Privacy Policy
Introduction
Welcome to the Privacy Policy of T4 Pumps Pty Ltd (Proprietary Limited). At T4 Pumps Pty Ltd, we respect your privacy and are committed to protecting your personal information. This policy (“Policy”) explains how we process personal information and outlines your privacy rights.
Our Privacy Policy provides information on how we process your personal information when you interact with us through our website, social media sites (“Sites”), products (as identified on our website), and any other communications.
It is important to read this Policy in conjunction with any other privacy or fair processing policy we may provide on specific occasions when we are collecting or processing your personal information. This ensures you are fully aware of how and why we use your information.
References to “consent,” “your consent,” or “your explicit consent” include actions such as ticking a checkbox, clicking a “Submit,” “Register,” or “Send” button, or replying by email after we have made our Privacy Policy available to you.
1. Important Information and Who We Are
a. Responsible Party
- T4 Pumps Pty Ltd (Proprietary Limited) is the responsible party when engaging with you as a potential customer, customer, or user of our website and other Sites. We are responsible for your personal information (referred to as “T4 Pumps Pty Ltd,” “we,” “us,” or “our” in this Privacy Policy).
- We have appointed an Information Officer (IO) responsible for overseeing questions related to this Privacy Policy. If you have any questions, including any requests, please contact the IO using the details provided below.
b. Contact Details
- If you have any questions about this Policy or our privacy practices, you can contact us at:
- Information Officer: [INSERT INFORMATION OFFICER NAME]
- Email: sales@t4pumps.co.za
- Other Contact Details: Please use the messaging facility at the bottom of our website homepage.
- You also have the right to make a complaint to the Information Regulator’s Office (IR), the Republic of South Africa’s authority for data protection issues (http://www.justice.gov.za/inforeg/). However, we would appreciate the opportunity to address your concerns before you approach the IR, so please contact us first.
c. Changes to the Privacy Policy and Your Duty to Inform Us of Changes
- We keep our Privacy Policy under regular review. This version was last updated on the date noted in the footer. Archived versions, if available, can be obtained by contacting us. Any future changes to this Policy will be posted on our website or communicated during your engagement with T4 Pumps Pty Ltd. The updated version will apply immediately upon publication or inclusion in our communications.
- It is essential that the personal information we hold about you is accurate and current. Please inform us promptly if your personal information changes during your relationship with us.
d. Registered Users
- By entering the correct username and password associated with your account, you agree to be liable for any order placed, even if the use of your credentials is unauthorized or fraudulent, unless you have cancelled the order in accordance with our Terms and Conditions.
- You agree to notify us immediately via email at sales@t4pumps.co.za if you become aware of or reasonably suspect unauthorized access to or use of your username or password. Additionally, you should take steps to mitigate any resulting loss or harm.
e. Integration Into Other Sites
- This Privacy Policy applies only to T4 Pumps Pty Ltd’s services. We do not control sites that incorporate T4 Pumps Pty Ltd’s services as part of their offerings. These other sites may place their own cookies, collect data, or solicit personal information. T4 Pumps Pty Ltd is not responsible for how end users’ information is handled by our customers.
f. Third-Party Links
- Our Sites may include links to third-party websites, plug-ins, and applications. Clicking on these links or enabling such connections may allow third parties to collect or share data about you.
- If you disclose personal information to a third party, such as an entity operating a linked website, T4 Pumps Pty Ltd will not be liable for any loss or damage, however arising, suffered by you as a result of disclosing such information to the third party. This is because we do not regulate or control how third parties use your personal information.
- We strongly encourage you to review the privacy policy of any third-party website you visit. When you leave our website, always read the privacy policy of the site you navigate to.
2. The Data We Collect About You
a. Definition of Personal Information
- Personal Information refers to information as defined under relevant laws. It does not include data where your identity has been removed (anonymous data).
b. Categories of Personal Information Collected
We may collect, use, store, and transfer different types of personal information about you. This includes:
- Identity Data: First name, last name, username or similar identifier, title, date of birth, and gender.
