- Policies
To ensure a professional, safe, and valuable experience for all attendees, partners, speakers, and exhibitors, XPOW maintains the following policies and guidelines.
1. Introduction
These Terms and Conditions (“Terms”) govern the use of the XPOW website, event platforms, registrations, ticket purchases, services, and all related engagements operated by XPOW (“XPOW”, “we”, “us”, or “our”).
By accessing the website, registering for the event, purchasing tickets, attending sessions, or participating in any XPOW activity, you acknowledge that you have read, understood, and agreed to be bound by these Terms. If you do not agree to these Terms, you must refrain from using the website and participating in the event.
2. Eligibility
By registering for XPOW, you confirm that you possess the legal capacity to enter into binding agreements under applicable law and that all information submitted during registration is accurate, complete, and current.
3. Registration and Ticketing
All registrations and ticket purchases are subject to payment confirmation and availability. XPOW reserves the right to refuse, cancel, or revoke any registration at its sole discretion where fraudulent, misleading, unlawful, or unauthorised activity is suspected.
Tickets may not be copied, resold, transferred, duplicated, or used for promotional or commercial purposes without prior written approval from XPOW.
4. Event Modifications
XPOW reserves the right to amend the event programme, speaker lineup, session schedule, venue, event format, or dates where reasonably necessary. Any such modification shall not constitute grounds for compensation, damages, refunds, or liability.
5. Refunds and Cancellations
Unless otherwise stated in writing, all ticket purchases are final and non-refundable. Failure to attend the event for any reason shall not entitle the attendee to reimbursement or credit.
In the event that XPOW cancels the event entirely, liability shall be limited solely to the value of the ticket purchased.
6. Attendee Conduct
All attendees, exhibitors, sponsors, speakers, partners, and participants are expected to conduct themselves professionally and respectfully throughout the event.
XPOW reserves the right to deny entry to, or remove, any individual whose conduct is considered disruptive, abusive, threatening, discriminatory, unlawful, harassing, or otherwise detrimental to the operation, safety, reputation, or integrity of the event. Removal from the event under these circumstances shall not entitle the attendee to any refund or compensation.
7. Intellectual Property
All XPOW branding, logos, content, graphics, presentations, recordings, digital assets, publications, videos, and materials remain the intellectual property of XPOW or their respective owners and are protected under applicable intellectual property laws.
No content associated with XPOW may be copied, reproduced, distributed, modified, published, transmitted, or commercially exploited without prior written permission.
8. Photography and Media Release
By attending XPOW, all participants grant XPOW the unrestricted right to photograph, record, film, broadcast, publish, distribute, and use their image, likeness, voice, statements, or appearance in any media format worldwide for promotional, editorial, commercial, archival, and marketing purposes without compensation or further consent.
9. Website Use
Users agree not to misuse the website or associated platforms in any manner that may interfere with functionality, security, accessibility, or operations. Users may not attempt unauthorised access to systems, distribute malicious software, upload harmful content, or engage in unlawful activity through the website.
XPOW reserves the right to restrict or terminate access where misuse is identified.
10. Third-Party Services
The website and event may reference or include links to third-party platforms, exhibitors, sponsors, services, or external websites. XPOW does not control or endorse third-party entities and accepts no responsibility for their content, conduct, products, services, or privacy practices.
11. Limitation of Liability
To the fullest extent permitted by law, XPOW, its directors, employees, affiliates, contractors, sponsors, partners, suppliers, and representatives shall not be liable for any direct, indirect, incidental, consequential, special, or punitive damages arising from participation in the event, use of the website, technical disruptions, cancellations, delays, personal injury, theft, loss of property, business interruption, or loss of data.
Participation in the event and use of associated services occur entirely at the participant’s own risk.
12. Indemnification
Users and attendees agree to indemnify and hold harmless XPOW and its affiliates against any claims, damages, liabilities, losses, costs, or expenses arising from violations of these Terms, misuse of the website or event services, unlawful conduct, or actions undertaken during participation in the event.
13. Privacy
Personal information submitted through registrations, forms, subscriptions, or event interactions may be collected, processed, and stored for operational, communication, marketing, and event administration purposes in accordance with applicable privacy and data protection laws and the XPOW Privacy Policy.
14. Force Majeure
XPOW shall not be held liable for any failure, delay, modification, disruption, or cancellation resulting from circumstances beyond its reasonable control, including but not limited to natural disasters, government actions, labour disputes, pandemics, civil unrest, technical failures, power outages, venue restrictions, or acts of force majeure.
15. Governing Law
These Terms and Conditions shall be governed by and interpreted in accordance with the laws of the Republic of South Africa. Any disputes arising in connection with these Terms shall be subject to the exclusive jurisdiction of the South African courts.
16. Amendments
XPOW reserves the right to amend, revise, or update these Terms at any time without prior notice. Continued use of the website or participation in the event following any amendments constitutes acceptance of the revised Terms.
17. Contact
Any enquiries relating to these Terms and Conditions may be directed to XPOW through the official contact channels provided on the website.
At XPOW, accessible from xpow.co.za, one of our main priorities is the privacy of our visitors, attendees, users, and partners. This Privacy Policy outlines the types of information collected and recorded by XPOW and explains how such information is used, stored, processed, and protected.
