Privacy Policy

1. Introduction

Workspace Solutions (Pty) Ltd (registration number 2016/184189/07) trading as Simbi Design Hub (“Simbi”, “we”, “us”, “our”), respects your privacy and is committed to protecting your personal information.

This policy explains what personal information we collect through simbidesign.co.za, why we collect it, how we use and protect it, and what rights you have. We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and, where applicable, the Electronic Communications and Transactions Act 25 of 2002.

For the purposes of POPIA, we are the “responsible party” for the personal information described in this policy.

2. Information Officer

Our appointed Information Officer is:

• Name: Simon Mark Grantham
• Position: Managing Director
• Email: simong@workspacesolutions.co.za
• Telephone: 021 948 4977
• Postal address: PO Box 118, Sanlamhof, 7532

All queries, requests and complaints relating to your personal information should be directed to the Information Officer.

3. What personal information we collect

3.1 Information you give us directly

• Name and surname
• Email address
• Contact telephone number
• Company or organisation name
• Physical, delivery or installation address
• The content of enquiries, quote requests, product specifications and any correspondence you send us
• VAT number and company registration details
• Where you apply for a credit facility or trade account: identity number, banking details and bank confirmation, trade references and related credit information

3.2 Information collected automatically

• IP address and the approximate location derived from it
• Browser type, operating system and device type
• Pages visited, time spent on pages, referring website and exit pages
• Cookie identifiers and similar tracking data, as described in section 7

3.3 Credit and account applications

Identity and credit information is collected only where you apply for a credit facility or trade account with us. It is used solely to assess and administer that application and the resulting account, is accessible only to staff who need it for that purpose, and is not used for marketing.

3.4 Special personal information and children

We do not knowingly collect special personal information as defined in section 26 of POPIA, and we do not knowingly collect personal information from children under the age of 18 without the consent of a competent person. If you believe a child has provided us with personal information, please contact our Information Officer and we will delete it.

4. How we collect your information

We collect personal information:

• Directly from you when you complete a contact or quote form, email us, call us, or interact with us on social media
• Automatically through cookies and analytics tools when you browse the website
• From third parties such as referral partners, publicly available business directories, or your employer where you act on their behalf

5. Why we process your information and on what legal basis

We process personal information for the following purposes, relying on the lawful bases set out in section 11 of POPIA:

• To respond to enquiries and provide quotations. Basis: performance of, or steps towards, a contract with you.
• To supply, deliver and install products and provide after sales support. Basis: performance of a contract.
• To manage our customer relationship, including invoicing and account administration. Basis: performance of a contract and our legitimate interests.
• To assess and administer applications for credit facilities or trade accounts. Basis: steps towards a contract with you, and compliance with obligations imposed by law.
• To send marketing communications about our products and ranges. Basis: your consent, or our legitimate interest where you are an existing customer and the communication relates to similar products.
• To improve the website, measure traffic and understand how visitors use our content. Basis: our legitimate interests, and your consent where required for non essential cookies.
• To comply with legal, tax and regulatory obligations. Basis: compliance with an obligation imposed by law.
• To detect, prevent and respond to fraud, security incidents and misuse of the website. Basis: our legitimate interests and protection of your interests.

We will not use your personal information for a purpose that is incompatible with the purpose for which it was collected, unless you consent or the law permits it.

6. Whether you have to provide information

Supplying your personal information is voluntary. However, certain fields on our contact and quote forms are marked as required. If you do not supply that information we may not be able to respond to your enquiry, prepare a quotation or fulfil an order.

7. Cookies and similar technologies

A cookie is a small text file placed on your device when you visit a website. We use the following categories:

• Strictly necessary cookies. Required for the website to function, including session management and security. These cannot be switched off.
• Analytics cookies. These help us understand how visitors find and use the site so that we can improve it.
• Functional cookies. These remember your preferences, such as details you have previously entered on a form.

You can block or delete cookies at any time through your browser settings, although parts of the site may then not work correctly. You can also opt out of analytics tracking as described below.

7.1 Google Analytics

We use Google Analytics, a web analytics service provided by Google LLC, to understand how visitors use our website. Google Analytics sets cookies that generate information about your use of the site, including a truncated IP address. This information is transmitted to and stored by Google on servers that may be located outside South Africa.

You can prevent Google Analytics from collecting your data by installing the Google Analytics opt out browser add on, available at tools.google.com/dlpage/gaoptout.

