Privacy Policy (POPIA)

1) Who we are

Responsible Party: SA Source and Supply
Registered details: SA Source and Supply (Pty) Ltd • 2018/502925/07
Address: 54 Bendigo Road, Anerley, KZN
Email: [email protected] • Alternate: [email protected]
Telephone: +27 72 535 3363 / +27 76 710 1523
Information Officer: Ockert Vorster • Email: [email protected]

2) What personal information we collect

Depending on how you interact with us, we may collect:

• Contact details: name, email address, phone number
• Business details: company name, job title, VAT number (if provided), delivery address
• Quote/request details: product specifications, quantities, timelines, and supporting documents you submit
• Communication history: emails, messages, call notes, meeting notes
• Website usage information: IP address, device/browser info, pages visited, referrers (where available)

We do not intentionally collect special personal information (e.g., health, religion) unless you voluntarily include it in communications. Please avoid sharing special personal information unless necessary.

3) Where we collect information from

• Directly from you (forms, email, phone, WhatsApp, in-person, RFQ documents)
• From your organisation (where you are a representative)
• From suppliers/logistics partners where required to fulfil sourcing/delivery requirements
• Automatically via cookies/analytics (where enabled)

4) Why we process your personal information

• To respond to enquiries and prepare quotes
• To source products, coordinate logistics and manage delivery requirements
• To communicate with you regarding requests, availability and lead times
• For internal administration, record keeping, reporting and service improvement
• To comply with legal obligations (tax, customs, audit, regulatory requirements)
• To protect our rights, prevent fraud and maintain security

5) Legal basis for processing

• Contract / steps before contract: processing needed to provide quotes and fulfil sourcing/logistics requests
• Legal obligations: compliance with applicable laws (e.g., tax/customs record keeping)
• Legitimate interests: operating and improving our business, ensuring security and preventing fraud
• Consent: where required (e.g., optional marketing communications or non-essential cookies)

6) Cookies and tracking

We may use cookies to improve your experience and understand website usage. Some cookies are necessary for the site to function. Others (analytics/marketing) are optional and may be disabled via your browser or our cookie banner (if enabled).

You can delete or block cookies in your browser settings. Note that blocking some cookies may affect functionality.

7) Sharing your information

We may share personal information with:

• Suppliers and manufacturers (to source items and confirm specifications/availability)
• Logistics and freight partners (to arrange delivery/collection and provide delivery updates)
• Professional advisors (accountants, auditors, legal) where necessary
• IT and hosting providers (site operation, security, backups)
• Regulatory bodies where required by law

We do not sell personal information.

8) International transfers

Where we source goods internationally or use service providers outside South Africa, personal information may be processed in other countries. We take reasonable steps to ensure appropriate safeguards are in place consistent with POPIA.

9) Security measures

We apply reasonable technical and organisational measures to protect information, including access controls, password policies, secure hosting, and limited access to authorised personnel. No system is 100% secure, but we work to reduce risk.

10) Retention

We retain personal information only as long as necessary for the purposes described above, unless a longer period is required by law (e.g., tax/customs record retention). When no longer required, we securely delete or de-identify it.

11) Your rights

Subject to POPIA, you may:

• Request access to your personal information
• Request correction or deletion (where lawful)
• Object to processing in certain circumstances
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator

Requests can be sent to: [email protected]

12) Contact and complaints

If you have questions, contact our Information Officer at [email protected]. You may also lodge a complaint with the South African Information Regulator (details available on the Regulator’s official website).