If you have any additional questions or require further information regarding this Privacy Policy, you are encouraged to contact us through the official communication channels provided on the website.
This Privacy Policy applies solely to information collected through our online platforms and website activities and is valid for visitors interacting with XPOW online. This policy does not apply to information collected offline or through channels other than this website.
By accessing or using the website, you consent to the terms of this Privacy Policy and agree to the collection and use of information in accordance with this policy.
POPIA Compliance
XPOW is committed to complying with the Protection of Personal Information Act, 4 of 2013 (“POPIA”) of the Republic of South Africa and recognises the importance of protecting personal information in accordance with applicable privacy and data protection legislation.
Personal information is processed lawfully and transparently for legitimate business and operational purposes related to the provision of services, event administration, marketing communications, customer support, analytics, security, and user experience optimisation.
XPOW undertakes to take reasonable technical and organisational measures to prevent loss, misuse, unauthorised access, disclosure, alteration, or destruction of personal information.
By using the website or submitting personal information to XPOW, users acknowledge and consent to the collection and processing of such information in accordance with POPIA and this Privacy Policy.
Information We Collect
The personal information requested from you, and the reasons for requesting such information, will be made clear at the point at which the information is collected.
If you contact XPOW directly, we may receive additional information including your name, email address, telephone number, company information, the contents of any message or attachments submitted, and any other information you choose to provide.
When registering for an event, newsletter, account, partnership, sponsorship, or related service, we may collect information including your name, company name, address, email address, telephone number, billing information, and other relevant registration details.
How We Use Your Information
XPOW may use collected information to operate, maintain, improve, personalise, and expand the website and related services.
Information may also be used to analyse user behaviour and engagement, improve user experience, develop new services and features, process registrations and transactions, communicate with users regarding updates or enquiries, provide customer support, distribute promotional or marketing communications, prevent fraudulent activity, maintain website security, and fulfil legal or regulatory obligations.
Lawful Basis for Processing Information
XPOW processes personal information only where there is a lawful basis to do so, including where processing is necessary for contractual obligations, legal compliance, legitimate business interests, consent provided by the user, or other lawful grounds recognised under applicable legislation.
Users may withdraw consent for certain processing activities at any time, subject to legal or contractual limitations.
Log Files
XPOW follows standard industry procedures regarding the use of log files. These files automatically record visitors when they access the website.
Information collected through log files may include Internet Protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamps, referring and exit pages, device information, and click activity. This information is not linked to personally identifiable information and is used for analytics, administration, security, demographic analysis, and website performance optimisation.
Cookies and Tracking Technologies
Like most modern websites, XPOW uses cookies and similar technologies to enhance user experience, analyse traffic, remember preferences, and improve website functionality.
Cookies may store information regarding visitor preferences and the pages accessed on the website in order to optimise and personalise content and user experience.
Users may choose to disable cookies through their individual browser settings. However, disabling cookies may affect certain website functionality and user experience.
Third-Party Services and Advertising
The XPOW website may contain links, integrations, sponsorship placements, advertisements, or embedded content from third-party services, platforms, exhibitors, sponsors, or advertisers.
Third-party services may utilise technologies such as cookies, JavaScript, or web beacons to collect information directly from users’ browsers. These technologies may be used to measure advertising effectiveness, analytics performance, or personalise advertising content.
XPOW does not control third-party cookies, technologies, or external privacy practices and accepts no responsibility for the policies or activities of third-party platforms or websites.
Users are encouraged to review the respective privacy policies of any third-party services they interact with.
Data Subject Rights
In accordance with POPIA and applicable data protection laws, users may have the right to request access to personal information held by XPOW, request correction or updating of inaccurate information, object to the processing of personal information under certain circumstances, request deletion or destruction of personal information where legally permissible, withdraw consent for processing activities, and lodge complaints with the relevant regulatory authority where applicable.
Requests relating to personal information may be submitted through the official contact channels provided on the website. XPOW will respond within a reasonable timeframe in accordance with applicable legal obligations.
Data Retention
Personal information shall only be retained for as long as reasonably necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes, enforce agreements, or maintain legitimate business records.
Thereafter, information will be securely deleted, destroyed, anonymised, or de-identified where appropriate.
Data Security
XPOW takes reasonable administrative, technical, and organisational measures to protect personal information against unauthorised access, disclosure, alteration, misuse, or destruction.
While reasonable efforts are made to safeguard information, no method of electronic transmission or storage is completely secure, and XPOW cannot guarantee absolute security.
Children’s Privacy
Protecting children while using the internet is an important priority.
XPOW does not knowingly collect personally identifiable information from children under the age of 13. If a parent or guardian believes that a child has provided personal information through the website, they are encouraged to contact XPOW immediately so that appropriate steps may be taken to remove such information from our records.
Changes to This Privacy Policy
XPOW reserves the right to amend, update, or modify this Privacy Policy at any time without prior notice.
Any changes will become effective immediately upon publication on the website. Continued use of the website following updates constitutes acceptance of the revised Privacy Policy.
Contact Information
For questions, concerns, or requests relating to this Privacy Policy or the handling of personal information, users may contact XPOW through the official contact details provided on xpow.co.za