PRIVACY POLICY EFFECTIVE DATE: 1 April 2026

We take your privacy seriously. This Privacy Policy explains what personal information we collect and how we use it. We encourage you to read this policy thoroughly.

1. IMPORTANT INFORMATION AND WHO WE ARE

In this privacy policy references to we, us, our, mean Montgomery Events East Africa Limited, the Montgomery group company that processes your personal data and interacts with you in connection with Propak East Africa.

Montgomery Events East Africa Limited is part of the Montgomery Group, the parent company of a group of companies which includes

• Angus Montgomery Limited,
• Montgomery Events Limited,
• Montgomery Group Ltd,
• Fit Events Ltd, Exhibition Consultants Limited,
• Montgomery Exhibitions Limited,
• Creo Arts Group Ltd,
• OTSA Limited,
• Halldale Media Limited,
• Montgomery International Limited,
• Sustainable Aviation Futures.

The Montgomery group of companies has its corporate HQ at 9 Manchester Square, London, W1U 3PL, and operational HQs in locations including Johannesburg, Nairobi, Nigeria, and Singapore. You can find out more about Montgomery including a list of subsidiary, joint venture and associate companies on our website at www.montgomerygroup.com.

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPO at data@montgomerygroup.com.

2. THE TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU

Personal data or personal information means any information about an individual from which that person can be identified. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth, gender, information detailed on passports and/or driving licences.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Employment Data includes your employment details, email address, role or position.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products, services and events you have attended or purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
• Usage Data includes information about how you interact with and use our website, products and services.
• Event Data means details of events you attend, have attended in the past or are interested in.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Image Data includes your image and video footage which includes you.
• Recruitment Data includes your CV or cover letter, named referees and employment references, the results of any checks undertaken, information provided at interview, your race, ethnicity, health and information relating to criminal convictions and offences.

Special Category Data and Criminal Convictions

We do not routinely collect special category data or information in relation to criminal convictions; however, depending on the services we are to provide to you, we may need to collect this information. For example, where you attend one of our events we may need to collect information about your dietary or access requirements, or if you are applying for a role with us, we may carry out criminal records checks where we are legally entitled and required to do so. We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly or indirectly reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website, to help improve the website and our service offering.

3. PERSONAL DATA OF OTHERS

If you provide personal data to us about someone else, you must ensure that you are entitled to disclose that personal data to us and that, without us taking any steps to verify this, we may collect, use and disclose that personal data as described in this privacy policy. It is your responsibility to inform the individual concerned of this privacy policy.

4. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

Your interactions with us. You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you enquire about being an exhibitor or attending one of our events, attend one of our events, apply for our services, subscribe to our publications, request marketing to be sent to you, apply for one of our vacancies, enter a competition, promotion or survey, or give us feedback or contact us.

Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our Cookie Policy at www.propakeastafrica.com/cookie-policy for further details.

Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources, including Technical Data collected from analytics providers such as Google, Contact and Financial Data collected from providers of technical, payment and delivery services, Identity and Contact Data collected from publicly available sources such as Companies House and the Electoral Register, and Identity, Contact and Recruitment Data collected from recruiters and other third parties.

5. HOW WE USE YOUR PERSONAL DATA

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

Performance of a contract with you: where we need to perform the contract we are about to enter into or have entered into with you.

Legitimate interests: we may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights before we process your personal data for our legitimate interests.

Legal obligation: we may use your personal data where it is necessary for compliance with a legal obligation that we are subject to.

Consent: we rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Purposes for which we will use your personal data

• We use your personal data for a range of purposes, each supported by the appropriate legal basis as described below.
• We use your Identity, Contact and Image Data to register you as a new or returning customer, on the basis of performance of a contract with you.
• We use your Identity, Contact, Financial, Transaction, Marketing and Communications, Event and Image Data to administer our events and provide our products and services, including managing payments and fees, collecting money owed to us, and granting you access to or allowing you to be involved in an event, exhibition or conference. The legal basis for this is performance of a contract with you, and where relevant, our legitimate interests in recovering debts due to us.
• Where we take images or film at our events, we process your Image Data on the basis of our legitimate interests in creating content about our events.
• We use your Identity, Contact, Technical, Usage and Marketing and Communications Data to manage our relationship with you, including notifying you about changes to our products and services, terms or privacy policy, and dealing with your requests, complaints and queries. The legal bases are performance of a contract, compliance with a legal obligation, and our legitimate interests in keeping our records updated and managing our relationship with you.
• We use your Technical and Usage Data to deploy tracking technologies to understand whether our emails are opened and what links are clicked on by our customers, on the basis of our legitimate interests in improving our communications with you.
• We use your Identity, Contact, Financial, Transaction and Marketing and Communications Data to send you service communications or to contact you about changes to or issues affecting the products or services you take from us, on the basis of performance of a contract with you.
• We use your Identity, Contact, Technical and Image Data to confirm your identity and authenticate the information you provide for security purposes, including checking registration information against information we already hold and potentially against publicly available information. The legal basis is our legitimate interests in running our business, providing IT and administration services, maintaining network security and preventing fraud.
• We use your Identity, Contact and Recruitment Data to verify your employment history and qualifications and consider your suitability for any role you have applied for, on the basis of our legitimate interests.
• We use your Identity and Recruitment Data to comply with legal obligations and carry out necessary checks.
• We use your Identity, Contact and Technical Data to provide and improve the customer support we offer you, on the basis of performance of a contract and our legitimate interests in studying how customers use our products and services and developing our business.
• We use your Identity, Contact and Technical Data to administer and protect our business and this website, including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting. The legal bases are our legitimate interests in running our business and providing IT and administration services, and compliance with legal obligations.
• We use your Identity, Contact, Usage, Marketing and Communications and Technical Data to deliver relevant website content and online advertisements to you and to measure or understand the effectiveness of the advertising we serve, on the basis of our legitimate interests in studying how customers use our services, developing our business and informing our marketing strategy.
• We use your Technical and Usage Data for analytics purposes to improve our website, products and services, customer relationships and experiences and to measure the effectiveness of our communications and marketing, on the basis of our legitimate interests in keeping our website updated and relevant and developing our business.
• We use your Identity, Contact, Technical, Usage and Marketing and Communications Data to send you relevant marketing communications and make personalised suggestions and recommendations about goods or services that may be of interest to you. The legal bases are our legitimate interests in carrying out direct marketing and developing our products and services, and where required, your consent.
• We use your Identity, Contact and Marketing and Communications Data to carry out market research through your voluntary participation in surveys, on the basis of our legitimate interests in studying how customers use our products and services and improving what we offer.
• We use your Identity, Contact, Usage and Marketing and Communications Data to enable you to partake in a prize draw, competition or other promotional activities, on the basis of performance of a contract and our legitimate interests in developing our products and services.

Direct marketing

• You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and have not opted out of receiving marketing.
• We may also analyse your Identity, Contact, Technical and Usage Data to form a view on which products, services and offers may be of interest to you so that we can send you relevant marketing communications.

Third-party marketing

• Generally, we will get your express consent before we share your personal data with any third party for their own direct marketing purposes.
• When attending our events, you have the option to scan your badge at exhibitor stands. Where you do so, the exhibitor will directly have access to your personal data, namely your name, job title, company name, email address, address and phone number, and may follow up with you following the event. If you do not want the exhibitor to contact you, do not scan your badge, as the scanning of your badge is deemed to be an opt-in to hear from such exhibitors. We do not manage that consent.

Opting out of marketing

You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at data@montgomerygroup.com. If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes.

Cookies

The cookies used by us are described in detail in our Cookie Policy at www.propakeastafrica.com/cookie-policy. For more information about the cookies we use on this website, including details on how to manage your cookie preferences, please see that policy.

6. DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data where necessary with the following parties:

• Montgomery group entities: the Montgomery group shares IT infrastructure and administration and support services, and we may share your personal data with other entities within the group in relation to such services or in connection with the services we are providing.
• Event organisers, event suppliers, event security and venues: where you attend one of our events, for security and/or compliance purposes.
• Catering, hospitality, travel and accommodation suppliers: in respect of the services we provide to you.
• Sponsors, event organisers, exhibitors, speakers and partners: where you attend an event and have consented to such sharing, or have shown an interest in attending an event.
• Service providers and suppliers, such as IT, software and hosting providers, suppliers of registration and social sharing services, consultants and our professional advisors: in respect of the services they provide to us.
• Third party marketing services: including HubSpot, Adestra and Mailchimp.
• Third party payment providers: in connection with the processing of payments.
• Third parties to whom we may choose to sell, transfer or merge parts of our business or assets: if a change happens to our business, the new owners may use your personal data in the same way as set out in this privacy policy.
• Recruitment agencies: in respect of any job applications you apply for through them.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

7. INTERNATIONAL TRANSFERS

We share your personal data within the Montgomery group. This may involve transferring your data outside Kenya to the UK and EU. We may also transfer your personal data to service providers that carry out certain functions on our behalf, which may involve transferring personal data to countries which have laws that do not provide the same level of data protection.

Whenever we transfer your personal data to such locations, we ensure a similar degree of protection is afforded to it by ensuring that one of the following safeguards is in place: we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data, or we may use specific standard contractual terms which give the transferred personal data the same protection it has in the originating jurisdiction.

8. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

We have put in place physical, electronic and procedural safeguards to protect your personal data and have procedures to deal with any suspected personal data breach. We will notify you and any applicable regulator of a breach where we are legally required to do so.

9. DATA RETENTION

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.

In all cases, our need to use your personal information will be reassessed on a regular basis, and information which is no longer required for any purposes will be disposed of.

To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and the applicable legal, regulatory, tax, accounting or other requirements.

In some circumstances we will anonymise your personal data for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

10. YOUR LEGAL RIGHTS

• You have a number of rights under data protection laws in relation to your personal data.
• You have the right to request access to your personal data, commonly known as a subject access request, which enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• You have the right to request correction of any incomplete or inaccurate data we hold about you, though we may need to verify the accuracy of the new data you provide.
• You have the right to request erasure of your personal data in certain circumstances where there is no good reason for us continuing to process it. Note that we may not always be able to comply with your request of erasure for specific legal reasons, which will be notified to you at the time of your request if applicable.
• You have the right to object to processing of your personal data where we are relying on legitimate interests as the legal basis, including for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
• You have the right to request restriction of processing of your personal data in certain scenarios, for example where you want us to establish the data's accuracy, where our use of the data is unlawful but you do not want us to erase it, or where you need us to hold the data even if we no longer require it.
• You have the right to request the transfer of your personal data to you or to a third party in a structured, commonly used, machine-readable format. This right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• You have the right to withdraw consent at any time where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.
• To exercise any of the above rights, please contact us at data@montgomerygroup.com. You will not have to pay a fee in most cases. We try to respond to all legitimate requests within one month.

11. CONTACT DETAILS

If you have any questions about this privacy policy or about the use of your personal data, or wish to exercise your privacy rights, please contact our DPO:

Email: data@montgomerygroup.com Postal address: 9 Manchester Square, London, W1U 3PL

12. CHILDREN

This website is not intended for children and we do not knowingly collect data relating to children. However, we may be required in very limited circumstances to collect the names and dates of birth of dependants.

13. COMPLAINTS

You have the right to make a complaint to the relevant data protection supervisory authority. As Propak East Africa is organised and operated in Kenya by Montgomery Events East Africa Limited, the primary supervisory authority is the Office of the Data Protection Commissioner (ODPC) at www.odpc.go.ke. If you are based in the UK, you may also refer your complaint to the Information Commissioner's Office (ICO) at www.ico.org.uk.

However, before contacting either authority, please ensure you have first raised your complaint with us directly at data@montgomerygroup.com. The ODPC and ICO will typically expect you to have done this before reviewing your complaint.

14. CHANGES TO THIS PRIVACY POLICY

We keep our privacy policy under regular review. This version was last updated on 1 April 2026.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

15. THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.