This is a notice for anyone who has dealings with Symphonise Digital (Pty) Ltd or any of our brands, including Symphonise Consulting and Symphonise Education. This includes visitors to our website, our customers and potential customers, suppliers and business partners, and includes juristic persons (this is because the South African privacy legislation, POPIA, protects both natural, living persons and juristic persons.)

Date last amended: 25 September 2024

Please do not use our website or online products and services if you do not agree with this privacy policy.

1. Information we collect:

1.1. Account: Name, address and contact details

• your account information is required in order to buy from our shop, without which we cannot process your order
• we use your account information for billing & collection, shipping, accounting, tax, shop administration and communication purposes
• we may use this information to enforce our legal rights
• it is stored at our hosting provider who is located in the UK (which has substantially similar privacy legislation to South Africa)
• it may be shared with professional service providers like accountants and legal practitioners
• it is shared with our shipping provider if you order a physical product
• we retain this information for as long as you use our products or services and for at least one year after your last order as required by the Electronic Communications and Transactions Act 25 of 2005
• Order details are kept for 5 years after tax submission as required by the Tax Administration Act 28 of 2011

1.1. Business listing: Name, address and contact details (discontinued – all listings have been deleted)

1.2. Financial information

• We do not have access to your financial information,
• it is collected by our payment gateway for billing purposes.

1.3. Website usage information

• we may record how and when you use our website, products and services; your IP address; and cookie data
• throughout our website
• it is collected automatically
• to limit the number of submissions you can make to our site,
• to protect our site from security threats, and
• to help us to improve user experience
• it may be stored in Cookies on your computer (you may disable cookies in your browser but aspects of our website, products or services may stop working)
• and it is stored at our hosting provider who is located in the UK (which has substantially similar privacy legislation to South Africa)
• we retain this information indefinitely
• Our website uses Google Analytics which is is a web analysis service provided by Google.
• Google automatically collects Cookie and website Usage Data and uses it to track and examine the use of www.popi-compliance.co.za, to prepare reports and share them with other Google services.
• Google does not associate your IP address with the usage information it collects.
• Google may use the data collected to contextualize and personalize the ads of its own advertising network.
• Google is based in the US and uses EU Standard Contractual Clausesto transfer online advertising and measurement personal data out of the European Economic Area, the UK, and Switzerland.
• Google’s privacy policy is here
• You may want to install a browser add-on to opt out of Google analytics, follow these directions.

1.4. Products & services: Information about your business

• if you choose to use our software products, training or consulting services, we may process your business’ contact, registration, demographic details, details of your processes, procedures, suppliers, staff and compliance, and meeting recordings
• in our software products and services
• in order to provide you with our services,
• and to provide you with support
• If you choose not to supply  information it will limit the services we can provide
• Your information is stored on hosting servers in the UK (which has substantially similar privacy legislation to South Africa)
• We do not share this information without prior written consent
• We retain this information until you remove your software / service account.

2. Direct Marketing

2.1. Unsolicited electronic messaging to our customers and people who have requested information via our website

• We may send you emails from time-to-time to “upsell” you on our own products and services that we feel will be of value to you.
• We endeavour to keep these communications to a minimum
• You can request that we stop sending you emails like this at any time, instructions are provided in the footer of the emails.

2.2. “Cross-selling” and referral to products and services of partner organisations

• We will never share your details with a third party organisation for the purpose of marketing or promotion of products and services without your consent.
• In the event that we feel our partner products and services might be of interest to you, we will provide you with the opportunity to interact with the partner organisation, sometimes using our affiliate links.
• We will disclose the nature of our relationship, and any continued involvement should you choose to engage with the partner organisation.

3. Information security

• We employ a variety of security measures to safeguard your personal information including encryption of our laptops, multi-factor authentication and encryption (salting, hashing and SSL)
• We aim to minimise the data we collect as much as possible and we get rid of data we no longer need as soon as possible.

4. Right to access and rectify your information

• You may access and update your e-commerce billing and contact details by logging in to your account page
• You may remove your contact details from our newsletter mailing list by unsubscribing using the link provided in our newsletter or email ewart@clearwood.co.za .
• You may access and update your business information by logging in to the product or service you purchased from us.

5. Right to object

• You have the right to object to our processing of your personal information in terms of the Protection of Personal Information Act s11(3)
• You may object by sending a email to etienne@symphonise.consulting. Please describe the processing and tell us what your objection is.

6. Right to complain

• You have the right to lodge a compliant with the South African Information Regulator.
• Please follow the instructions on their Complaints page: https://inforegulator.org.za/complaints/ 

7. Changes

• From time to time it may become necessary to make changes to this privacy policy. It is your responsibility to periodically check our website for any changes.

8. Intended usage

• Our website, products, and services are intended for adult citizens and businesses worldwide.

9. Legal Capacity

• You acknowledge that you have the legal capacity to use our website, products and services.

10. Who we are

• Symphonise Digital (Pty) Ltd
  11 West Street
  Linden Extension
  Randburg
  Gauteng
  South Africa
  2195
• Registration number: 2024/132244/07
  Directors: EJ Shardlow
• etienne@symphonise.consulting