Legal
Privacy Notice
How we collect, use, store and protect personal information, and the rights you have under South Africa’s Protection of Personal Information Act (POPIA).
Last updated: [date]
DraftThis is a POPIA-aware template for legal review. Have your legal adviser check it, and complete every item in [square brackets], before publishing. It must describe what the live system actually does.
What you send us through our forms, including any documents you attach.
To respond to you and, where needed, to obtain quotes from suppliers.
You can ask to see, correct or delete your information at any time.
1. Who we are
[Registered company name] (“OutSourced Suppliers”, “we”, “us”) is the responsible party for personal information collected through this website, as defined in the Protection of Personal Information Act 4 of 2013 (POPIA). Our registration number is [registration number] and our address is [registered address].
Our Information Officer is [name], who can be reached at [Email address].
2. What we collect
Quote request form: your company name, your name and role, email address, phone number, industry, the product or service you need, specifications, quantities, budget, delivery date and location, and any documents you upload.
Contact form: your name, company, email address, phone number and message.
Supplier and partner enquiry form: your company and contact details, website, what you supply, regions served, certifications, a description of your business and any documents you upload.
Website use: [confirm whether any technical data, such as browser type or pages visited, is collected, and how].
3. Why we use it
We use personal information to respond to your enquiries; to prepare quotes and, where needed, approach suppliers for you; to consider supplier and partner enquiries; and to keep the records we need to run the business and meet our legal obligations.
We aim to collect only the information we need for these purposes.
4. Your consent
When you submit a form, we ask you to confirm that you have read this notice. You can withdraw your consent at any time. If you do, we may no longer be able to deal with your request.
5. Who can see your information
Access is limited to authorised members of our team who need it to deal with your request.
[Confirm who these people are and how access is controlled.]
6. Sharing with suppliers and service providers
To obtain quotes, we may share the parts of your request that a supplier needs, such as specifications and quantities. [Confirm whether, and when, your company and contact details are shared.]
We also use service providers, for example for website hosting, email and form handling [list providers]. They may only use information as we instruct, and they must protect it.
7. Storage and security
We take reasonable technical and organisational measures to protect personal information against loss, damage and unauthorised access. [Describe the measures actually in place, for example encryption in transit and at rest, access controls and scanning of uploaded files.]
If your information is compromised, we will tell you and the Information Regulator as POPIA requires.
8. Where information is kept
[Confirm where our servers and providers are located.] If personal information is sent outside South Africa, we will make sure it is protected as POPIA requires.
9. How long we keep it
We keep personal information only for as long as we need it for the purposes above, or as the law requires. [Confirm retention periods, for example for enquiries that do not proceed and for completed orders.]
10. Your rights
You can ask us to confirm whether we hold information about you and to give you a copy. You can ask us to correct or delete information that is inaccurate, out of date or no longer needed. You can object to our processing of your information, and you can withdraw your consent.
To use any of these rights, contact our Information Officer. We may need to confirm your identity first.
11. Complaints
If you are unhappy with how we handle your information, please speak to us first so we can put it right. You also have the right to complain to the Information Regulator (South Africa), whose contact details are published at inforegulator.org.za.
12. Cookies and analytics
[Confirm whether the website uses cookies or analytics, which ones, and for what purpose. If only essential cookies are used, say so here.]
13. Changes to this notice
We may update this notice from time to time. The current version is always on this page, with the date it was last updated.
14. Contact our Information Officer
[Name], [Email address], [Phone number], [registered address].