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Protection of Personal Information Act (POPIA) Privacy Policy

Expert Tents Manufacturers (Pty) Ltd ("the Company," "we," "us," or "our") is committed to protecting the privacy and personal information of our clients, suppliers, and website visitors. This policy outlines how we collect, use, process, store, and safeguard your personal information in strict compliance with the Protection of Personal Information Act (POPIA), No. 4 of 2013

1. Information We Collect

We only collect personal information that is absolutely necessary for us to conduct business, manufacture your orders, and provide our services. This information may include:

  • Individual Clients: Full name, South African Identity Number, contact numbers, email addresses, physical delivery addresses, and billing details.

  • Corporate Clients & Suppliers: Registered business name, CIPC registration number, VAT number, physical address, and contact details of designated company representatives.

  • Financial Information: Bank account details (processed strictly for verification, refunds, or processing transactions).

2. Purpose of Processing Personal Information

In terms of Section 10 of POPIA, we will only process your personal information for specific, explicitly defined, and lawful purposes relating to our manufacturing and business operations. This includes:

  • Generating professional quotes, processing orders, and manufacturing custom tents to your specifications.

  • Arranging logistics, freight, and delivery of tents to your specified physical address.

  • Processing payments, invoicing, and managing financial accounting records.

  • Responding to customer service inquiries, warranty claims, or product support requests.

  • Complying with legal, tax (SARS), and regulatory obligations in South Africa.

3. Consent and Direct Marketing

  • By providing us with your personal details on a quotation request, order form, or via our website, you consent to us processing that information for the intended business transaction.

  • We will never sell, rent, or lease your personal information to third parties.

  • We will only send you promotional material or marketing newsletters if you have explicitly opted-in to receive them. You retain the right to opt-out of marketing communications at any time.

4. Third-Party Operators (Data Sharing)

To fulfill our manufacturing contracts, we may occasionally need to share necessary personal information with trusted third-party service providers (known as "Operators" under POPIA). These include:

  • Registered courier and heavy-freight logistics companies (to deliver your tents).

  • Secure payment gateways and banking platforms.

  • Auditors, legal advisors, and IT cloud storage providers.

All third-party operators are contractually bound to maintain the strict confidentiality and security of your data, and they are prohibited from using your personal information for any other purpose.

5. Securing Your Personal Information

Section 19 of POPIA requires us to secure the integrity and confidentiality of personal information. Expert Tents Manufacturers employs strict technical and organizational safety measures, including:

  • Secured electronic servers protected by enterprise-grade firewalls and encryption.

  • Restricted employee access, ensuring only staff members directly involved in processing your order or accounts have access to your details.

  • Safe, locked destruction of physical documents containing personal data once they are no longer legally required.

6. Data Retention Period

We will only retain your personal information for as long as is necessary to fulfill the business purpose for which it was collected, or to comply with South African statutory retention periods (e.g., keeping financial and tax records for 5 years as required by SARS).

7. Your Data Rights Under POPIA

As a data subject, you have the right to manage your personal information. You may contact our Information Officer at any time to:

  • Request confirmation of whether we hold your personal information.

  • Request access to the specific details we hold about you.

  • Request that your personal information be corrected, updated, or deleted (where we are not legally required to keep it).

  • Object to the processing of your personal information for direct marketing.

8. Contact Details of our Information Officer

 f you have any questions regarding this Privacy Policy, wish to exercise your rights, or believe your data has not been handled correctly, please contact our designated Information Officer:

  • Physical Address: [11 Flute St, Retreat, Cape Town,South Africa,7945]

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