Privacy Policy

1. Introduction

Promo Products Africa ("PPA", "we", "us", or "our") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you visit our website, utilize our procurement services, or engage with us in a B2B capacity.

We conduct our operations primarily in South Africa and the wider SADC region. Accordingly, this policy is designed to comply with the Protection of Personal Information Act (POPIA) of South Africa and other relevant data protection regulations applicable in the territories we serve.

By using our website or submitting a Request for Quotation (RFQ), you consent to the data practices described in this policy. If you do not agree with the terms of this privacy policy, please do not access the site.

2. Information We Collect

To provide you with premium corporate merchandise and procurement services, we may collect information about you in a variety of ways:

A. Personal Data

While acting in a B2B capacity, we collect personal information that you voluntarily give to us when registering an account, expressing an interest in obtaining products, or otherwise communicating with us. This includes:

• Full name and job title.
• Corporate email addresses and contact telephone numbers.
• Company name, registration numbers, and VAT numbers.
• Billing addresses and physical delivery addresses (across South Africa, Eswatini, Botswana, Namibia, etc.).

B. Financial Data

Financial information, such as data related to your payment method (e.g., EFT details, corporate credit card numbers), is collected when you purchase, order, return, exchange, or request information about our services. Note: All credit card transactions are processed via secure, compliant third-party payment gateways. We do not store your credit card information on our servers.

C. Operational & Branding Data

Files and assets uploaded for the purpose of fulfilling merchandise orders, including corporate logos, vector files, branding guidelines, and specific departmental information required for mockups and final production.

D. Automatically Collected Data

When you access the site, our servers automatically record information that your browser sends. This may include your IP address, browser type, operating system, access times, and the pages you have viewed directly before and after accessing the site.

3. How We Use Your Information

Having accurate information about you permits us to provide you with a smooth, efficient, and customized experience. Specifically, we use information collected via the Site to:

• Order Fulfillment: Generate accurate quotations, process invoices, and manage the production of branded goods (embroidery, screen printing, laser engraving).
• Logistics: Coordinate deliveries directly to your corporate offices or branches across the SADC region.
• Communication: Send digital artwork proofs (mockups) within 48 hours for your approval, send order status updates, and respond to customer service requests.
• Account Management: Create and manage your procurement account, enabling easy re-ordering and tracking.
• Marketing: With your consent, send newsletters detailing new apparel, workwear, or promotional gift collections. (You may opt out at any time).
• Compliance: Comply with legal obligations and resolve any disputes.

4. Disclosure of Your Information

We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

• Third-Party Service Providers: We may share your information with third parties that perform services for us or on our behalf, including logistics and courier companies (to deliver your merchandise), payment processors, and specialized manufacturing or branding facilities. We only share the minimum data necessary for them to perform their functions.
• By Law or to Protect Rights: If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by POPIA and applicable law.
• Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

5. Data Retention & Security

Retention: We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information.

Security: We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. This includes secure server hosting, SSL encryption for data transmission, and restricted access to personal data by PPA employees. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure.

6. Your Data Protection Rights

Under POPIA and other applicable laws, you have specific rights regarding your personal information:

• Right to Access: You can request a copy of the personal information we hold about you.
• Right to Rectification: You can request that we correct or update any inaccurate or incomplete personal information.
• Right to Erasure (Right to be Forgotten): You can request that we delete your personal information, subject to certain legal exceptions.
• Right to Object: You can object to our processing of your personal information for direct marketing purposes.

To exercise these rights, please email our Information Officer at sales@promoproducts.africa. We will respond to your request within a reasonable timeframe.

7. Cookies and Tracking Technologies

We may use cookies, web beacons, tracking pixels, and other tracking technologies on the Site to help customize the Site and improve your experience. When you access the Site, your personal information is not collected through the use of tracking technology. Most browsers are set to accept cookies by default. You can remove or reject cookies, but be aware that such action could affect the availability and functionality of the Site.

8. Changes to this Privacy Policy

We may update this privacy policy from time to time. The updated version will be indicated by an updated "Last Updated" date and the updated version will be effective as soon as it is accessible. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.