This document outlines how Corpnet Print Excellence (Pty) Ltd, it's various departments, and third party providers process, store, manage, and share personal data in accordance with the Protection of Personal Information Act or Southern Africa.
Last Updated: 28 June 2023
The Protection of Personal Information Act (or POPI Act) is South Africa’s equivalent of the EU GDPR.
The Act applies to any person or organisation who keeps any type of records relating to the personal information of anyone, unless those records are subject to other legislation which protects such information more stringently.
It therefore sets the minimum standards for the protection of personal information. It regulates the “processing” of personal information. “Processing” includes collecting, receiving, recording, organizing, retrieving, or using such information; or disseminating, distributing or making such personal information available.
The Act will also relate to records which are already in the possession of the entity or person doing the processing.
This depends on which of our services you use, so let’s break it down:
Each of the sections mentioned above have their own storage policies:
Our website: On our website, information storage duration depends on activity. Our policy is that if you have not been active on our website for more than 18 months. Your activity on our website is based on the last time you successfully logged into our website, as we do not have any other means of tracking your activity on our website.
Our CRM: Once your information has been removed from our main website, we mark your account on our CRM as active. It will remain in this active state until you request us to remove you from our CRM. In the event that you have been blacklisted by us as a result of non-payment, or any of our blacklisting policies, your information will be retained for a minimum period of 10 years, however, the information may be kept indefinitely.
Physical forms: All printed documentation is kept for a minimum period of 2 years, after which the documentation will be destroyed.
Phone calls: Each call both incoming and outgoing is recorded. Each recording is stored and retained for 3 months before the recording file is deleted.
We have always been very careful who we share information with. We do not share any information with any advertising agencies, or any party that does not directly affect our services.
Our staff: For our staff to perform their duties as required, they have access to your information using company supplied laptops and / or mobile phones.
Altitude Media: Our I.T and technical partner, Altitude Media, is responsible for the continued development of our platforms, as well as general I.T. support. Altitude Media has signed a Non-disclosure agreement, and no Corpnet Print Excellence information gets shared from Altitude Media.
Texo Webhosting: Texo Webhosting, managing domains for Corpnet, ensures controlled access and data security. Access to client domain data is limited to authorized personnel, strictly for domain administration and technical support. Our staff accesses domain servers solely for necessary tasks and technical troubleshooting, with no handling or modification of client domain data without Corpnet's explicit instructions. Regular access reviews, stringent data protection measures, and confidentiality commitments are maintained to uphold Corpnet's domain data security and privacy.
Domains.co.za: As part of its service, hosts and securely stores client data. Each client has access to their own data, ensuring individual security per product. Domains' staff may access servers and client data when required but do not handle or modify client data without explicit consent. Domains prioritises confidentiality, having signed NDAs with its staff and external network management team.
Our Accountants: Finzone CC may from time to time access information relating to accounts for the purposes of following up on outstanding payments, VAT calculations, and any financial related services.
As part of providing you with the best possible service, we have to make use of third-party providers and provide them with some of your information, however, this information is far more limited than what you supply and is only accessed by Corpnet Print Excellence (Pty) Ltd staff and Altitude Media.
Boss Print: Boss Print is the Point of Sale system that we use to process on-site sales. The information saved on Boss Print is kept completely privatised behind a 256-bit encrypted server.
First National Bank: FNB is our primary bank. They function as a recognised bank, they follow strict data enforcement policies that is required by banks in South Africa.
Yoco: Yoco is our payment partner for on-site card payments. As they function as a bank, they follow the same strict data enforcement policies that is required by banks in South Africa.
QuickBooks: We use QuickBooks to manage our accounting and VAT. Thus all purchases and customer info is loaded onto Quickbooks. No-one at QuickBooks has access to or the ability to manipulate any of the information. In the odd event that QuickBooks requires access to our profile for technical assistance, their actions are supervised by an Corpnet Print Excellence (Pty) Ltd staff member. Furthermore as part of the contractual agreement with QuickBooks, no information is shared or accessed without explicit permission from Corpnet Print Excellence (Pty) Ltd.
Google: We use Google for several services including (but not limited to): Google Workspace for emails calendar and contacts, Google Analytics for monitoring website usage and statistics, Google my Business for managing our business listing and replying to reviews, Google Maps for navigating to your address for collections and drop-offs.
Apple: For the staff that use Apple devices, your contact information may be saved in their iCloud service (i.e. Apple Mail, Contacts, Calendar), as well as using their Maps service for navigating to and from your property for collections, deliveries and client visits.
Voys: Voys Telecom is our telecommunications provider, so all phone calls, phone numbers as well as our call recordings are securely stored on Voys Telecom's servers
Brevo (Send in Blue): Brevo (Previously Send in Blue) is our mass mailing provider. Any newsletters or notices that are sent out are sent from Brevo. This is an opt-in service, meaning that we do not send any information to you, our customer, without your approval.
The Courier Guy: We sometimes make use of The Courier Guy to deliver your parcel straight to your door. Currently The Courier Guy has some security issues relating to their online platform, so as a result we keep only the bare minimum of information on their servers, and remove the information as soon as the parcel has been delivered. The Courier Guy is working on increasing their security on their website.
We may store some or all of the information listed below. You can request what information we have on file for you at any time. The list below is for indicative purposes only, and may not include all elements.
Our main website
Our CRM
Boss Print
QuickBooks
Apple
Voys
Brevo (Send in Blue)
The Courier Guy
At your discretion, you may request at any time for Corpnet Print Excellence (Pty) Ltd to remove all your information from our systems. To do so, please send an email to popia@corpnetpx.co.za to request the removal. There are, however, some limitations:
You may also request a breakdown of all information that we have stored, what has been deleted, and what will be scheduled for deletion.
The POPI Act mandates that businesses designate a compliance officer for addressing queries, complaints, and information requests.
Our Compliance Officer:
André Thirion
popia@corpnetpx.co.za
0861 88 99 77