POPIA notice

1. Who we are

• Responsible party: Softnamic (Pty) Ltd, registration number [company registration number].
• Address: 1st Floor, Pharos House, 70 Buckingham Terrace, Westville, 3629, Durban
• Email: contact@softnamic.co.za · Phone: 012 345 6789
• Information Officer: [name of Information Officer], who can be reached at contact@softnamic.co.za.

2. Personal information we collect

• When you contact us by email or phone: your name, email address, phone number, company name and anything you choose to tell us about your project.
• When you ask to be notified about something new (the "Notify me" form): your email address.
• When you become a client: the contact details of the people we work with, billing details, and any personal information contained in the websites, content or systems we build, host or maintain for you.
• When you visit the website: technical information our hosting provider records automatically, such as your IP address, browser type, the pages requested and the date and time of each request.

The website does not currently use analytics or advertising cookies. [Update this section before adding analytics or any other tracking.]

We do not ask for special personal information (such as health information or religious beliefs), and the website is not intended for children. Please don't send us this kind of information.

3. How we use it

• To reply to enquiries and prepare proposals and quotes.
• To send you the updates you asked for, such as a product launch notification.
• To provide, support and maintain our services under our agreements with clients, and to invoice for them.
• To keep the website and our systems secure and working properly.
• To meet our legal obligations, for example tax and accounting records.

We only use personal information for the purpose it was collected for, or for a purpose compatible with it.

4. Our legal grounds

Under section 11 of POPIA we process personal information because you have consented to it, because it is needed to conclude or perform a contract with you, because the law requires it, or because it protects a legitimate interest of yours or ours (such as keeping our systems secure). Where we rely on consent, you can withdraw it at any time.

5. Direct marketing

We only send electronic marketing if you have opted in to receive it, or if you are an existing client and it is about services similar to those you use. Every message gives you a simple way to opt out, and you can also opt out at any time by emailing contact@softnamic.co.za.

6. Who we share it with

• Service providers who process information on our behalf, such as our website hosting, email and mailing-list providers: [list providers, e.g. hosting provider, email provider, mailing-list provider]. They may only use it on our instructions and must keep it secure and confidential.
• Our professional advisers, such as accountants and lawyers, where needed.
• Authorities, where the law requires us to.

We do not sell personal information.

7. Information sent outside South Africa

Some of our service providers store information on servers outside South Africa [confirm which providers and where, e.g. the EU or the United States]. We only allow this where the recipient is bound by law, binding corporate rules or an agreement that gives the information a level of protection similar to POPIA, or where section 72 of POPIA otherwise permits it.

8. How long we keep it

We keep personal information only for as long as we need it for the purpose it was collected for, or for as long as the law requires (for example, tax records). Enquiries that don't lead to work are deleted after [retention period, e.g. 12 months]. Client records are kept for the duration of our relationship and afterwards for as long as the law requires. After that, information is deleted, destroyed or de-identified.

9. How we protect it

We use reasonable technical and organisational measures to protect personal information, including encrypted connections, access controls and keeping our software up to date. If we believe personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and the people affected as soon as reasonably possible, as POPIA requires.

10. Your rights

You have the right to:

• ask whether we hold personal information about you, and ask for a copy of it;
• ask us to correct or delete personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or obtained unlawfully;
• object to our processing of your personal information on the grounds of legitimate interest, and object to direct marketing at any time;
• withdraw your consent where we rely on it;
• complain to the Information Regulator.

To use any of these rights, email contact@softnamic.co.za. We may need to confirm your identity first. Requests for access are handled under the Promotion of Access to Information Act 2 of 2000 (PAIA); our PAIA manual is [available on request / link to PAIA manual].

11. The Information Regulator

If you are unhappy with how we have handled your personal information, please contact us first so that we can try to put it right. You may also lodge a complaint with the Information Regulator (South Africa) at www.inforegulator.org.za [confirm the Regulator's current complaints contact details].

12. Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last changed.