Privacy Policy - Web Janix
Effective Date: 01 January 2024
Last Updated: 01 July 2025
1. Introduction
Web Janix (“we,” “our,” or “us”) is committed to protecting your privacy and personal information in accordance with the Protection of Personal Information Act, 2013 (Act No. 4 of 2013) (“POPIA”) and other applicable South African laws.
This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website, products, or services.
2. Contact Information
Responsible Party:
Web Janix
Email: abigail@webjanix.co.za
Phone: + 27 72 532 7216
Centurion, South Africa
Information Officer:
Abigail Crafford
Email: abigail@webjanix.co.za
Phone: + 27 72 532 7216
3. Information We Collect
3.1 Personal Information
We may collect the following categories of personal information:
- Contact Information: Name, email address, phone number, physical address
- Business Information: Company name, job title, industry
- Technical Information: IP address, browser type, device information, cookies
- Usage Data: Pages visited, time spent on site, click-through rates
- Communication Records: Emails, chat logs, support tickets
- Financial Information: Billing address, payment method details (processed securely through third-party providers)
3.2 Special Personal Information
We do not intentionally collect special personal information as defined by POPIA (race, gender, pregnancy, marital status, ethnic origin, color, sexual orientation, age, physical or mental health, disability, religion, conscience, belief, culture, language, birth, education, medical, criminal, or employment history).
4. How We Collect Information
We collect personal information through:
- Direct interactions (forms, emails, phone calls)
- Automated technologies (cookies, analytics tools)
- Third-party sources (social media, business partners)
- Public sources (business directories, websites)
5. Purpose of Processing
We process your personal information for the following lawful purposes:
5.1 Contractual Obligations
- Providing requested services
- Managing client accounts
- Processing payments
- Fulfilling contractual obligations
5.2 Legitimate Interests
- Website analytics and improvement
- Marketing and promotional activities
- Business development
- Security and fraud prevention
5.3 Legal Compliance
- Compliance with tax and accounting requirements
- Regulatory reporting
- Law enforcement requests
5.4 Consent
- Email marketing (where consent is obtained)
- Optional cookies and tracking
- Special promotional activities
6. Information Sharing and Disclosure
6.1 Third-Party Service Providers
We may share your information with:
- Hosting and cloud service providers
- Payment processors
- Email marketing platforms
- Analytics providers
- Professional service providers (legal, accounting)
6.2 Legal Requirements
We may disclose information when required by:
- Court orders or legal process
- Law enforcement agencies
- Regulatory authorities
- Protection of our rights and property
6.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, personal information may be transferred as part of the transaction.
7. International Transfers
If we transfer personal information outside of South Africa, we ensure:
- The receiving country has adequate data protection laws, or
- Appropriate safeguards are in place (binding corporate rules, standard contractual clauses)
- You have provided explicit consent for the transfer
8. Data Security
We implement appropriate technical and organizational measures to protect your personal information:
- Encryption of data in transit and at rest
- Access controls and authentication
- Regular security assessments
- Staff training on data protection
- Secure disposal of information
- Incident response procedures
9. Data Retention
We retain personal information only as long as necessary for:
- The purposes for which it was collected
- Legal or regulatory requirements
- Legitimate business needs
General Retention Periods:
- Client records: 7 years after contract termination
- Marketing data: Until consent is withdrawn
- Website analytics: 26 months
- Financial records: As required by tax law
10. Your Rights Under POPIA
You have the right to:
10.1 Access
Request access to your personal information we hold
10.2 Correction
Request correction of inaccurate or incomplete information
10.3 Deletion
Request deletion of your personal information (subject to legal requirements)
10.4 Objection
Object to processing based on legitimate interests
10.5 Restriction
Request restriction of processing in certain circumstances
10.6 Data Portability
Receive your personal information in a structured format
10.7 Withdraw Consent
Withdraw consent for processing (where consent is the lawful basis)
10.8 Complaint
Lodge a complaint with the Information Regulator
11. How to Exercise Your Rights
To exercise your rights, contact our Information Officer:
Email: abigail@webjanix.co.za
Phone: +27 72 532 7216
We will respond to your request within 30 days or as required by POPIA.
12. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Remember your preferences
- Analyze website usage
- Provide personalized content
- Improve our services
You can manage cookie preferences through your browser settings. Some features may not function properly if cookies are disabled.
13. Children’s Privacy
Our services are not directed to children under 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will delete it promptly.
14. Information Regulator
The Information Regulator is the supervisory authority for data protection in South Africa:
Information Regulator South Africa
JD House, 27 Stiemens Street
Braamfontein, Johannesburg, 2001
P.O Box 31533, Braamfontein, Johannesburg, 2017
Email: inforeg@justice.gov.za
Phone: +27 10 023 5200
15. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes by:
- Posting the updated policy on our website
- Sending email notifications to registered users
- Other appropriate communication methods
16. Automated Decision-Making
We do not use automated decision-making or profiling that would significantly affect you. If this changes, we will update this policy and seek appropriate consent.
17. Data Breach Notification
In the event of a data breach that poses a risk to your rights, we will:
- Notify the Information Regulator within 72 hours
- Inform affected individuals without undue delay
- Take immediate steps to contain and remedy the breach
18. Consent Management
Where we rely on consent as the lawful basis for processing:
- Consent is freely given, specific, informed, and unambiguous
- You can withdraw consent at any time
- Withdrawal of consent does not affect prior lawful processing
19. Marketing Communications
We may send you marketing communications if:
- You have consented to receive them
- You are an existing client and we are marketing similar services
- We have a legitimate interest (with easy opt-out)
You can opt out of marketing communications at any time by:
- Clicking the unsubscribe link in emails
- Contacting our Information Officer
- Updating your account preferences
20. Effective Date and Governing Law
This Privacy Policy is effective as of [Insert Date] and is governed by South African law, including POPIA and the Electronic Communications and Transactions Act.
Acknowledgment: By using our services, you acknowledge that you have read, understood, and agree to this Privacy Policy.