- Contact Data: Billing address, delivery address, email address, and telephone numbers.
- Financial Data: Payment card details.
- Transaction Data: Details about payments to and from you and other details of goods and services you have purchased from us.
- Technical Data: Internet protocol (IP) address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices used to access this website.
- Profile Data: Username and password, purchases or orders made, interests, preferences, feedback, and survey responses.
- Usage Data: Information about how you use our website, products, and services, including full Uniform Resource Locator (URL) clickstream data, page response times, download errors, length of visits to certain pages, page interaction information, and methods used to browse away from pages.
- Marketing and Communications Data: Preferences in receiving marketing from us and third parties and communication preferences.
c. Aggregated Data
- We may collect, use, and share aggregated data and patterns (e.g., statistical or demographic data) for any purpose (“Pattern Data”). Although aggregated data could be derived from your personal information, it is not considered personal information under the law because it does not directly or indirectly reveal your identity.
- If we combine aggregated data with personal information that can identify you, we will treat the combined data as personal information and protect it in accordance with this Policy.
d. Special Personal Information
- We do not collect any special personal information about you. However, if you visit our offices, we may request such information at reception. Third parties, such as landlords of rented office spaces, may collect this information under their own privacy policies. Such third-party collection is not connected to our handling of your information.
e. Submission of Personal Information on Behalf of Others
- If you provide information on behalf of someone else, it is your responsibility to obtain their consent before submitting the information to us. By submitting such personal information, you indemnify us against any third-party claims related to data shared without proper consent.
f. Failure to Provide Personal Information
- If we are required by law or contract to collect personal information and you fail to provide it, we may not be able to deliver the requested services. In such cases, we may need to cancel the service, but we will notify you of the decision.
g. Processing Personal Information of Children
- We do not process the personal information of children.
3. How Is Personal Information Collected?
We use various methods to collect data from and about you, including:
a. Direct Interactions
You may provide us with your identity and contact data by filling out forms or corresponding with us via phone, email, or other means. This includes when you:
- Register for our services.
- Create an online account or register with us.
- Engage with us via video conferencing platforms like Zoom or Skype.
- Sign up or subscribe to our services.
- Request marketing materials.
- Enter a competition, promotion, or survey.
- Visit our facilities or offices.
- Complete a COVID-19 questionnaire.
- Attend an event hosted by us.
- Provide feedback or contact us via email, our contact form, WhatsApp, or other social media messaging platforms.
b. Automated Technologies or Interactions
- We automatically collect technical data about your equipment, browsing actions, and patterns as you interact with our website or services. This is done through cookies, server logs, and similar technologies.
- We may also receive technical data about you from websites that use our cookies.
c. Third Parties or Publicly Available Sources
- We may receive personal information from third parties and public sources, including:
- Technical Data from analytics providers (e.g., Google), advertising networks, and search information providers.
- Contact, Financial, and Transaction Data from providers of technical, payment, and delivery services.
- Identity and Contact Data from publicly available sources like CIPC.
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4. COOKIES
a. Use of Cookies
Our website uses cookies to better understand our users. Cookies are small pieces of information sent by an organization to your computer and stored on your hard drive, enabling the website to recognize you on subsequent visits. Cookies do not harm your computer or files. Depending on their type, cookies can also make our website more user-friendly.
b. Third-Party Advertising
T4 Pumps Pty Ltd may use third-party vendors, such as Google and MSN/Bing, to display T4 Pumps Pty Ltd-related ads across the internet. These vendors use cookies to serve ads based on a user’s prior visits to our website or other sites. Users can opt out of Google’s use of cookies by visiting the Google Advertising Settings Page or the Network Advertising Initiative’s opt-out page for other third-party vendors.
c. Managing Cookies
You can adjust your browser settings to block cookies. If you do so, you will still be able to browse the website; however, features requiring a username or password, such as accessing an existing account, may not be available.
d. Cookie Notifications
Alternatively, you can configure your browser to notify you when a website attempts to place a cookie on your computer. The method for adjusting these settings depends on your browser.
e. Cookie Privacy
Please note that cookies do not contain identity, contact, or financial information. We do not exchange cookies with third-party websites or external data suppliers.
