CUSTOMER, SUPPLIER AND STAKEHOLDERS PRIVACY NOTICE
THE PROTECTION OF PERSONAL INFORMATION ACT 4 OF 2013
The purpose of this Notice is to inform you on how we as Smit Photography (“the Company”) obtains, uses and discloses your personal information, in accordance with the requirements of the Protection of Personal Information Act (“POPIA”).
We trust that this document will provide some clarification on the use, storage, life-cycle and destruction of your personal information as obtained during your business relationship with us as a company.
We wish to ensure our customers, suppliers and stakeholders that the privacy of your personal information is of the utmost importance to us and we will make every reasonable endeavour to ensure it is properly safeguarded.
WHAT INFORMATION IS COLLECTED:
The main objective of the collection of your personal information will be for the purposes of contacting you during the duration of our business relationship. For this purpose we collect the following information:
- Your name and surname and/or company name;
- Your identity number and/or company registration number;
- Your address and/or registered company registered address;
- Your telephone number;
- Your email address;
- In terms of a natural person, your biometric information which is specified as special personal
- information in POPIA.
- In terms of a company, the biometric information of your customers and/or employees, which is specified as special personal information in POPIA.
This information is directly obtained from you, with your consent. Where possible, we will inform you what information you are required to provide to us and what information is optional.
We do make use of “cookies” which allows us to collect standard internet visitor usage information.
HOW DO WE USE THE INFORMATION WHICH IS COLLECTED:
We will use your personal information for:
- The purposes for which it was collected and agreed with you;
- To gather contact information;
- To confirm and verify your identity or to verify that you are an authorised user for security purposes;
- For the detection and prevention of fraud, crime, money laundering or other malpractice;
- To conduct market or customer satisfaction research or for statistical analysis;
- For audit and record keeping purposes;
- For reasons pertaining to possible and necessary legal proceedings.
HOW DO WE STORE YOUR PERSONAL INFORMATION:
We utilise a hybrid of hard copy and electronic document storage methods.
Hard copy documents are placed in cabinets and stored in a dry, safe and secure environment.
In terms of electronic information, same is saved on a drive, which can only be accessed by authorised personnel. We comply with the required due diligence which entails that information and security systems are updated and sufficient to prevent any electronic breaches.
The Company will retain the original raw files from the shoot for a period of 30 days after the delivery of the final images to the client using the “shootproof” platform. The Company will permanently delete all files associated with the shoot within 30 days of delivery of the final images.
CONSENT FOR THE DISCLOSURE OF INFORMATION
We may disclose your personal information to our service providers who are involved in the delivery of products or services to you. We have taken the reasonable steps necessary by concluding agreements which ensure that they comply with the privacy requirements as required by POPIA.
THE SECURITY OF THE COLLECTED INFORMATION:
We have taken every reasonable recourse available to ensure that the collected information is safely stored and that no unauthorized access and use of personal information will be permitted.
When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to ensure that personal information that we remain responsible for, is kept secure.
We have an incident response plan, should any breach of data occur.
We will ensure that anyone to whom we pass your personal information agrees to treat your information with the same level of protection as we are obliged to.
YOUR RIGHT TO ACCESS TO THE INFORMATION:
You have the right to request a copy of the personal information which we have collected from you at any stage.
In order to obtain this information you can contact us on the relevant contact details as provided herein.
Upon which request we will verify your ID Number or Company Registration Document and provide you with the requested information.
AMENDMENT OF INFORMATION:
You have the right to update, correct or delete your personal information.
In order for this update, correction or deletion of personal information we will require a confirmation of your ID Number or Company Registration Number.
CONTACT US:
We are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully and transparently.
However, should you have any queries or concerns regarding our Privacy Policy feel free to contact us on Tel: 012 997 1866