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Privacy Policy
How Ops-Ease (Pty) Ltd collects, uses and protects personal information, in line with the Protection of Personal Information Act 4 of 2013.
1. Who we are
Ops-Ease (Pty) Ltd ("Ops-Ease", "we", "us") supplies construction services, IT hardware and support, and general supplies to private businesses and public entities across South Africa. We are the responsible party for the personal information described in this policy under the Protection of Personal Information Act 4 of 2013 ("POPIA"). Our Information Officer is registered with the Information Regulator.
- Information Officer
- TA Mkabela, Chief Operations Officer
- info@ops-ease.co.za
- Telephone
- +27 10 500 9426
- Address
- Thornhill Office Park, 94 Bekker Road, Midrand, Gauteng
2. Personal information we collect
We collect only what we need to deal with you.
| Who | Information |
|---|---|
| Customer contact persons | Name, job title, organisation, email address, telephone number, delivery address |
| Suppliers and subcontractors | Entity name, registration number, contact person details, compliance documents, banking details for payment |
| Website visitors | IP address, browser type, session data, and anything you submit through a contact form or email |
| Job applicants and employees | Identity, employment, payroll and leave information, handled under our internal HR processes |
We do not knowingly collect information about children, and we do not ask for special personal information such as health or religion unless the law requires it.
3. How we collect it
Mostly directly from you: by email, by phone or WhatsApp, through our website, and in the documents you send us with an order or enquiry. Where we receive information from someone else, for example your colleague introducing you, we use it only to respond to the matter it relates to.
4. What we use it for
- To respond to enquiries and prepare quotations and supporting documents
- To supply, deliver, install and support the goods and services you order
- To process orders, payments, invoices and billing records
- To manage relationships with suppliers and subcontractors
- To meet our legal obligations, including tax, B-BBEE, CIDB and health and safety requirements
- To keep our systems, premises and records secure
- To improve how our website works
We rely on one or more of the grounds POPIA allows: performing a contract with you, meeting a legal obligation, protecting a legitimate interest of yours or ours, or your consent where we ask for it. You can withdraw consent at any time.
6. Information stored outside South Africa
Some of our system providers may store information on servers outside South Africa. Where that happens we make sure the provider is bound by obligations that protect your information to a standard comparable to POPIA.
7. How we protect it
- Encrypted document storage and secure file transmission
- Role-based access controls with password protection
- Multi-factor authentication on cloud and remote systems
- Confidentiality undertakings from all staff and service providers
- Secure destruction of records when the retention period ends
- Regular review of security practices and incident response procedures
If personal information is accessed or acquired without authority, we will notify the Information Regulator and the people affected as POPIA requires.
8. How long we keep it
We keep personal information only for as long as we need it for the purpose it was collected, or for as long as the law requires. Tax, company and employment records are kept for the periods set by the relevant legislation. Once a record is no longer needed we destroy or de-identify it securely.
9. Website cookies and analytics
Our website may use cookies and similar technologies to make the site work and to collect anonymous usage statistics. This does not identify you personally. You can turn cookies off in your browser settings, although some parts of the site may then work less well.
10. Direct marketing
We send marketing messages only to existing customers and to people who have asked to hear from us. Every message tells you how to opt out, and you can also opt out at any time by emailing info@ops-ease.co.za.
11. Your rights
Under POPIA you may:
- Ask us to confirm whether we hold personal information about you and to give you a copy
- Ask us to correct or delete information that is inaccurate, out of date or that we no longer need
- Object to us processing your information, or withdraw a consent you gave
- Complain to the Information Regulator if you believe we have not handled your information lawfully
To use any of these rights, email our Information Officer at info@ops-ease.co.za. We may ask you to confirm your identity first. Requests for access to company records are handled under our PAIA Manual.
Information Regulator of South Africa
- Address
- Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
- Website
- www.inforegulator.org.za
- Complaints
- POPIAComplaints@inforegulator.org.za
- Telephone
- 010 023 5200
12. Changes to this policy
We may update this policy when our business or the law changes. The current version is always on this page, with its effective date at the top.