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POPIA Policy

Protection of Personal Information Act compliance

Last updated: January 2026

1. INTRODUCTION

Impact Elements (Pty) Ltd ("we", "our", or "us"), registration number 2017/531020/07, is committed to protecting the privacy and security of your personal information. This POPIA Policy explains how we collect, use, store, and protect your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA).

2. RESPONSIBLE PARTY AND INFORMATION OFFICER

Impact Elements (Pty) Ltd is the Responsible Party for personal information processed in connection with our business and website.

  • Information Officer: Reon Smith
  • IO Registration No.: 2026-063729 (registered with the Information Regulator on 05/08/2026)
  • Email: [email protected] (also [email protected])
  • Registered address: 17 Arend Ave, Windsor Glen, Randburg, 2194

3. INFORMATION WE COLLECT

We may collect the following types of personal information:

  • Contact information (name, email address, phone number, company name)
  • Business information relevant to our services
  • Communication records when you contact us
  • Website usage data (cookies, IP address, browser type)

4. PURPOSE OF PROCESSING

We process your personal information for the following purposes:

  • Providing and delivering our consulting services
  • Responding to your inquiries and requests
  • Sending marketing communications (with your consent)
  • Complying with legal obligations
  • Improving our website and services

5. DATA RETENTION

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Typically, we retain client engagement records for the duration of the engagement plus at least 5 years for Companies Act / tax and professional record-keeping purposes, unless a longer period is required.

6. YOUR RIGHTS

Under POPIA, you have the right to:

  • Request access to your personal information (s23)
  • Request correction of inaccurate information (s24)
  • Request deletion of your information (subject to legal requirements)
  • Object to processing of your personal information (s11(3))
  • Withdraw consent at any time where processing is based on consent

To exercise these rights, email the Information Officer at the address above. We will verify your identity before responding and aim to reply within a reasonable period.

7. SECURITY MEASURES

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, loss, or damage. This includes encryption in transit where used, access controls, and least-privilege access for directors and operators.

8. THIRD PARTIES AND OPERATORS

We may share your information with trusted service providers (operators) who assist us in delivering our services — primarily Microsoft 365 (Exchange Online / SharePoint / OneDrive in South Africa geography for core workloads). Website enquiries are delivered into our Microsoft 365 mailboxes via Microsoft Graph. Where we act as an operator for a client, we process that client's personal information only on their documented instructions and under an appropriate operator arrangement.

9. CONTACT US

For any questions about this policy, our Record of Processing Activities, or to exercise your rights, please contact:

Information Officer: Reon Smith — [email protected]
General: [email protected]
IO Registration No. 2026-063729