5. HOW WE USE YOUR PERSONAL INFORMATION
a. General Policy
We will not sell your personal information.
b. Legal Basis for Use
We will only use personal information in compliance with the law. Typically, this will be under the following circumstances:
- When you have given us your consent.
- To perform a contract we are entering or have entered into with you.
- When necessary for our legitimate interests (or those of a third party), provided your fundamental rights do not override these interests.
- To comply with a legal obligation.
c. Marketing Communications
We will seek your consent before sending direct marketing communications from third parties via email or text message. You may withdraw your consent at any time by contacting us or using the automated facilities we provide.
d. Purposes for Using Personal Information
Below is a table detailing how we use personal information, along with the lawful basis for processing and legitimate interests involved.
Purpose/Activity | Type of Data | Lawful Basis for Processing |
Registering a new account to be a DIY Direct SA Customer | Identity, Contact | Performance of a contract, existing customer (POPIA), consent |
Receiving DIY Direct SA communications (if not opted out) | Identity, Contact | Performance of a contract, existing customer (POPIA), consent |
Processing orders, including managing payments and recovering debts | Identity, Contact, Financial, Transaction, Marketing and Communications | Consent, performance of a contract, necessary for legitimate interests (e.g., recovering debts) |
Managing our relationship, e.g., notifying changes to terms or policies, requesting feedback | Identity, Contact, Profile, Marketing and Communications | Performance of a contract, legal obligation, legitimate interests (e.g., record-keeping) |
Responding to submissions via the "Get in Touch" facility | Identity, Contact | Consent |
Enforcing COVID-19 protocols, e.g., premises access | Identity, Contact, Special Personal Information | Consent, legal obligation, legitimate interests, compliance with laws |
Administering prize draws, promotions, or surveys | Identity, Contact, Profile, Usage, Marketing and Communications | Performance of a contract, consent, legitimate interests (e.g., studying customer engagement) |
Maintaining and protecting our business, website, and systems | Identity, Contact, Technical | Legitimate interests (e.g., fraud prevention, IT management), legal obligation |
Delivering relevant content and measuring advertising effectiveness | Identity, Contact, Profile, Usage, Marketing and Communications, Technical | Legitimate interests (e.g., customer engagement, marketing strategy) |
Using data analytics to improve website and services | Technical, Usage | Legitimate interests (e.g., refining customer experience, marketing strategy) |
Making recommendations about services of interest | Identity, Contact, Technical, Usage, Profile, Marketing and Communications | Legitimate interests (e.g., business development, personalized service) |
e. Financial Information
Please note: we do not store financial information such as card details. Transactions requiring payment card details are executed by third-party service providers. You should review their privacy policies for more details.
6. Marketing and Use of Personal Information
a. Marketing
We aim to provide you with control over how your Personal Information is used, particularly for marketing and advertising purposes.
i. Promotional Offers from Us
- For Customers:
a. Once you purchase goods or use any services from us, you become a customer of T4 Pumps Pty Ltd.
b. As a customer, we may use your Identity, Contact, Technical, Usage, and Profile Data to assess your preferences and identify products and offers that may interest you. This process is referred to as marketing.
c. You will receive marketing communications from us unless you have opted out. - For Non-Customers:
a. We may collect your email address from one of our employees or through our mailing system.
b. Before using your email for direct marketing purposes, we will seek your explicit consent (opt-in).
- For Customers:
ii. Third-Party Marketing
- We will obtain your explicit opt-in consent before sharing your Personal Information with third parties for marketing purposes.
- Important Note:
- We may share anonymous, aggregate data (e.g., "500 men under 30 clicked on a specific product") with third-party advertisers without requiring your consent.
- This information helps advertisers target specific audiences (e.g., women in a particular region).
