This is a plain-language skeleton, not legal advice. POPIA requires specific disclosures and an Information Officer registered with the Information Regulator. A lawyer must review this before launch.
PRIVACY
Last updated: [date] · Protection of Personal Information Act, 2013 (POPIA)
If you fill in our form or message us on WhatsApp, we keep your name, your number and what you asked for. We use it to reply to you and quote you. We do not sell it, and we do not add you to a mailing list you did not ask for. Ask us and we delete it.
[Registered company name], registration number [20XX/XXXXXX/07], of [physical address], is the responsible party. Our Information Officer is [full name], reachable at [email]. [Confirm: registration with the Information Regulator.]
Your name, business name, phone number and the message you send us. If you become a client, also your email, billing details and anything you send us for the site. [Confirm: whether ID or company documents are ever collected.]
Because you gave us your details so we could reply — that is consent, and it is the box you ticked on the form. For clients, we also need it to do the work you paid for. [Confirm the lawful basis wording for each purpose.]
The services we use to run the business see some of it: [list — hosting provider, email provider, WhatsApp Business / message provider, accounting software, calendar]. Some of these store data outside South Africa. [Confirm the cross-border transfer wording POPIA section 72 requires.]
Enquiries that never become work: [X months], then deleted. Client records: kept as long as the law requires for tax and company records — [confirm retention period].
You can ask what we hold, ask us to fix it, ask us to delete it, or object to us using it. Email [email] and we will come back within [X] days. If you are not happy, you can complain to the Information Regulator of South Africa. [Confirm their current contact details.]
[Confirm: password practices, who has access, encryption on the site, and what we do if there is a breach — POPIA section 22 requires notification.]
[Confirm what the live site actually loads. If there is analytics, advertising or a chat widget, say so here and add a consent banner. If there is nothing, say that plainly — it is a good thing to be able to say.]
We do not knowingly collect details from anyone under 18. [Confirm wording — POPIA treats children's information as special.]
[Registered name] · [physical address] · hello@radock.co.za · [phone]