Popia - Villa Le Roc

POPIA Privacy Policy

1. Introduction

[COMPANY NAME] (“we”, “us”, “our”) is committed to protecting your privacy and personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).

This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you visit or use [WEBSITE URL] (the “Website”), and describes your rights regarding that information.

By using this Website, you consent to the collection and use of your personal information as described in this Policy, to the extent such consent is required by law.

2. Information Officer

In terms of POPIA, we have appointed an Information Officer responsible for compliance with this Act.

Information Officer: [NAME]
Email: [EMAIL ADDRESS]
Telephone: [PHONE NUMBER]
Physical Address: [PHYSICAL/POSTAL ADDRESS]

3. Personal Information We Collect

Depending on how you interact with our Website, we may collect the following categories of personal information:

Identity information: name, surname, ID number, date of birth
Contact information: email address, phone number, physical/postal address
Account information: username, password, account preferences
Payment information: billing details, payment card information (processed via a secure third-party payment gateway)
Technical information: IP address, browser type, device information, operating system
Usage information: pages visited, time spent on the Website, referring website, click behaviour
Communications: correspondence, enquiries, support requests, feedback and survey responses
Cookies and tracking data: see Section 9 below

We only collect personal information that is adequate, relevant, and limited to what is necessary for the purposes described in this Policy.

4. How We Collect Your Information

We collect personal information:

Directly from you, when you register, place an order, subscribe to a newsletter, complete a form, or contact us
Automatically, through cookies, analytics tools, and similar technologies when you use the Website
From third parties, such as payment processors, analytics providers, or social media platforms, where you interact with us via those channels

5. Purpose of Processing

We process your personal information for the following purposes:

To provide, operate, and maintain the Website and our products or services
To process orders, payments, and deliveries
To create and manage your account
To communicate with you, including responding to enquiries and support requests
To send marketing communications (where you have consented, or as otherwise permitted by law)
To personalise your experience on the Website
To conduct analytics and improve our Website and services
To comply with legal and regulatory obligations
To detect, prevent, and address fraud, security, or technical issues

6. Lawful Basis for Processing

We process your personal information only where one or more of the following applies:

You have given your consent
Processing is necessary to perform a contract with you
Processing is necessary to comply with a legal obligation
Processing is necessary to protect a legitimate interest of yours
Processing is necessary to pursue our legitimate interests, or those of a third party, provided your rights are not overridden

7. Sharing of Personal Information

We do not sell your personal information. We may share your personal information with:

Service providers who perform functions on our behalf (e.g. hosting, payment processing, email delivery, analytics), under contractual obligations of confidentiality and security
Professional advisors, such as auditors, lawyers, or insurers, where necessary
Regulatory authorities or law enforcement, where required by law or to protect our rights
Business transfers, in the event of a merger, acquisition, or sale of assets, subject to confidentiality arrangements

All third parties are required to process your personal information only for the specified purposes and in accordance with POPIA.

8. Cross-Border Transfers

If we transfer your personal information outside South Africa (for example, to a cloud service provider based abroad), we will ensure that the recipient is subject to a law, binding corporate rules, or agreement that provides an adequate level of protection substantially similar to POPIA, or that you have consented to the transfer.

9. Cookies and Similar Technologies

Our Website uses cookies and similar tracking technologies to improve functionality and analyse usage. You can control cookies through your browser settings. Disabling cookies may affect the functionality of the Website.

Types of cookies we may use:

Essential cookies — required for the Website to function
Performance/analytics cookies — help us understand how visitors use the Website
Functionality cookies — remember your preferences
Marketing cookies — used to deliver relevant advertising (where applicable)

10. Data Security

We implement appropriate technical and organisational measures to protect your personal information against loss, unauthorised access, alteration, or disclosure, including:

Encryption of sensitive data in transit
Access controls and authentication measures
Regular security assessments
Staff training on data protection

While we take reasonable steps to secure your information, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

11. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law (e.g. tax, accounting, or regulatory requirements). Once no longer needed, information is securely deleted or anonymised.

12. Your Rights

In accordance with POPIA, you have the right to:

Be notified that your personal information is being collected
Access the personal information we hold about you
Request correction or deletion of inaccurate, irrelevant, excessive, out of date, incomplete, or unlawfully obtained personal information
Object to the processing of your personal information, including for direct marketing purposes
Withdraw consent, where processing is based on consent
Lodge a complaint with the Information Regulator

To exercise any of these rights, please contact our Information Officer using the details in Section 2.

13. Direct Marketing

We will only send you direct marketing communications (such as newsletters or promotions) if you have consented, or where permitted under Section 69 of POPIA (e.g. if you are an existing customer and the marketing relates to similar products or services). You may opt out at any time by using the unsubscribe link in our communications or contacting us directly.

14. Children's Information

Our Website is not directed at children under the age of 18, and we do not knowingly collect personal information from children without the consent of a competent person (such as a parent or guardian), as required by POPIA.

15. Links to Third-Party Websites

Our Website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to review the privacy policies of any third-party sites you visit.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated version will be posted on this page with a revised “Last updated” date. We encourage you to review this Policy periodically.

17. Complaints

If you believe we have processed your personal information unlawfully, you have the right to lodge a complaint with the Information Regulator of South Africa:

The Information Regulator (South Africa)

Email: complaints.IR@justice.gov.za / inforeg@justice.gov.za

Website: www.justice.gov.za/inforeg

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

18. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

Company: [COMPANY NAME]
Email: [EMAIL ADDRESS]
Phone: [PHONE NUMBER]
Address: [PHYSICAL ADDRESS]