Privacy Policy — ZIHRM 2026 Conference

1. What we collect

• Personal: name, email, phone, gender, district, employer, job title
• Identity: NRC (stored as sha256(NRC + salt) only — plain NRC kept for verification, hashed for duplicate check), membership number, member status
• Booking: package, accommodation, total, payment method/reference, proof of payment file (≤5MB, pdf/jpg/png/webp)
• Technical: IP at consent time, timestamp, invoice/registration IDs

2. Why

To administer your registration, issue invoices, verify payments (Treasury, 48h), manage check-in (QR), and communicate via accounts@zihrm.org.zm (finance) and info@zihrm.org.zm (general). No marketing without separate consent.

3. Legal basis & consent

By ticking “I agree to the Privacy Policy” at registration you consent. Consent time + IP are stored as privacy_consent_at/privacy_ip. You may withdraw by emailing info@zihrm.org.zm — withdrawal does not affect prior lawful processing.

4. Sharing

We do not sell your data. Shared only with: ZIHRM Treasury (payment verification), venue (Radisson Blu for accommodation manifest), and mail provider (smtp.gmail.com via zihrm.events@gmail.com for confirmations, reminders, invitations, and check-in alerts — sent From: zihrm.events@gmail.com with Reply-To routed to the relevant ZIHRM mailbox). Proofs are stored on a private disk (storage/app/private/proofs), never public — access requires staff login or your secure update link.

5. Retention

Until 31 Dec 2027 for audit, then anonymized. Invoices kept per Zambian financial record rules. You may request deletion earlier via info@zihrm.org.zm subject to legal retention.

6. Security

• NRC hashed with NRC_SALT, payRef encrypted at rest (encrypted cast), proofs private, rate limit throttle:10,1 on register/payment
• HTTPS (events.zihrm.org.zm), SESSION_ENCRYPT ready, Sanctum auth, HSTS, daily log rotation

7. Your rights (Zambia Data Protection Act 2021)

Access, correction, deletion, objection, and complaint to the Data Protection Commissioner. Contact: info@zihrm.org.zm / accounts@zihrm.org.zm — 0955 404075 / 0979 480513.

8. Contact

ZIHRM 2026 Organising Committee, Radisson Blu, Livingstone • info@zihrm.org.zm (general), accounts@zihrm.org.zm (finance).