Anvil Property Smith (Pty) Ltd Privacy Notice

Guide to contents:

 

    1. Introduction
    2. What is personal information
    3. Where and when do we collect personal information
    4. When will we process your personal information
    5. When will we process your special personal information
    6. What information do we collect, and how do we use your information
    7. How we share your information
    8. Your rights and obligations
    9. Changes to our policy
    10. Other important information
    11. Contact Information
    12. Document control
    13. Change History

 

 

1.     Introduction:

 

 

In this document, references to: “Anvil Property Smith (Pty) Ltd ", "we", "us", or "the Group" are to Anvil Property Smith (Pty) Ltd and its subsidiary companies.

 

 

Anvil Property Smith (Pty) Ltd recognises its accountability regarding the Protection of Personal Information Act (from now on referred to as POPIA), other privacy protection legislation, and its regulations to all its employees. Anvil Property Smith (Pty) Ltd must collect personal information from its employees to conduct business.

 

 

To maintain a trusting relationship with our Stakeholders, we are committed to complying with both the spirit and the letter of POPIA and other privacy protection legislation and to always act with due skill, care, and diligence when dealing with personal information. 

 

2.     What is personal information:

 

 

Personal Information, according to POPIA, means information relating to an identifiable, living, natural person and, where it is applicable, an identifiable, existing juristic person, including, but not limited to –

 

  1. Information relating to race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language, and birth of the person;
  2. Information relating to the education or the medical, financial, criminal, or employment history of the person;
  3. Any identifying number, symbol, e-mail address, telephone number, location information, online identifier, or other particular assignment to the person;
  4. The biometric information of the person;
  5. The personal opinions, views, or preferences of the person;
  6. Correspondence sent by the person that would reveal the contents of the original correspondence;
  7. The views or opinions of another individual about the person and
  8. 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.

 

3.     Where and when do we collect personal information:

 

 

Information you provide to us:

    • Clients
      • Directly from you;
      • Online quote request forms
      • Purchase orders
      • Contracts
    • Suppliers
      • Invoices
      • Contacts

 

4.     When will we process your personal information:

 

 

We will only process your personal information for lawful purposes relating to our business if the following circumstances apply:

    • You have consented to it;
    • a person legally authorised by you or a court has consented to it;
    • It is necessary to conclude or perform under a contract we have with you;
    • The law requires or permits it;
    • It is required to protect or pursue your, our, or a third party’s legitimate interest and/or
    • You are a child, and a competent person (such as a parent or guardian) has consented.

 

5.     When will we process your special personal information:

 

 

Particular personal information refers to the following categories of information:

    • Religious and philosophical beliefs;
    • Race;
    • Ethnic origin;
    • Trade union membership;
    • Political beliefs;
    • Health, including physical or mental health, disability, and medical history;
    • Biometric information;
    • Criminal behaviour where it relates to the alleged commission of any offence or the proceedings relating to that offence.

 

We will process particular personal information in the following instances:

    • You have consented to the processing (in circumstances where we are legally obliged to obtain your consent), or
    • It is necessary to exercise or defend a right or obligation in law; or
    • It is required to comply with an international legal obligation of public interest or
    • It is for sure historical, research, or statistical purposes that would not adversely affect your privacy or
    • You have deliberately made your personal information public.

 

6.     What information do we collect, and how do we use your information:

 

Kindly note that the following list is not comprehensive.  It sets out the primary purposes and data elements collected by Anvil Property Smith (Pty) Ltd:

 

Clients

Purpose:
  • Data elements:
  • Invoicing
  • Debit Orders
  • Service Delivery
  • To contact you;
  • Audit & Record keeping;
  • BEE compliance.

