect:
- Identity and contact details — name, email address, phone number, country, organisation, position, gender and date of birth.
- Identification documents — passport or national ID number, where needed for accreditation, security and protocol.
- Emergency contact — the name and phone number of a person to contact if something happens to you.
- Dietary and accessibility needs — dietary restrictions and related notes you choose to share. These may reveal health or religious information; we use them only to cater for you.
- Travel and accommodation — arrival and departure details, hotel choice and reservations, and airport pickup and transport arrangements.
- Accreditation and attendance — your application status, badge number, QR code, and records of badge scans at venues and sessions.
- Participation — sessions and activities you register for, meeting and contact requests you send to other delegates, survey responses and support tickets.
- Account and device information — your login details (passwords are stored encrypted), sign-in history, and, if you use the mobile app, a device token used to send you notifications.
- Technical information — IP address, browser type and activity logs, collected automatically to keep the system secure and working.
3. How we use your information
- To process and review your registration and issue your delegate badge.
- To arrange accommodation, airport pickups, transport, seating and catering.
- To manage security, accreditation and access control at event venues.
- To send you updates, announcements and notifications about the event by email and in the app.
- To let you connect and arrange meetings with other delegates, where you choose to use these features.
- To respond to your questions and support requests.
- To produce attendance statistics and reports, and to improve future events.
- To meet our legal obligations and to protect the safety of delegates and staff.
We rely on your consent when you register, on the need to deliver the event you have signed up for, on our legal
obligations, and on our legitimate interest in running a safe and well-organised event. Where we rely on consent,
you may withdraw it at any time (see section 8).
4. Who we share your information with
We do not sell your personal information. We share it only where needed to run the event:
- ARIPO, as co-organiser of the celebrations.
- Hotels and transport providers, limited to what they need to host and move you.
- Government, security and protocol authorities in Zambia, for accreditation, immigration and security purposes, or where the law requires it.
- Other delegates, only the profile details you choose to share through the networking features.
- Service providers that host and operate the system for us, including cloud hosting, email delivery and push-notification services. They act on our instructions and may not use your information for their own purposes.
5. Transfers outside Zambia
Some of our service providers, including our hosting and notification providers, store or process data outside
Zambia. When this happens we take steps to make sure your information receives a level of protection consistent
with the Data Protection Act.
6. How long we keep your information
We keep your information only for as long as we need it for the event and its follow-up, and to meet legal,
accounting and reporting requirements. After that we delete it or anonymise it so it can no longer identify you.
7. How we protect your information
We use encrypted connections (HTTPS), encrypted password storage, role-based access so staff see only what they
need for their duties, and activity logging. No system is completely secure, so please keep your password
private and tell us straight away if you think your account has been misused.
8. Your rights
Under the Data Protection Act you have the right to:
- be informed about how your personal information is used;
- ask for a copy of the information we hold about you;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete your information, or to restrict how we use it;
- object to our use of your information, and withdraw consent you have given;
- lodge a complaint with the Office of the Data Protection Commissioner of Zambia.
You can update much of your registration information yourself in the delegate portal. For anything else, contact
us using the details below. We may need to confirm your identity before acting on a request.
9. Cookies
This website uses essential cookies to keep you signed in and to protect forms against misuse. We do not use
advertising or tracking cookies.
10. Changes to this policy
We may update this policy as the event plans change. The date at the top of the page shows when it was last
updated. If we make significant changes, we will let registered delegates know.
11. Contact us
For privacy questions or to exercise your rights, contact the event secretariat: