Last Updated: July 22, 2025

This Privacy Policy sets out how COMPANY NAME (“we”, “us”, “our”) collects, uses, discloses, and protects your Personal Information in accordance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”), and other applicable South African laws.

1. Definitions

• “Data Subject” refers to the person to whom personal information relates.
• “Personal Information” means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person, including but not limited to information about:
  • Race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, disability, religion, conscience, belief, culture, language, and birth of the person;
  • Educational, 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 assignment to the person;
  • Biometric information;
  • The personal opinions, views or preferences of the person;
  • Correspondence sent by the person that is implicitly or explicitly of a private or confidential nature or further correspondence that would reveal the contents of the original correspondence;
  • The views or opinions of another individual about the person; and
  • The name of the person if it appears with other personal information relating to the person or if the disclosure of the name itself would reveal information about the person.
• “Processing” means any operation or activity or any set of operations, whether or not by automatic 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.
• “Responsible Party” means COMPANY NAME, the entity that determines the purpose and means of processing of Personal Information.

   

2. Collection of Personal Information

We collect Personal Information directly from you when you interact with our website, [WEBSITE URL]. The types of Personal Information we collect depend on how you engage with us:

• Contact Forms: When you use our contact form or similar forms, we may collect your name, email address, phone number, and any other information you voluntarily provide in your message, solely for the purpose of responding to your enquiry.
• Newsletter Sign-up Forms: If you subscribe to our newsletter, we collect your email address and any other details you provide for the purpose of sending you our newsletter and related communications.
• Analytics Data: We automatically collect certain information about your visit to our website through analytics tools to improve user experience. This may include your IP address, browser type, operating system, referring URLs, pages viewed, and the date and time of your visit. This data is generally aggregated and anonymised and does not directly identify you.

3. Purpose of Processing Personal Information

We process your Personal Information for the following specific, explicitly defined, and lawful purposes:

• To respond to your queries and provide the services you request when you use our contact forms.
• To send you our newsletter and marketing communications if you have expressly consented to receive them via our newsletter sign-up form.
• To analyse website usage and trends, and to improve the functionality and user experience of our website.
• To comply with our legal obligations as required by South African law.

4. Consent to Processing

By providing your Personal Information to us through our website forms or by continuing to use our website, you signify your voluntary, specific, and informed expression of will, thereby giving us permission to process your Personal Information for the purposes outlined in this Privacy Policy.

For direct marketing purposes (e.g., newsletters), your explicit opt-in consent will be obtained. You have the right to withdraw your consent at any time by following the unsubscribe instructions provided in our communications or by contacting us directly.

5. Sharing of Personal Information

We will not sell, rent, or lease your Personal Information to third parties. We will only disclose your Personal Information to third parties in the following limited circumstances:

• Essential Service Providers: We may share your Personal Information with trusted third-party service providers who assist us in operating our website, conducting our business, or providing services to you (e.g., website hosting, email service providers, analytics providers). These third parties are contractually bound to protect your Personal Information and are only permitted to use it for the specific purposes for which it was disclosed.
• Legal Compliance: We may disclose your Personal Information if required to do so by law, court order, or in response to a lawful request by a governmental or regulatory authority in South Africa.

6. Security Safeguards

We are committed to protecting the integrity and confidentiality of your Personal Information. We implement appropriate, reasonable technical and organisational measures to prevent loss of, damage to, or unauthorised destruction of Personal Information, and unlawful access to or processing of Personal Information. These measures include, but are not limited to:

• Secure server environments.
• Data encryption where appropriate.
• Access controls and restrictions for personnel.
• Regular security assessments and updates.

In the unlikely event of a data breach, we will notify you and the Information Regulator as soon as reasonably possible, providing details of the breach and the measures being taken to address it.

7. Retention of Personal Information

We will not retain your Personal Information for longer than is necessary to fulfil the purposes for which it was collected, or as required by applicable South African law. Once your Personal Information is no longer required, we will securely destroy or de-identify it.

8. Your Rights as a Data Subject

In terms of POPIA, you have the following rights regarding your Personal Information:

• Right to be Notified: You have the right to be notified that Personal Information about you is being collected, and if your Personal Information has been accessed or acquired by an unauthorised person.
• Right to Access: You have the right to request access to the Personal Information we hold about you.
• Right to Correction/Deletion: You have the right to request the correction, destruction, or deletion of your Personal Information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or obtained unlawfully.
• Right to Object: You have the right to object, on reasonable grounds relating to your particular situation, to the processing of your Personal Information, unless the processing is required by law.
• Right to Object to Direct Marketing: You have the right to object to the processing of your Personal Information for the purpose of direct marketing by means of unsolicited electronic communications.
• Right to Lodge a Complaint: You have the right to lodge a complaint with the Information Regulator if you believe your rights under POPIA have been infringed.

Information Regulator Contact Details:

The Information Regulator (South Africa) JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 P.O Box 31533, Braamfontein, Johannesburg, 2017 Complaints email: az.vog.ecitsujobfsctd-153701@RI.stnialpmoc General enquiries email: az.vog.ecitsujobfsctd-625504@gerofni

9. Contact Us

If you have any questions about this Privacy Policy, our data practices, or if you wish to exercise any of your rights as a Data Subject, please contact our Information Officer at: {ase__company_email}

10. Changes to this Privacy Policy

We reserve the right to amend this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised “Last Updated” date. We encourage you to review this Privacy Policy periodically.