 

 

 
  • Business Registration Number
  • VAT number
  • Business Name, t/a name
  • Banking details
  • Title
  • Name
  • Surname
  • ID
  • Contact details
  • Email addresses
  • Business Sector

 

 

Service Providers / Suppliers

Purpose:

Data elements:
  • Purchase Orders
  • To contact you;
  • Audit & Record keeping;
  • BEE compliance.
  • Name:
  • Bank Details:
  • Contact Numbers:
  • Address:

 

 

7.     How we share your information:

 

We may disclose your personal information to our service providers involved in delivering products or services to you. We have agreements to ensure that they comply with the privacy requirements as required by the Protection of Personal Information Act.

 

We may also disclose your information:

Where we have a duty or a right to disclose in terms of law or industry codes;

Where we believe it is necessary to protect our rights.

 

 

Legal Disclosures:

We may need to share your information when we believe it is required by law or legal process or to help protect the rights and safety of you, us, or others. We attempt to notify members about legal demands for their data when appropriate in our judgment unless prohibited by law or court order or when the request is an emergency. We may dispute such demands when we believe, at our discretion, that the requests are overbroad, vague, or lack proper authority, but we do not promise to challenge every demand.

 

8.     Your rights and obligations:

 

Data Retention:

We keep most of your personal information while we still have a purpose; we need to provide you with services where we are legally obligated to do so.

 

We will also keep your information where you have agreed for us to do so or have given your consent that we are allowed.

 

We keep some of your information even after you are no longer in our employment if it is reasonably necessary to comply with our legal obligations, meet regulatory requirements, resolve disputes, maintain security, prevent fraud and abuse, enforce our other user agreements, or fulfil your request to object to our processing of your information.

 

You have rights in connection with your personal information. You have many choices about how your information is collected, used, and shared.

 

In certain circumstances, by law, you have the right to:

Request access to your information: You can ask us what information we have about you and ask for a copy of this information. This should be done on request to  ilsem@anvilproperty.co.za. There are some exemptions, which means you may not always receive all the information we process. When we can give you a copy, it might be done at a certain fee, which will also be communicated to you at the time of your query.

 

Change or correct information: You have the right to ask us to rectify information you think is inaccurate. You also have the right to request us to complete information you feel is incomplete.

 

Delete information: You can ask us to delete or remove personal information under certain circumstances.

 

Object to processing: You can do this where we rely on your legitimate interest, public interest, or our legitimate interest (or those of a third party). There is something about your particular situation that makes you want to object to processing on this ground. You also have the right to object to where we are processing your data for direct marketing purposes or where you have consented to the specific processing and want to retract your consent. Retracting your consent does not invalidate the information we lawfully processed while we had your consent to do so.

 

Request the restriction of processing: You can ask us to suspend the processing of personal data about you, for example, if you want us to establish its accuracy or the reason for processing it.

 

9.     Changes to our privacy notice:

 

Changes to the privacy notice apply to your use of our services. We may modify this privacy notice from time to time, as required by changes in legislation. When material changes are made, we will provide notice through our services or by other means to provide you the opportunity to review the changes before they become effective.

 

 

You acknowledge that your continued use of our services after we publish our changes to this privacy notice means that the collection, use, and sharing of your personal information is subject to the updated privacy notice.

 

10.     Other important information:

 

Security:

We have implemented appropriate security measures to prevent your data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal information on a business need-to-know basis and are subject to a duty of confidentiality.

 

Transborder information transfers:

We do not share our clients, suppliers, service providers, or other third-party information across borders.

However, should it become necessary to transfer personal information to another country for any lawful purposes, we will ensure that anyone to whom it passes personal information is subject to a law, binding corporate rules or binding agreement which provides an adequate level of protection and the third party agrees to treat that personal information with the same level of protection as we are obliged under POPIA.

 

11.     Contact Information:

 

Should you have a query, please send an email to: ilsem@anvilproperty.co.za

Our Information Officer:

Ilse Marvin

Email: ilsem@anvilproperty.co.za

The Information Regulator:

You can complain to the South African Information Regulator. See the Information Regulator contact details below.

JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

P.O Box 31533, Braamfontein, Johannesburg, 2017

 

Complaints email: PAIAcomplaints@inforegulator.org.za

General inquiries email: enquiries@inforegulator.org.za