- We do not disclose identifiable individual information to advertisers.
iii. Opting Out
- You can stop receiving marketing communications at any time by:
- Logging into our website.
- Using the unsubscribe function in our marketing communications.
- Contacting us at sales@t4pumps.co.za to request removal from our marketing lists.
- By using the communication facility on our homepage (e.g., "Get in touch with us"), you consent to the processing and storage of your Personal Information. You can use this facility to withdraw your consent.
- Opting out of marketing communications does not affect the processing of Personal Information provided for product purchases, warranty registrations, service experiences, or other transactions.
iv. Cookies
You can configure your browser to block or alert you about cookies. Please note that some parts of our website may not function properly if cookies are disabled.
b. Change of Purpose
i. Your Personal Information will only be used for the purposes for which it was collected unless we determine that it is needed for a compatible purpose. If you have questions about compatibility, please contact us.
ii. If we need to use your Personal Information for an unrelated purpose, we will notify you and explain the legal basis for doing so.
iii. Your Personal Information may be processed without your knowledge or consent if required or permitted by law.
7. Disclosures of Personal Information
a. Your Personal Information may be shared with the following parties for the purposes outlined in this policy:
i. Internal Third Parties
- This includes members of our group companies (if any) or collaborating companies, who are required to follow this Privacy Policy when processing your Personal Information.
ii. External Third Parties
- Affiliates, collaborating companies, or trusted businesses that process Personal Information on our behalf.
- Third parties involved in business transactions, such as mergers, acquisitions, or sales of parts of our business. The new owners will be required to use your Personal Information as outlined in this Privacy Policy.
- All external parties must respect the security of your Personal Information and comply with the law. They are required to follow our instructions and maintain confidentiality.
- Third-party service providers are not permitted to use your Personal Information for their own purposes; they can only process it for specified purposes in line with our instructions.
8. International Transfers
a. Some external parties may be located outside South Africa (RSA), requiring the transfer of your Personal Information internationally.
b. To ensure your information is protected, we implement safeguards such as:
i. Transferring data only to countries with similar Personal Information protection laws as RSA.
ii. Contracting service providers to confirm confidentiality and compliance with privacy standards.
iii. For providers based in the U.S., transferring data only if they adhere to the Privacy Shield framework or similar protection mechanisms.
c. By submitting your Personal Information, you consent to its transfer outside RSA if required.
9. DATA SECURITY
a. We have implemented appropriate technological and organizational measures to prevent Personal Information from being accidentally lost, accessed, used, altered, or disclosed without authorization. Furthermore, we limit access to Personal Information to employees, agents, contractors, and other Third Parties who have a legitimate business need to access such data. These parties are authorized to process Personal Information only under our instructions and are bound by strict confidentiality obligations.
b. Where required by law, we will notify you and any applicable regulator of a data breach if we are legally obligated to do so.
10. DATA RETENTION
How long will we use your Personal Information for?
a. We will retain your Personal Information only as long as reasonably necessary to fulfill the purposes for which it was collected, including compliance with legal, regulatory, tax, accounting, or reporting requirements. Retention periods may extend if necessary to address a complaint or if litigation is anticipated.
b. When determining retention periods, we consider the volume, nature, and sensitivity of the data, potential risks from unauthorized use or disclosure, purposes of processing, alternative means to achieve those purposes, and applicable legal and regulatory requirements.
c. By law, we must retain basic customer information (including Contact, Identity, and Transaction Data) for at least five years after they cease being customers for tax purposes.
d. In certain circumstances, you may request the deletion of your data. For more details, see “Your Legal Rights” (Section 12).
e. In some cases, we will anonymize your Personal Information (making it untraceable to you) for research or statistical purposes. Such anonymized data may be used indefinitely without further notice to you.
11. RECORDS
We maintain accurate and up-to-date written records of all Personal Information Processing activities, including:
- Access, control, and security measures.
- Subcontractor details and processing purposes.