Google’s own handling of data is governed by the Google Privacy Policy at policies.google.com/privacy.

8. Who we share your information with

We do not sell your personal information. We share it only where necessary, and only with parties who are bound to protect it:

• Website hosting and email providers who store our website data and correspondence
• Analytics providers, as described in section 7
• Courier, delivery and installation partners, where needed to fulfil an order
• Professional advisors such as our accountants, auditors and attorneys
• Regulators, law enforcement or courts, where we are legally required to disclose information

Where a third party processes personal information on our behalf, they act as an “operator” under POPIA and are contractually required to process it only on our instruction and to maintain appropriate security safeguards.

9. Transfers outside South Africa

Some of our service providers, including analytics and cloud hosting providers, store data outside South Africa. Where we transfer personal information across borders we do so in accordance with section 72 of POPIA, which means that one or more of the following applies: the recipient is subject to a law or binding agreement providing an adequate level of protection, you have consented to the transfer, or the transfer is necessary for the performance of a contract with you.

10. Direct marketing

In line with section 69 of POPIA, we will only send you electronic direct marketing if you have consented to receive it, or if you are an existing customer and the marketing relates to similar products or services.

Every marketing email includes an unsubscribe link. You may also withdraw your consent at any time by emailing our Information Officer. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

11. How we protect your information

As required by section 19 of POPIA, we maintain appropriate, reasonable technical and organisational measures to prevent loss of, damage to, or unauthorised access to personal information. These include:

• Encryption of data in transit using HTTPS across the website
• Access controls, so that staff only access personal information where their role requires it
• Strong authentication on administrative accounts
• Regular software, plugin and security patching of the website
• Regular backups and monitoring

No system is completely secure. If a security compromise occurs in which there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and the affected data subjects as required by section 22 of POPIA.

12. How long we keep your information

We keep personal information only for as long as is necessary for the purposes set out in this policy, unless a longer retention period is required or permitted by law. In practice:

• Enquiries that do not result in a sale: 24 months from last contact
• Customer and transaction records: 5 years, as required by tax law
• Credit application records: 5 years from closure of the account
• Marketing consent records: while subscribed, plus 12 months
• Website analytics data: 14 months

When information is no longer needed, we delete or de identify it.

13. Your rights

Subject to the conditions in POPIA, you have the right to:

• Be notified that we are collecting your personal information
• Request confirmation, free of charge, of whether we hold personal information about you, and to request a copy or description of it (section 23)
• Request that we correct or delete personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or obtained unlawfully (section 24)
• Object, on reasonable grounds, to our processing of your personal information (section 11(3))
• Withdraw your consent where processing is based on consent
• Object to direct marketing at any time
• Not be subject to a decision based solely on automated processing that has legal or substantially similar effects on you (section 71)
• Submit a complaint to the Information Regulator
• Institute civil proceedings regarding an alleged interference with the protection of your personal information

14. How to exercise your rights

Send your request to our Information Officer using the details in section 2. Requests for access to information must be made on the prescribed form, Form 2 of the POPIA Regulations, and may be subject to the prescribed fee. We may ask you to verify your identity before acting on a request.

We will respond within a reasonable period, and in any event within the time limits set out in POPIA and the Promotion of Access to Information Act 2 of 2000.

Our PAIA manual is available on this website, and a copy will be provided on request from the Information Officer.

15. Complaints to the Information Regulator

If you are not satisfied with how we have handled your personal information or your request, you may lodge a complaint with:

The Information Regulator (South Africa) Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 General enquiries: enquiries@inforegulator.org.za Telephone: 010 023 5200 Toll free: 0800 017 160 POPIA complaints: POPIAComplaints@inforegulator.org.za Website: inforegulator.org.za

16. Links to other websites

Our website may contain links to third party websites, including supplier and manufacturer catalogues and our social media pages. We are not responsible for the privacy practices or the content of those websites. We encourage you to read their privacy policies before providing them with personal information.

17. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or in the law. The current version will always be published on this page together with the date on which it was last updated. Material changes will be communicated to you where required.

18. Contact us

If you have any questions about this policy or about how we handle your personal information:

• Email: simbidesignhubsales@gmail.com
• Telephone: 021 948 4977
• Address: 9 Danie Uys Street, Stikland Industrial, Cape Town 7530