PRIVACY NOTICE IN TERMS OF POPIA ACT 4/2013

CONTENTS

1. CUSTOMER PRIVACY NOTICE AND POLICY

1.1 Freedom of Choice

2. DATA COLLECTED

3. DATA USAGE

3.1 Downloading of Documents

4. CONSENT

5. MARKETING

6. USE OF COOKIES

7. RETENTION

8. REQUESTS AND ACCESS

 

1. CUSTOMER PRIVACY NOTICE AND POLICY

The purpose of our privacy notice and policy is to inform you about our use of the data
and/or personal information we collect from you when you submit your data to us and to
provide all our current customers and potential future customers, with a general
understanding as follows;

As the Data Controller responsible for your information, we are complying with the
provisions of the POPIA and informing you as to what we use your data for, your rights
to the data you give to us and to tell you who we are.
We are a firm of attorneys that offer specialist services including Conveyancing,
Commercial Contracts, Administrators of Deceased Estates and General Litigation.
Our address and contact details are.

Information Officer:
Ms Charlene Botha (B.PROC)

Postal Address:
PO BOX 500, Bedfordview 2008

Physical Address:
Eastgate Lane Business Park, Building C Ground Floor, Iris Road, Bedfordview.

Telephone Number:
+27 11 455 6885

Email address:
kontos@kontosassociates.co.za

This notice serves to inform you as to the circumstances under which we collect and process
your personal data including:

• The type of data we collect
• The reasons for collecting the data
• How we handle your personal data.

 

1.1 Freedom of Choice
Your personal data belongs to you, the owner of your personal data. The processing of your personal data forms an important part of the provision of our products and services to you, our customer. We strive not to make any assumptions regarding your personal privacy and you can choose whether you wish to share your data with us or not. Kontos & Associates only processes personal customer information that is adequate, relevant and not excessive in relation to the purpose for which the data is collected. The necessary processing in the pursuit of our legitimate interest will not outweigh the need to protect your privacy, however we may process certain personal data without obtaining your express consent. For more information on this please see our “Consent” section of this notice. Your personal data will remain anonymous for a function or service for non-personal data (e.g. For statistical purposes), it will only be treated as personal data for as long as it remains combined.

 

2. DATA COLLECTED
We collect the following data:
Your Name (contact person)
Physical Address
Country
e-mail address
Name of your organisation
Position in your organisation
Postal Address
Telephone number

 

3. DATA USAGE
The information collected is utilised by our firm to respond to your enquiries that might be made from our website or to respond to queries made by you as a customer – for example a legal query. We require your data to send you information regarding our services as part of our legitimate interest in responding to your enquiry.

We will not share your data with any other third parties or use your data for any purpose other
than described above. The information that you provide will not be used to make any automated decisions on your behalf. It is our policy to comply with all applicable laws, rules and regulations governing privacy and data protection in every country that we operate, ensuring legal compliance for the processing of your personal data.

 

3.1 Downloading of Documents
Your name, organisation, and email address are used when directing you to a link for any documents that you wish to download. Your name and email address are not shared with a third-party mailing system. Any third-party service provider company used by us is bound contractually to safeguard and protect your personal information as per the provisions of the POPI Act. Your personal data is electronically stored unless you withdraw your consent for our continued usage of your data and are instructed by you at any time to delete and erase your data or alter your data as per your request.

 

4. CONSENT
Where reasonably practicable, or as required by law, we will obtain your consent prior to collecting or using your data. Our request for consent will be clear and provide you with a reasonable basis and sufficient information to make a decision. Your consent can be revoked and withdrawn at any time.

 

5. MARKETING
We will not sell, trade, or share your personal information with any third parties for marketing purposes unless we have your express consent to do so.

 

6. USE OF COOKIES
We use cookies to assist us in the collection of useful information about visitors to our website. These cookies assist in the functioning of our website and assist you to access information that you may require from time to time. We do not ask for your consent for certain cookies to be
placed onto your IT system/ computer.

 

7. RETENTION
Kontos & Associates will retain your data for as long as it is necessary to fulfil the purposes for which it has been collected and outlined in this policy notice or for the purposes of which you have otherwise been informed and in compliance with Section 14 of the POPIA ACT No 4 of
2013.

 

8. REQUESTS AND ACCESS
All requests for data deletion, alteration and information concerning personal information that Kontos & Associates may hold about you, may be made in writing to our Information Officer (Data Protection Officer) at the address below. You will receive a response within 30 days advising you of the progress and whether there are any lawful charges applicable with regard to your request. We restrict and limit access to your personal data to our employees and suppliers, who need to use the information in order to process our instructions and who are contractually bound and
required to keep the integrity of your personal data secure and confidential.

How to make a formal request.
Address your request in writing or electronically to:
The Information Officer (Data Protection Officer)
The requester must complete Form B and submit this form together with the appliccable request fee (if any has been specified) to; the head of the private body Kontos & Associates at their physical address, or PO. Box number or email address.

The form must:

• Provide sufficient particulars to enable the head of the private body to identify the
  record/s requested and to identify the requester.
• Indicate which form of access is required.
• Specify a postal address or fax number or email address of the requester in the Republic
  of South Africa.
• Identify the right that the requester is seeking to exercise or protect.
• Provide an explanation as to the reason why the requested record is required for the
  exercise or protection of that right.

In addition to a written reply, if the requester wishes to be informed of the decision on the request in any other manner, the requester is to state that manner or format and the necessary particulars to be informed of in that specific manner. If the request is made on behalf of another person, the requester is to submit proof of the capacity in which the requester is making the request, to the reasonable satisfaction of the head of the private body, as described above.

To obtain the necessary Form B for completion and submission, kindly contact:
The Information Officer
Ms. Charlene Botha
kontos@kontosattorneys.co.za