Privacy Notices

📋 Summary — What this notice means in plain language

When you shop with us, use our services, or contact us, we collect some of your personal information. We only collect what we need, we keep it safe, we do not sell it, and you have full rights over it at any time. This notice explains everything in detail.

🏢 Who We Are

Identity Technologies (PTY) LTD is the Responsible Party under POPIA. This means we are responsible for deciding how and why your personal information is processed. Our registered Information Officer is the primary point of contact for all privacy-related matters.

📂 What Personal Information We Collect

We may collect and process the following categories of personal information:

👤 Identity Information — Full name, ID number, date of birth, gender

📞 Contact Details — Phone number, e-mail address, physical address

💳 Financial Information — Payment details, bank account info, purchase history

🌐 Online Activity — IP address, browser type, pages visited, cookies

📝 Communications — Enquiry forms, e-mail correspondence, WhatsApp messages

📹 CCTV Footage — Images recorded in and around our premises for security purposes

🎯 Why We Process Your Information

We only process your personal information for specific, lawful purposes:

Fulfilling your order or service request — Processing your purchase and arranging delivery

Customer communication — Responding to queries, sending order confirmations

Marketing (only with your consent) — Sending newsletters, promotions, or special offers

Legal and regulatory compliance — Tax records, SARS compliance, fraud prevention

Security — CCTV monitoring on premises

Improving our services — Analysing website usage to improve your experience

Employment administration — Payroll, HR management, staff records

⚖️ Legal Basis for Processing

We process your personal information on one or more of the following lawful grounds:

• Your consent — for marketing communications and non-essential cookies

• Performance of a contract — to deliver goods or services you requested

• Legal obligation — where the law requires us to process your information (e.g. tax obligations)

• Legitimate interest — for security monitoring and fraud prevention, where your rights are not overridden

Where we rely on your consent, you may withdraw it at any time without it affecting the lawfulness of processing before withdrawal. Contact our Information Officer to withdraw consent.

🤝 Who We Share Your Information With

We do not sell your personal information to third parties. We may share it only in the following limited circumstances:

• Service providers (operators) — e.g. delivery companies, payment processors, e-mail platforms — who are contractually bound to handle your data in compliance with POPIA

• Legal authorities — where required by law, court order, or to prevent fraud or harm

• With your consent — where you have explicitly agreed to a specific disclosure

🗓️ How Long We Keep Your Information

We retain personal information only for as long as necessary for the purpose it was collected, or as required by law. General retention periods are:

Customer purchase and financial records — 5 years (SARS / VAT Act)

Employee records — 6 years after employment ends

CCTV footage — 30 days (unless required for an incident)

Marketing consent records — Duration of relationship + 1 year

General enquiries and correspondence — 2 years

Once the retention period expires, your personal information will be securely deleted or destroyed so that it cannot be recovered.

🛡️ Your Rights Under POPIA

As a data subject, you have the following rights. We are committed to honouring each of them promptly and without charge.

🔍 Right of Access

Request confirmation of whether we hold your personal information and obtain a copy of it.

✏️ Right to Correct

Request that we correct, update, or complete inaccurate or incomplete information.

🗑️ Right to Delete

Request deletion of your personal information once it is no longer needed for its original purpose.

🚫 Right to Object

Object to the processing of your personal information in certain circumstances, such as for direct marketing.

↩️ Right to Withdraw Consent

Withdraw previously given consent at any time. This will not affect prior lawful processing.

📣 Right to Complain

Lodge a complaint with the Information Regulator of South Africa if you believe your rights have been violated.

How to exercise your rights

1) Submit your request in writing to our Information Officer (e-mail or form).

2) We will acknowledge your request within 3 business days.

3) We will respond fully within 30 days. If we need more time, we will notify you and may extend by a further 30 days.

4) We may ask you to verify your identity before processing your request.

5) Your request will be logged and handled confidentially.

🔒 How We Protect Your Information

We take your security seriously and implement appropriate technical and organisational measures to protect your personal information, including:

• Password-protected and encrypted digital systems

• Restricted access — only authorised staff can access your information

• Secure storage of physical documents (locked cabinets)

• Regular staff training on data protection obligations

• Secure disposal of information after its retention period

In the event of a data breach that is likely to cause harm to you, we will notify you and report to the Information Regulator as required by POPIA.

🍪 Cookies & Online Tracking

Our website uses cookies — small text files stored on your device — to improve your browsing experience and analyse site usage. Essential cookies are required for the website to function; all other cookies require your consent.

You can manage or withdraw your cookie consent at any time through your browser settings.

✉️ Contact Us

If you have any questions about these Privacy Notices or wish to exercise your rights, please contact our Information Officer: