Privacy Statement and Cookies Policy

We are committed to protecting your privacy and personal information and will never abuse your trust.

This Privacy Statement and Cookies Policy explains:
• What information is collected.
• How information is stored.
• How information is used.
• What rights you have.
• How to exercise your rights.

It covers cookies, email addresses and the use of statistical software. It also provides links to the Privacy Policies of organisations providing webware used by this website.

Cookies:

Cookies are small text files, which contain small amounts of information, that are placed on your device. Your internet browser sends these cookies back to the website every time you visit the site, so the website can recognise your device.

A cookie will not access any information other than the information you provide to us when you visit the website.
There are two main types of cookies:
• First-party cookies – these are set by the website you are visiting;
• Third-party cookies – these are set by other sites or applications.
Whether or not you receive a cookie depends on your browser settings. If you are concerned about Cookies you can find out more about cookies and how to manage them on
• AboutCookies (allaboutcookies.org)

Privacy Statement:

What is personal data?
The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.

This definition provides for a wide range of personal identifiers to constitute personal data, including name, identification number, location data or online identifier, reflecting changes in technology and the way organisations collect information about people.

The GDPR applies to both automated personal data and to manual filing systems where personal data are accessible according to specific criteria. This could include chronologically ordered sets of manual records containing personal data.

What information do we collect?
• Personal data you provide about yourself (for example, your name and contact details e.g. an email)
• you provide a name and an email address when creating a profile and submitting a form. We do not ask for any other details. What you provide is up to you.
• you may disclose information about your business – however this is not personal information which for the purposes of the GDPR only relates to the personal data of individuals
When you visit this website, or interact with this site or me via social media
• Your IP address and browsing preferences and choices;
• Your name and username and any comments that you make.
How do we collect information?
Your personal information may be collected from a number of sources. These include:
• When you visit this website, including through the use of cookies.
• When you contact or interact with this site by email or when you communicate through social media;
• From forms you may complete;

Legitimate Interest:

• We have a legitimate interest to enable the publication of the website and to understand how it is used. In relation to Technical and Statistical Data: the data collected includes data about your use of this website, e.g. which pages you visit and how long you visit for; which browsers you use, your IP address. We do not collect data that identifies any individuals. We choose NOT to collect any demographic data via Google Analytics.
• We also collect information because of a legitimate interest to ensure that we have got details correct in relation to any public published information about you. You may contact us to correct any information or ask for it to be withdrawn from view at any time.
How do we use your information?
We process your data in order to:

• Record any correspondence we receive and respond accordingly;
• Send out information relating to news updates;
• Enter into contracts with customers; and/or
• Maintain relationships with individuals and organisations and send messages from time to time
How is it stored?
Your personal data is stored in a number of ways:
• In software systems which are managed on my Apple hardware or on webware provided by a third party supplier (e.g. Google; Weebly – see details below)
• If you register to receive news updates, your information will be held on a secure server and the data will be shared with Mailchimp only for automated processing of the news feed.
Who do we share your information with?
We may share your data with and/or obtain information from some third parties:
• Our website service in relation to the use of forms and comments on this website and for the management of cookies on this website;
• statistical services (Google Analytics, Stat counter and Weebly) with respect to understanding the ‘macro’ level of sources of traffic to the website and the pages of most interest to you.
• Social media providers e.g. Facebook, Twitter, Instagram – to highlight public news
Other organisations where we are required to do so by law or by a public authority.

We are committed to protecting your privacy.

• Under no circumstances do I rent, trade or share your e-mail address without your consent.
• Very occasionally people ask to be put in contact with another person. Rather than give your email address to them, I inform them that I will forward their request to you (using gmail) and leave you to decide how to respond.
How do we protect your data?
We take the security of your data very seriously. Your data cannot be accessed by third parties other than those providing services as identified below.

We engage reputable service providers to process your data on my behalf for the purposes of email correspondence, website and social media provision. They are all under a duty of confidentiality, and are legally obliged to implement appropriate technical and organisational measures to ensure the security of data in line with the relevant legislation.

How long do we keep your personal data?

Nothing is kept indefinitely. Your personal data is kept under review.
• Correspondence: We periodically delete contacts and associated emails.
• Spam comments are kept for a period of time prior to reports to Google re. the worst offenders.
• News updates: Emails are stored within our dedicated Mailchimp account. If the email is not verified for this use within one month of it being received by MailChimp we delete it. You may unsubscribe from this online newsletter at anytime using the link provided in each update.
• Personal data and business correspondence in relation to all business contracts involving payment is retained for a minimum of six years after the end of the tax year in line with the requirements of HMRC.
What rights do you have in relation to your personal information?

You have certain rights in relation to your personal information. They are:
1. The right to obtain confirmation that we are processing your personal information (see Subject Access Request process);
2. The right to access your information (see Subject Access Request process);
3. The right to have your personal information rectified if it is incomplete or inaccurate;
4. The right to have your personal information removed or deleted in certain circumstances, for example when you have withdrawn consent to it being processed and we have no other basis for processing it;
5. The right to restrict the processing of your personal information in certain circumstances;
6. The right to object to certain processing including the right to object where we are processing your information on the basis of my legitimate interest;
7. Where you have provided your consent to the processing, the right to withdraw consent to the processing of your data (without affecting the lawfulness of processing based on consent before its withdrawal); and
8. The right to require us not to send you marketing communications.
Please note that the above rights are not absolute, and requests may be refused where exceptions apply.

Subject Access Request:

You can ask us to confirm if we are keeping any personal information about you and you can also request to receive a copy of that personal information – this is called a Subject Access Request.

To make a Subject Access Request you will need to
• provide adequate proof of identity such as a copy of your passport, birth certificate, or driving license before your request can be processed.
• be as clear as possible about the information you are seeking, as that helps us to respond to your request more efficiently.
Once we have received your Subject Access Request and proof of identity, you will receive a response within a month.

If you want to submit a Subject Access Requests or exercise any of the other rights referred to above, please email us. If you are not happy with how we handle any of your requests, queries, or concerns, you can contact the Information Commissioner’s Office), which oversees the protection of personal information in SA.

 

Contact information and further advice:

Warren Du Toit is responsible for ensuring compliance with relevant data protection legislation.

If you have a query or concern please contact us in the first instance.

Last updated 21st November 2019