Privacy notice

What we collect

• Account details: your email address and a password, which is stored only in protected, hashed form.
• Profile details you enter: name, phone number, country, association, companion notes, dietary and accessibility requirements, and an emergency contact.
• Travel details you choose to save: your arrival and departure flights, so organisers can prepare airport support.
• Orders and payment records: what you registered for or ordered, amounts, currency, payment status and receipts.
• Consent records: which policies you agreed to and when.
• Messages the organisers send you inside the portal.

Passport uploads for eSIM fulfilment are disabled in production until the required safeguards are in place; how that workflow handles documents is described on the passport document handling page.

How we use your details

Your details are used only to run the event: confirming your registration and payments, planning catering, accessibility and arrival support, issuing your event pass and any documents you are eligible for, and sending you service emails such as email verification and password resets. We do not use your details for unrelated marketing and we do not sell them.

Payments

Card payments are processed by Lipila, our payment gateway. Your card details are entered on Lipila's secure payment page and never reach or get stored by this portal. We keep the payment amount, currency, status and the gateway's reference so we can show honest order records and issue receipts.

Who can see your details

• The organising team at Ladies Circle Zambia and authorised members of the Ladies Circle International board, limited to what their role in running the event needs. Organiser access to sensitive records is permission-gated and logged.
• Service providers processing data on our behalf: Lipila for payments and Resend for delivering service emails.
• Nobody else. Your details are not sold or shared for advertising.

How long we keep them

Your details are kept while your account is active and for as long as the organisers need them to run the event and meet accounting obligations for payments. If you want your account or specific details removed, write to support@lci2027lusaka.com and the Event team will handle the request.

Your choices

• You can view and update your profile details in the portal at any time; after the organisers' change deadline, updates go through a review by the Event team.
• You can ask what details we hold about you, ask for corrections, or ask for deletion by writing to the Event team.
• Required consents are recorded with the policy version you accepted, so you can always see what you agreed to.

Security

The portal is served over encrypted connections, sign-in tokens are kept in protected cookies, and organiser access is controlled by per-role permissions with an audit trail. No system is perfectly secure, so if we become aware of a breach affecting your details the organisers will inform you.