Privacy Policy

1. Introduction

HealthAndSafetyFiles.co.za ("we", "us", "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) of South Africa.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website or use our services.

By using this website, you agree to the practices described in this policy.

2. Information We Collect

We may collect the following personal information when you:

• Complete a contact form
• Request a quotation
• Enquire about safety files or audits
• Communicate with us via email or phone

Personal Information Collected:

• Full Name
• Company Name
• Email Address
• Telephone Number
• Industry Type
• Physical Address (if provided)
• Any additional information you voluntarily provide

We may also collect limited technical information such as:

• IP address
• Browser type
• Pages visited
• Website usage data

3. How We Use Your Information

Your information is used for the following purposes:

• To respond to enquiries and provide quotations
• To deliver our health and safety documentation services
• To communicate regarding your request
• To improve our website and service offerings
• For internal record-keeping
• To comply with legal and regulatory requirements

We do not sell or rent your personal information to third parties.

4. Lawful Basis for Processing

We process personal information based on:

• Your consent (when submitting forms)
• Contractual necessity (to provide services)
• Legal obligation (compliance with South African law)
• Legitimate business interests

5. Sharing of Information

We may share your information only when necessary with:

• Internal staff or consultants assisting with your file preparation
• Professional service providers (e.g., hosting providers, IT support)
• Regulatory authorities if legally required

All third parties are required to maintain confidentiality and protect your information.

6. Data Security

We implement reasonable technical and organisational measures to protect your personal information against:

• Unauthorised access
• Loss
• Misuse
• Alteration
• Disclosure

However, no internet transmission is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain personal information only for as long as:

• Necessary to fulfil the purpose for which it was collected
• Required by law
• Needed for legitimate business purposes

You may request deletion of your information, subject to legal obligations.

8. Your Rights Under POPIA

You have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion of your personal data
• Withdraw consent (where applicable)
• Lodge a complaint with the Information Regulator of South Africa

Information Regulator Website:

https://www.justice.gov.za/inforeg/

9. Cookies

Our website may use cookies to:

• Improve user experience
• Analyse website traffic
• Support advertising and remarketing campaigns

You may disable cookies in your browser settings.

10. Third-Party Links

Our website may contain links to third-party websites.

We are not responsible for the privacy practices of those websites.

11. Contact Information

If you have questions about this Privacy Policy or wish to exercise your rights, please contact:

12. Updates to This Policy

We may update this Privacy Policy from time to time.

The updated version will be published on this page with a revised effective date.