Legal
Privacy Policy
Last updated: February 2026
1. Data We Collect
We collect the following categories of personal data: full legal name, nationality, date of birth, passport details, contact information (email, phone, address), emergency contact details, medical fitness declarations, KYC documentation (passport scans, photographs), payment information (processed through our PCI-compliant payment partner), application statements and correspondence, and photographs and video captured during the Event.
2. Purposes of Processing
Your personal data is processed for: participant application review and eligibility assessment, identity verification (KYC/AML compliance), payment processing and financial record-keeping, event operations and safety management, communication of event-related information, media production and promotional use (as consented), compliance with legal and regulatory obligations, and post-event survey and feedback collection.
3. Legal Basis for Processing
We process personal data on the following legal bases: performance of a contract (your application and participation agreement), legitimate interests (event operations, safety, and security), legal obligations (financial record-keeping, regulatory compliance), and consent (where specifically obtained, such as marketing communications and media use).
4. Data Sharing
We may share your personal data with: event partners and service providers (logistics, hospitality, insurance) for the purpose of delivering the Event; government agencies as required by Botswana law; payment processors for transaction processing; media partners under the terms of your media release consent; and professional advisors (legal, accounting) as necessary. All third-party recipients are bound by data protection agreements and are required to process your data only for the specified purposes.
5. Data Retention
Personal data is retained for the duration necessary to fulfil the purposes described above. KYC documents are retained for a minimum of 5 years following the Event in accordance with regulatory requirements. Financial records are retained for 7 years. Participant media may be retained indefinitely for archival and promotional purposes, subject to your media release consent.
6. Your Rights
Subject to applicable law, you have the right to: access the personal data we hold about you, rectify inaccurate or incomplete data, request deletion of your data (where legally permissible), restrict or object to certain processing activities, and withdraw consent where processing is based on consent. To exercise any of these rights, please contact our Data Protection Officer at privacy@botswanadiamondrun.com.
7. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including: encryption in transit (TLS) and at rest, access controls and role-based permissions, regular security assessments and penetration testing, secure document storage with audit trails, and incident response procedures.
8. Contact
For data protection enquiries, contact: Data Protection Officer, Botswana Diamond Run (Pty) Ltd, Plot 54, Fairgrounds Office Park, Gaborone, Botswana. Email: privacy@botswanadiamondrun.com.
Important: This Privacy Policy is a structured draft intended for review and finalisation by licensed counsel in Botswana, ensuring compliance with local data protection legislation.