POPIA Notice.

Digitize Solutions is the responsible party in relation to personal information for which we determine the purpose and means of processing.

This includes personal information collected through our website, consultation requests, direct communications and our business relationship with prospective and existing clients.

Depending on how you interact with us, we may process personal information such as:

• your name and contact details;
• company or business information;
• email address and telephone number;
• service interests and project requirements;
• information about existing business processes or systems;
• project goals and budget range;
• communications between you and Digitize Solutions; and
• limited technical or website usage information where analytics, security or similar technologies are used.

The exact information processed depends on the nature of your interaction with us.

We generally collect personal information directly from you when you submit a website form, contact us by email or WhatsApp, request a consultation, engage us for services or otherwise communicate with Digitize Solutions.

In appropriate circumstances, information may also be generated through your use of our website or received from another lawful source where permitted by POPIA.

We may process personal information for purposes including:

• responding to enquiries and consultation requests;
• understanding and assessing project requirements;
• preparing proposals, quotations and project communications;
• entering into and performing client agreements;
• providing, managing and supporting our services;
• maintaining appropriate business and administrative records;
• operating, securing and improving our website and systems;
• communicating with prospective and existing clients; and
• complying with applicable legal or regulatory obligations.

We process personal information where permitted under POPIA. The applicable justification depends on the circumstances and may include consent, processing necessary for the conclusion or performance of a contract, compliance with an obligation imposed by law, protection of a legitimate interest of the data subject, or pursuit of a legitimate interest of Digitize Solutions or a third party to whom information is supplied.

Consent is therefore not the only basis on which personal information may lawfully be processed.

Providing information to Digitize Solutions is generally voluntary when you make an enquiry or request a consultation. However, certain information may be necessary for us to respond meaningfully, assess a project, prepare a proposal, enter into an agreement or provide a requested service.

If information that is reasonably required for a particular purpose is not provided, we may be unable to respond fully, evaluate the request or provide the relevant service.

Personal information may be made available to employees, contractors or service providers where access is reasonably necessary for the relevant purpose and subject to appropriate confidentiality, security or contractual arrangements where applicable.

We may use providers for website hosting, cloud infrastructure, databases, email delivery, communications, security, analytics and other technology used to operate our website and business.

We do not sell personal information.

Where another person or service provider processes personal information on our behalf as an operator, we aim to use appropriate arrangements requiring the operator to maintain reasonable security measures and confidentiality in accordance with applicable requirements.

Digitize Solutions takes reasonable technical and organisational measures designed to protect personal information against loss, damage, unauthorised destruction, unlawful access, alteration or disclosure.

No electronic system can be guaranteed to be completely secure, but we take reasonable steps appropriate to the nature of the information and processing involved.

Some technology providers used by Digitize Solutions may process or store information outside South Africa.

Where personal information is transferred to a third party in a foreign country, we aim to ensure that the transfer is handled in accordance with the requirements of POPIA, including the applicable requirements governing trans-border information flows.

Personal information is not retained for longer than is reasonably necessary to achieve the purpose for which it was collected or subsequently processed, unless longer retention is required or authorised by law, reasonably required for lawful purposes related to our functions or activities, required by contract, or otherwise permitted under POPIA.

When we are no longer authorised to retain personal information, we aim to securely delete, destroy or de-identify it as appropriate.

Subject to POPIA and applicable limitations, you may have the right to:

• ask whether Digitize Solutions holds personal information about you;
• request access to personal information held about you;
• request correction or deletion of information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained;
• request destruction or deletion of records where we are no longer authorised to retain them;
• object to processing in circumstances permitted by POPIA;
• object to direct marketing by unsolicited electronic communications;
• withdraw consent where consent is the basis for processing, subject to applicable legal consequences; and
• lodge a complaint with the Information Regulator regarding alleged interference with the protection of your personal information.

If you wish to exercise a right concerning your personal information, you can contact Digitize Solutions using the details below.

POPIA and its regulations prescribe forms for certain requests, including objections to processing and requests for correction or deletion. We may request sufficient information to verify your identity and properly process your request.

If you believe that your personal information has been processed in a manner that does not comply with POPIA, please contact Digitize Solutions so that the matter can be reviewed.

You also have the right to submit a complaint to the Information Regulator of South Africa in accordance with the processes made available by the Regulator.

For POPIA, privacy, access, correction, deletion or objection requests, contact Digitize Solutions at contact@digitizesolutions.co.za.

Additional information about how we handle personal information is available in our Privacy Policy.