The main consideration for any event, brand activation, promotion, flash mob, performance or fundraiser being staged in the V&A Waterfront is the safety of the participants and the public. A formal V&A Waterfront Event application form along with a detailed event proposal that’s meets the following criteria is further required to consider such. Contract: Should the event be approved the following documents will be required before any set up may commence: Signed V&A Waterfront Agreement Proof of Payment Proof Public Liability Insurance Small brand activations and fundraisers require no less than R15 000 000 to be considered Larger events especially those with large structures and mass audience require no less than R50 000 000 to be considered Compliance with Covid-19 regulations: The V&A Waterfront is committed to reducing the risk and spread of Covid-19 infections. All events and activities must provide a Covid-19 safety and compliance plan in line with Covid-19 regulations. Time Frame: The timeous provision no less than 2 weeks of the complete information along with an event proposal will support and assist with the processing of the application and the approval processes by the range of V&A Waterfront Departments. City of Cape Town Events Permit: Where applicable and based on the type of event the Organiser must act in accordance with the City of Cape Town Events by Law, Occupational Health & Safety Act and Disaster Management. Events larger than 200 persons where there is amplified sound or temporary structures must apply to the City of Cape Town for an event permit over and above a V&A Waterfront application form. Creative Execution: The activity must present well by means of a creative set up (where applicable) that encourages visitors to participate in the activity. Members of the public must be allowed to freely approach the activity rather than being forcibly approached or coerced to engage with it Sustainability: Due to the V&A Waterfronts commitment to the environment, flyer distribution is not permitted. A visitor may take a flyer when they visit the stand/exhibit. Fund Raisers: The following are the stipulated rules for fundraising activities taking place at the V&A Waterfront The organisation must be a registered non-profit organisation (NPO). The organisation must demonstrate a track record of local and international support of worthy causes. No fundraising for political events or parties are allowed on the property. No display of political regalia is allowed on the property. All fundraising activities must comply with all national and local laws and regulations. At all times, the participating members of the fundraising team shall act in good faith of permissions granted and in the best interests of the organisation and the V&A Waterfront. Venue: The V&A Waterfront reserves the right to designate space and duration for all events taking place on the property. Times: Set Up and Breakdown in public spaces may only commence within the following times: 00h00 – 08h00 or as otherwise specified by the V&A Waterfront. A full schedule to be provided Set Up and Breakdown in the mall may only commence within the following times: 22h00 – 07h00 with a full schedule to be provided or as otherwise specified by the V&A Waterfront. A full schedule to be provided Safety All areas to be adequately cordoned off during set-up and breakdown, so as to ensure no access of unauthorized personnel and safety of public. All plans to be provided detailing areas to be cordoned off. A qualified Safety Officer to be appointed for the duration of the event, including the build up and breakdown of the event where structures are being installed Please Note: All structural certificates, city approvals and permits will be the responsibility of the Organiser in accordance with the City of Cape Town: Events By Law and the Occupational Health & Safety Act. A copy of such will be required by the V&A Waterfront before the event commences. Adherence to public safety to include build up and breakdown. The V&A Waterfront will require layout drawings, fixing details, and all structures to be approved by Structural engineer to a minimum wind loading of 60km/h Where applicable, the Safety Officer to ensure he/she is in possession of a safety file with all relevant documentation throughout the event. A copy of all documentation in the file to be provided to the V&A Waterfront. Before any set up and break down of any structures commence, the Organiser / Safety Officer to ensure the area is safe and properly cordoned off from the public. General: All cleaning and security services are to be quoted by the V&A Waterfront and no external suppliers in this regard may be contracted directly by the client. All medical services are to be quoted by ER24 and no other suppliers may operate on the property. Copies of all permits and certificates such as but not limited to (City Permit, BDM Certificate, Structural Engineer’s Certificate) in accordance with the City of Cape Town By Law and the Occupational Health & Safety Act are to be provided to the V&A Waterfront before the event commences. The erection of any Temporary Structure will require the appointment of a Registered Person. A site and layout to be provided and plans must indicate the position of all proposed structures. No open flame or pyrotechnics will be permitted without prior consent by the V&A Waterfront. Fireworks will not be permitted at the V&A Waterfront and no exceptions are made in this regard. Filming for commercial, television, stills, fashion shoots and tourism related purposes is permitted, however a film permit must be obtained by the V&A Waterfront. It is recorded that the parties are currently having discussions and negotiations regarding the possible hiring of a venue at the V&A Waterfront. These discussions and negotiations are conducted in good faith on the understanding that no legal obligation on any of the parties of whatsoever nature and no binding agreement will result from such discussions/negotiations until consensus on the terms of an agreement is reached and such terms are reduced to writing in a separate agreement document which is duly signed by both parties. PRIVACY NOTICE – POPI INTERPRETATION In this Notice, unless inconsistent with or otherwise indicated by the context – “the Act” means the Protection of Personal Information Act 4 of 2013 as amended, consolidated or re- enacted from time to time, and includes all schedules and regulations thereto; “Personal Information” means information relating to a living, identifiable, natural or juristic person, including but not limited to – information relating to race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language and birth of a person; information relating to the education or the medical financial, criminal or employment history of the person; any identifying number, symbol, e-mail address, physical address, telephone number, location information, online identifier or other particular assignment to the person; the biometric information of the person; the personal