The Document Warehouse (Pty) Ltd is committed to protecting users’ personal information when using our website. This policy will stipulate protections with regards to the collection, processing, storage and other functions when it comes to your personal information. We strive to provide safe, secure and enjoyable experience when dealing with us and our website.
“Responsible party”: The responsible party is the entity that needs the personal information for a particular reason and determines the purpose of and means for processing the personal information. In this case, the organisation is the responsible party.
“Consent”: Means any voluntary, specific and informed expression of will in terms of which permission is given for the processing of personal information.
“Operator”: An operator means a person who processes personal information for a responsible party in terms of a contract or mandate, without coming under the direct authority of that party. For example, a third-party service provider that has contracted with the organisation to file documents containing personal information.
“Personal Information”: Personal information is any information that can be used to reveal a person’s identity. Personal information relates to an identifiable, living, natural person, and where applicable, an identifiable, existing juristic person (such as a company).
“Third Party”: relating to a person or group besides the two primarily involved in a situation.
“Information Officer”: The Information Officer is responsible for ensuring the organisation’s compliance with POPIA. Where no Information Officer is appointed, the head of the organisation will be responsible for performing the Information Officer’s duties.
“Data Subject”: This refers to the natural or juristic person to whom personal information relates, such as an employee, individual client, customer or a company that supplies the organisation with products or other goods.
“Processing”: The act of processing information includes any activity or any set of operations, whether or not by automatic means, concerning personal information and includes: the collection, receipt, recording, organisation, collation, storage, updating or modification, retrieval, alteration, consultation or use; dissemination by means of transmission, distribution or making available in any other form; or merging, linking, as well as any restriction, degradation, erasure or destruction of information.
“Direct Marketing”: Means to approach a data subject, either in person or by mail or electronic communication, for the direct or indirect purpose of: Promoting or offering to supply, in the ordinary course of business, any goods or services to the data subject; or requesting the data subject to make a donation of any kind for any reason.
“Children”: Means a natural person under the age of 18 years who is not legally competent, without the assistance of a competent person, to take any action or decision in respect of any matter concerning him or herself.
The governing law which is applied and used to interpret the following clauses, is that of the laws governed in the Republic of South Africa.
To comply with the Privacy and Electronic Communications (EC Directive) Regulations we have recently conducted a Cookie Audit of our website (April 2012) to ensure that we are fulfilling all necessary requirements in relation to our users.
Our website uses a number of cookies to gain access to, and store data on, our visitor’s computers. For more information about cookies and what they are used for, please see www.aboutcookies.org. The following is our position in relation to current Cookies in use on our website, and how we store and use them.
Our current assessment of the cookies used by our website is as follows:
First-party cookies are used to monitor how our clients and visitors find and use our website. We report on this activity in aggregate, and use this information solely for the purposes of improving the functionality of, and monitoring our website.
Session ID (PHPSESSID) – We use these to keep track of your movement from page to page, so you don’t get asked for the same information that you have already given to our site.
Consent cookie –These are used to keep track of whether or not the user has granted consent for cookies to be stored on their computer.
Third party cookies are cookies created by another party external to The Document Warehouse, when you use a page on our website. These cookies are specific to the third-party’s domain and accordingly the data held in them can be seen and managed by the third party, and not by us. We control whether or not we use the third-party service with our website, and how it is integrated and presented on our website. We do not however have control over the content or the cookies themselves, the use made of them or the security of that data once held by the third party.
These third parties may collect information about your visit to our website, and they may then use this along with other data in order to serve advertising which may be more relevant to you and your interests. However, we recognise that some visitors may see this use of data as intrusive, so for your information we are listing the third-party cookies that we use to allow you to manage your settings to your specifications.
The third-party sites that we use are:
__utma – These are used to determine unique visitors to your site. Expiration is 2 years. __utmb – These are used to establish and continue a user session with your site. Expiration is 30 minutes. __utmc – These are used to determine whether or not to establish a new session for the user. Expiration is after the browser is exited.
__utmz – These are used to calculate search engine traffic, ad campaigns and page navigation within the site. Expiration is 6 months.
We believe there is no reason for our website visitors to be concerned about the privacy implications of any of the cookies we use, but we do understand that you may need to be made aware of the intention and scope of data stored in the cookies, which are created or updated on your computer when you visit our website. You always have the option to delete these cookies from your computer between visits to our website if desired.
If you have concerns about the privacy implications of the cookies we use, then we recommend that you manage your cookie settings using the cookie management tools in your web browser.
We occasionally try out other providers which may result in the creation off other cookies on your computer. If we are currently doing so then these providers and cookies will be listed here. No other trials are currently running.
We may send you information about our various services, products or offers that we feel would be of interest to you. Only The Document Warehouse will send you these direct mailings. At any time, you may opt-out of The Document Warehouse’s marketing list or update your information.
The Document Warehouse collects information via our website and uses it only for legitimate business reasons. Ways in which we may receive information through our website includes information around the placing of orders for our products, registration and log in, enquiry forms, POPIA enquiries and PAIA enquiries. Through this process a wide variety of personal information can be collected, for example; your name, email and phone number. By submitting any information via our website, you are voluntarily providing us with this information.
Users who submit information via the means stated above consent to us using this information for legitimate business reasons and in a lawful manner. If we require to use the information for any other reasons, we will ensure that we obtain written consent from the data subject.
Any personal information that we hold/store whether physical or electronic will have the appropriate safeguards to ensure that there is no unauthorised access, modification, misuses, disclosure, deletion or disposal.
The Document Warehouse will not disclose/sell personal information of users that visit our website or use our services. We may however disclose anonymous statistics regarding the number of visitors to our site or the origin of site users. This is purely for marketing/advertising purposes so we can collate statistics regarding how traffic enters our site. The information you provide The Document Warehouse may also be used for marketing purposes.
With regards to Personal information, we will only disclose such information to third parties when it is required by law, legitimate legal/business interests or to for fill contractual obligations for you. Mandatory disclosure of personal information will take place when require by law or to protect the interests of ourselves, our clients or the users of this website.
The Document Warehouse does not transfer information cross border, if information is transferred cross border, we will ensure that the country has similar data protection laws as South Africa and if it does not, we will ensure the operator we are dealing with has the necessary data protection in place. If information is transferred cross border, it will only be for legitimate business reasons.
The Document Warehouse does not knowingly collect children’s information, if we discovered that we have collected information of children where we act as the responsible party we will either; use reasonable effort to remove such information from our system/files; or we will seek consent from a legal parent or guardian. If you discover that we have recorded your child’s information where we are acting as a responsible party, please contact us.
The Document Warehouse may keep information that it acquires through its website for an indefinite period of time. Users may object to this and in such cases, we will only keep the information for the amount of time stipulated by the user or for how long we are lawfully entitled/obliged to do so.
Any information that is provided by the user to us through the website, will be considered accurate. However, if information provided to us is inaccurate the user has the right to notify us so that we may rectify the mistake. As it is the Data Subjects right to make sure that the personal information that we hold is accurate. A request to rectify errors of personal information may be made to the following email: firstname.lastname@example.org .