Pieterse & Pote is committed to treating personal information responsibly and to handling requests for information in accordance with applicable South African law.
Use the links above to read the Privacy Policy or the PAIA Manual. The Privacy Policy explains how personal information may be collected and used. The PAIA Manual explains how to request access to records.
Privacy Policy
Last updated: [Insert date of approval]
1. Introduction
This Privacy Policy explains how Pieterse & Pote (“we”, “us” or “the company”) may collect, use, store and protect personal information when you visit our website, contact us or use our services.
We aim to process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA), where applicable, and other relevant South African laws.
2. Responsible party and contact details
The responsible legal entity operating this website is:
- Legal entity: [Confirm registered company or business name]
- Trading name: Pieterse & Pote
- Physical or postal address: [Insert confirmed address]
- Privacy or Information Officer: [Insert confirmed name or role]
- Email: [Insert approved contact email]
- Telephone: [Insert approved telephone number, if applicable]
3. Personal information we may collect
Depending on how you interact with us, the information collected may include:
- Contact details such as your name, email address and telephone number.
- Information you choose to provide through website forms, enquiries or correspondence.
- Information needed to respond to enquiries or provide requested services.
- Technical information such as browser type, device information, IP address and website usage data, where collected.
We should only collect information that is relevant and reasonably necessary for a lawful purpose. The actual categories collected must be confirmed by the company.
4. How information may be used
Subject to the company's actual practices and applicable law, personal information may be used to:
- Respond to enquiries and communicate with clients or prospective clients.
- Provide, administer or improve requested services.
- Maintain website security and troubleshoot technical issues.
- Meet applicable legal, regulatory or record-keeping obligations.
- Carry out other purposes explained when information is collected, where lawful.
5. Lawful processing
Personal information must be processed lawfully and reasonably, for a specific and legitimate purpose. Depending on the circumstances, processing may rely on consent, contractual necessity, a legal obligation or another lawful justification under POPIA.
Where consent is relied upon, it should be obtained and managed in accordance with applicable law. You may have the right to withdraw consent, subject to legal limitations and the consequences of doing so.
6. Sharing personal information
Personal information should only be shared where necessary and lawful. Depending on the company's actual operations, this may include authorised service providers that support website hosting, email, security, analytics or business operations, as well as authorities where disclosure is legally required.
[The company must confirm which service providers receive information, whether information is transferred outside South Africa, and what safeguards apply.]
7. Cookies and website analytics
This website may use cookies or similar technologies for essential website functionality, security, preferences or analytics. The actual technologies used, their purposes and any consent requirements must be confirmed before this section is finalised.
[Confirm whether analytics, advertising pixels, embedded third-party content or non-essential cookies are used, and add the relevant controls or notices.]
8. Retention and security
Personal information should be retained only for as long as necessary for the purpose for which it was collected, unless a longer period is required or permitted by law.
Appropriate technical and organisational safeguards should be used to protect personal information against loss, unauthorised access, misuse or disclosure. No method of electronic transmission or storage can be guaranteed to be completely secure.
[The company must confirm its actual retention periods, security measures and procedures for handling suspected data breaches.]
9. Your rights
Subject to applicable law, you may be entitled to request access to personal information held about you, request correction or deletion where appropriate, object to certain processing, or raise a complaint about how your information is handled.
Requests can be submitted using the confirmed contact details in the Contact Details section below. We may need to verify your identity and assess the request in accordance with applicable legal requirements.
10. Third-party websites
This website may link to third-party websites or services. Those parties operate under their own privacy policies, and we are not responsible for their independent practices. Review their policies before providing personal information.
11. Changes to this policy
This policy may be updated when our practices or legal obligations change. The latest approved version should be published on this page with its applicable revision date.
12. Questions or complaints
For privacy-related questions, correction requests or complaints, contact the company's confirmed Privacy or Information Officer using the details below. You may also have the right to approach the Information Regulator of South Africa.