opinions, views of preferences of the person; correspondence sent by a person that is implicitly or explicitly of a private or confidential nature of further correspondence that would reveal the contents of the original correspondence; the views or opinions of another individual about a person; and the name of a person if it appears with other personal information relating to a person or if the disclosure of the name itself would revel information about the person; “this Notice” means the consent contained in this document; “Processing” means an operation or activity or any set of operations, whether or not by automated means, concerning Personal Information, including – the collection, receipt, recording, organisation, collation, storage, updating or modification, retrieval, alteration, consultation or use; dissemination by means of transmission, distribution or making available in any other form; or merging, linking, as well as restriction, degradation, erasure or destruction of information, and “Processed” and “Process” shall have the corresponding meaning; “V&A” means V & A Waterfront Holdings (Pty) Ltd Proprietary Limited, registration number 2006/024423/07 a private company with limited liability duly incorporated in accordance with the laws of the Republic of South Africa, and a reference to “the V&A” shall include a reference to all of the V&A’s subsidiaries, as contemplated in section 3(1) of the Companies Act 71 of 2008. The clause headings in this Notice have been inserted for reference purposes only and shall not affect the interpretation of any provision of this Notice. INTRODUCTION The V&A is a responsible party, as contemplated in the Act. Accordingly, the V&A is obliged to comply with the provisions of the Act which deal with the Processing of Personal Information which includes making you aware of the matters dealt with in this Notice. INFORMATION BEING PROCESSED The V&A Processes – all information that you have furnished or will furnish the V&A with for purposes of entering into an event, supply or service agreement, as the case may be; all information that you furnish the V&A in terms of your event, supply or service agreement, as the case may be; and information related to the supply of goods or services rendered, including but not limited to financial information. PURPOSE The V&A will Process the information referred to in clause 3 for the following purposes – to verify your identity; to perform credit and criminal checks; to assess whether it will enter into an event, supply or service agreement with you, as the case may be (where applicable); to contact you regarding matters related to the supply of goods or services, as the case may be; to maintain a technical and account history of your dealings with the V&A; to comply with – any obligations imposed by law; orders, directions or requests from any court, authority or government body; or any of its obligations in terms of your supply or service agreement, as the case may be; to enforce legislation concerning the collection of revenue; for the conduct of proceedings in any court or tribunal; to pursue any other legitimate interest of the V&A. DISCLOSURE AND TRANSFER OF PERSONAL INFORMATION The V&A shall disclose and transfer your Personal Information to and jointly use your Personal Information with its subsidiaries, associated companies, business associates, service providers and other persons who it considers appropriate for the purposes stipulated in clause 0 above. The persons with whom the V&A may share your Personal Information shall include but not be limited to – any entity within the V&A’s group of companies; any agent, contractor or third party service provider who provides administrative, marketing and research, distribution, data processing, telecommunications, computer, payment or other services to the V&A in connection with the operation of its business; credit reference agencies; credit and/or debit card companies and/or banks; government or non-government authorities, agencies and/or regulators; medical professionals, insurers and medical facilities. SECURITY MEASURES In terms of the Act, the V&A is obliged to take appropriate, reasonable, technical and organisational measures to prevent – loss of, damage to or unauthorised destruction of your Personal Information; and unlawful access to or processing of your Personal Information. The V&A has implemented a POPIA Policy in accordance with the Act. ACCESS TO OR CORRECTION OF YOUR PERSONAL INFORMATION You may request access to the record or a description of the Personal Information held by the V&A. If you believe that your Personal Information held by the V&A is incorrect you may request that the V&A – corrects or deletes the Personal Information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or obtained unlawfully; destroy or delete a record of Personal Information about you that the V&A is no longer authorised to retain in terms of the Act. Any requests contemplated in this clause 7 must be made in writing and sent to the V&A as follows: By Hand to: V&A Waterfront Head Office 19 Dock Road V&A Waterfront Cape Town C/o Information Officer Per Email: Informationofficer@waterfront.co.za LODGING AN OBJECTION You may object, on reasonable grounds, at any time to the Processing of Personal Information – that protects your legitimate interest/s, unless legislation permits such Processing; that is necessary for pursing the V&A’s legitimate interests or of a third party to whom the Personal Information if supplied, unless legislation permits such Processing; or for purposes of direct marketing, other than direct marketing to which you have specifically agreed to in terms of this Notice. Any objections contemplated in this clause 0 must be made in writing and sent to the V&A as follows: By Hand to: V&A Waterfront Head Office 19 Dock Road V&A Waterfront Cape Town C/o Information Officer Per Email: Informationofficer@waterfront.co.za SUBMISSION OF A COMPLAINT You have the right to submit a complaint to the Information Regulator established in terms of the Act if you feel that the V&A has interfered with the protection of your Personal Information in any way. CONSENT In light of the content of this Notice, you hereby agree that the V&A may – Process your Personal Information for the purposes referred to in this Notice; retain records of your Personal Information for as long as it deems necessary and, at least, for as long as the V&A requires in order to comply with any law, code of conduct, including the provisions of the Act; transfer your Personal Information as contemplated in clause 5; and Process your information in any way described in clause 1.1.4.1 to 1.1.4.3. The person signing this Notice in a representative capacity warrants his authority to do so. You understand that failing to sign this Notice will result in the V&A not being able to Process your Personal Information and consequently not being able to enter into an event, supply or service agreement with you or to fulfil its obligations under the current agreement, as the case may be.