- Categories of Processing, transfers to Third-party countries, and related safeguards.
- Customer instructions and descriptions of technical and organizational measures.
- Retention and destruction policies for Personal Information.
12. SOCIAL MEDIA
a. Our website(s) may provide social plug-ins from networks like Facebook or LinkedIn. Interacting with such networks (e.g., registering an account or clicking links) may make your activity visible to those networks. This is necessary for the performance of your contract with us, allowing social network interactions. To prevent such transfers, log out of your social network accounts before visiting our websites or adjust your privacy settings as necessary.
b. Engagements via external social media networks are subject to the terms, conditions, and privacy policies of each platform.
c. Exercise caution when interacting with social media networks. WE WILL NEVER REQUEST PERSONAL OR SENSITIVE INFORMATION THROUGH SOCIAL MEDIA. For sensitive issues, contact us directly via phone or email.
d. Our social media pages may share shortened URLs. While we strive to ensure the authenticity of shared links, we cannot guarantee protection against spam or hacking. Users should exercise caution when clicking shortened URLs, as we are not liable for any issues arising from such links.
13. YOUR LEGAL RIGHTS
a. Under data protection laws, you have the following rights regarding your Personal Information:
i. Request Access: You may request a copy of your Personal Information to verify its lawful processing. (See our PAI Manual for further details.)
ii. Request Correction: Request corrections to incomplete or inaccurate data, subject to verification of the new information.
iii. Request Erasure: Request the deletion of your Personal Information when there’s no valid reason for its processing. Note that specific legal requirements may prevent immediate compliance.
iv. Object to Processing: Object to Processing based on legitimate interests if it affects your fundamental rights and freedoms. You can also object to Processing for direct marketing purposes.
v. Request Restriction: Request a temporary suspension of Processing in specific situations, such as verifying data accuracy or when data is required for legal claims.
vi. Request Data Transfer: Request a structured, machine-readable copy of your data for transfer to you or a third party. This applies to automated information processed with your consent or under contract.
vii. Withdraw Consent: Withdraw your consent for Processing where it was the basis of our processing activities. Note that withdrawal may affect service availability.
b. To exercise your rights, contact our Information Officer using the details provided in Section 1(b).
c. Fees: Access to Personal Information is generally free, but we may charge a reasonable fee for unfounded, repetitive, or excessive requests.
d. Verification: We may request specific information to confirm your identity and your rights over the data to ensure security.
e. Response Time: We aim to respond to legitimate requests within 30 days. For complex or multiple requests, we will notify you of any delays.
14. SUBCONTRACTORS
a. We may authorize Third Parties (subcontractors) to process Personal Information on our behalf. In such cases, we will:
i. Enter into written agreements ensuring the subcontractor implements suitable technical and organizational data security measures.
ii. Retain control over all Personal Information entrusted to the subcontractor.
b. Subcontractors are selected based on suitability and reliability.
c. Additional service providers offering non-essential services are not considered subcontractors under this policy.
d. We remain liable for subcontractor obligations under our agreements.
e. Subcontractors cannot amend, merge, or combine Personal Information without our instructions.
15. DEFINITIONS
a. Consent: Voluntary, specific, and informed permission for Processing Personal Information.
b. Data Subject: The individual whose Personal Information is being processed.
c. Legitimate Interest: Our business’s interest in managing operations while considering impacts on your rights.
d. PAI Act: Promotion of Access to Information Act, 2 of 2000.
e. Performance of Contract: Processing necessary to fulfill contractual obligations.
f. Personal Information: Information as defined under the POPIA.
g. POPIA: Protection of Personal Information Act, 4 of 2013.
h. Processing: Any activity involving Personal Information, including collection, storage, or destruction.
i. Special Personal Information: Sensitive data defined under Section 26 of the POPIA.
j. Third Parties:
- Internal: Other divisions of T4 Pumps Pty Ltd.
- External: Service providers, professional advisers, regulatory authorities, courts, or business buyers/sellers.
END OF POLICY