PAIA Manual
Prepared under the Promotion of Access to Information Act 2 of 2000 (PAIA)
1. Purpose of this manual
This manual provides information about the records held by Pieterse & Pote, how to submit a request for access to records and the contact details relevant to such a request.
It is intended to support access to information in accordance with PAIA and the applicable provisions of POPIA.
2. Details of the private body
- Registered name: [Confirm full registered legal name]
- Trading name: Pieterse & Pote
- Registration number, if applicable: [Insert confirmed number]
- Physical address: [Insert confirmed address]
- Postal address: [Insert confirmed address, if different]
- Website: pietersepote.co.za
3. Contact details for access requests
Requests should be directed to the company's designated Information Officer or other authorised contact, once those details have been confirmed.
- Information Officer: [Insert confirmed name]
- Email: [Insert approved email address]
- Telephone: [Insert confirmed telephone number]
- Postal or physical delivery address: [Insert confirmed address]
4. Guide on how to use PAIA
The Information Regulator provides guidance to help people understand PAIA, the right of access to information and the procedures for making requests. Consult the Regulator's current official guidance before submitting a request.
Official website: Information Regulator of South Africa
The company should link to the current official PAIA guide and prescribed request form applicable to private bodies, as published by the Regulator.
5. Records available without a formal request
The company must list any records that are available for inspection, purchase or copying without a formal PAIA request, including any applicable conditions or fees.
[Confirm which records, if any, are freely available and how they can be accessed.]
6. Records held by the company
Depending on the company's operations, records may fall within the following categories. The company must review this list and remove categories that do not apply, while adding any relevant categories that are missing.
- Corporate records: registration, governance and statutory records, where applicable.
- Financial records: accounting, invoices, payments and tax-related records.
- Client and customer records: correspondence, service information and related records.
- Supplier records: agreements, correspondence and supplier details.
- Personnel records: employment and related records, where applicable.
- Operational records: internal policies, procedures and business correspondence.
- Electronic records: emails, website submissions and electronic documents.
- Personal information: personal information processed by the company, subject to applicable law.
The existence of a record category does not mean every record in that category will automatically be disclosed. Access remains subject to PAIA, applicable grounds for refusal and any other relevant legal restrictions.
7. How to request access to a record
- Identify the record or information requested as clearly and specifically as possible.
- Use the current prescribed request form applicable to the request, where required.
- Submit the request to the confirmed Information Officer using the approved delivery method.
- Provide sufficient contact information and any further details lawfully required to process the request.
- Pay any applicable fee where lawfully required and communicated in accordance with the applicable rules.
The company should assess each request in accordance with PAIA, including the applicable time limits, procedural requirements, fees and grounds on which access may be granted or refused.
8. Grounds for refusal
Access to a record may be refused where a ground for refusal under PAIA or another applicable law applies. These grounds can include certain protections for personal information, confidential information, commercial interests, legally privileged material or other protected records.
Any decision must be made on the specific request and the applicable law. This manual does not remove or restrict any rights or remedies provided by law.
9. Remedies and complaints
A requester who is dissatisfied with the handling or outcome of a request may have remedies available under PAIA or other applicable law. The relevant procedure depends on the circumstances and the current legal framework.
The Information Regulator's official website provides information about complaints, guidance and applicable processes: inforegulator.org.za .
10. Personal information processing
The company should describe the categories of data subjects and personal information processed, the purposes of processing, recipients or categories of recipients, any cross-border transfers and the applicable security safeguards, as relevant to its actual operations and POPIA obligations.
[Complete this section using the company's verified personal-information processing practices and current Information Regulator requirements.]
11. Availability and updates
This manual should be made available in the manner required by applicable law and updated when material details change. The company should confirm any applicable filing, submission or publication requirements before approving the final version.
Manual approval date: [Insert date]
Last reviewed: [Insert date]
Contact Pieterse & Pote
For privacy questions, personal-information requests or PAIA enquiries, please contact the company's designated representative.
Contact email: [Insert approved email address]
Information Officer: [Insert confirmed name or role]
Postal or physical address: [Insert confirmed address]