This document outlines how Red G (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
This document outlines how Red G (Pty) Ltd, its various departments, and third-party providers process, store, manage, and share personal data in accordance with the Protection of Personal Information Act (PoPIA) of 2013 in South Africa.
The Protection of Personal Information Act, also known as the PoPI Act, is South Africa's legislation equivalent to the EU's GDPR (General Data Protection Regulation).
The PoPI Act applies to individuals and organizations that maintain any form of records containing personal information, unless other legislation provides stronger protection for such information.
The act sets the minimum standards for safeguarding personal information and governs its processing. Processing includes activities such as collecting, receiving, recording, organizing, retrieving, using, disseminating, distributing, or making personal information available. The act also applies to records that are already in the possession of the entity or person responsible for processing.
The storage of your information depends on the specific services you use. Let's break it down:
Our Website:
When you register an account on our website, you provide your information, which is securely stored on our servers. Access to this information is subject to the conditions mentioned below.
Our CRM:
We utilize a custom-built CRM to manage our customers, bookings, vouchers, sign-over sheets, training sign-ins, scheduled drives, and more. Our CRM operates on state-of-the-art servers that ensure the security of our main website.
Phone Calls:
All phone calls made to any of our contact numbers are recorded and saved on our VoIP servers.
Each section mentioned above follows specific storage policies:
Our Website:
On our website, the duration of information storage depends on activity. Our policy states that if you have not been active on our website for more than 18 months, your profile and all associated information will be deleted from our website and purged from our databases. We determine activity based on the last successful login to our website, as we do not have alternative means of tracking user activity.
Our CRM:
Once your information has been removed from our main website, your account on our CRM is marked as inactive. This inactive state persists for a period not exceeding 2 years. If you have been blacklisted by us due to non-payment or any other blacklisting policies, your information will be retained for a minimum of 10 years, and potentially indefinitely.
Phone Calls:
Each incoming and outgoing call is recorded and stored. The recording files are retained for 3 months before being deleted.
We are meticulous about sharing information and limit its access to specific parties. We do not share any information with advertising agencies or any other party that does not directly contribute to our services.
Our Staff:
To perform their required duties, our staff members are provided with access to your information through company-supplied laptops and/or mobile phones.
Diamatrix t/a Domains:
As part of their service offering, Domains hosts and stores data for clients. Clients have access to their own data, which is secure on a per-product basis. While Domains staff may have access to servers and client data as necessary, they do not handle or manipulate any client data without explicit permission. Domains has signed NDAs with staff members and third parties, including their external network management team.
Our Accountants:
Our accountants may occasionally access information related to accounts for purposes such as following up on outstanding payments, VAT calculations, and financial services.
To provide you with the best service possible, we engage with select third-party providers who receive limited access to your information. However, this access is more restricted compared to the information you provide and is only accessed by Red G staff.
Zoho Books:
We utilize Zoho Books for managing our accounting. Any customer information and purchases are stored on Zoho Books. Zoho staff members do not have access to or the ability to manipulate this information. In rare cases where technical assistance requires Zoho's access to our profile, their actions are supervised by an Red G staff member. Furthermore, the contractual agreement with Zoho Books ensures that no information is shared or accessed without explicit permission from Red G.
Zoho Assist:
We make use of Zoho Assist to remotely monitor and access our customer's computer(s) with their explicit consent. Zoho Employees never have access to the remote connection, and the remote connection is end-to-end encrypted
Google:
We rely on various Google services, including Google Workspace for emails, calendar, and contacts; Google Analytics for monitoring website usage and statistics; Google My Business for managing our business listing and responding to reviews; and Google Maps for navigation for consultations.
Apple:
For staff members using Apple devices, your contact information may be saved in their iCloud service (e.g., Apple Mail, Contacts, Calendar). Apple Maps may also be used for navigation to and from consultations.
3CX:
3CX is our telecommunications software provider, responsible for securely storing all phone calls, phone numbers, and call recordings on their servers.
Brevo (Previously: SendinBlue):
Brevo serves as our mass mailing provider. Any newsletters or notices sent are sent through Brevo. This service operates on an opt-in basis, ensuring that we do not send any information to you, our customer, without your approval.
We may store some or all of the information listed below. You can request a copy of the information we have on file for you at any time. Please note that the list provided is for indicative purposes and may not include all data elements.
Our Website:
Our CRM:
Zoho Books:
Zoho Assist:
Google:
Apple:
3CX:
Brevo (Previously SendinBlue):
At your discretion, you may request the removal of all your information from our systems. To initiate this process, please send an email to [email protected] with your removal request. However, please be aware of the following limitations:
You can also request a breakdown of all stored information, including what has been deleted and what is scheduled for deletion.
The POPI Act mandates that businesses designate a compliance officer for addressing queries, complaints, and information requests.
Our Compliance Officer:
Dean Swart
[email protected]
+27 (11) 708-0160
