Effective Date: 25 March 2025
Website: www.siaac-group.com

This Privacy Policy explains how SIAAC South Africa (Pty) Ltd collects, uses, stores, shares and protects personal information in accordance with the Protection of Personal Information Act, 2013, commonly referred to as POPIA.

This Privacy Policy applies to users of the SIAAC website, prospective clients, approved clients, suppliers, business contacts, service providers and any person who submits information to SIAAC through the website, client application form, email, telephone, WhatsApp, in-person communication or any other business channel.

1. Company Information

SIAAC South Africa (Pty) Ltd
Registration No.: 2023/177320/07
VAT No.: 4730319219
Import / Export Licence: 25589026

Billing / Postal Address:
1 Gulfstream Avenue, Airport Industria
Cape Town, Western Cape, 7490
South Africa

Contact Details:
Phone: +27 21 111 0425
Email: admin@siaac-group.com
Website: www.siaac-group.com

2. Purpose of This Privacy Policy

The purpose of this Privacy Policy is to explain:

2.1 what personal information SIAAC collects;
2.2 why SIAAC collects personal information;
2.3 how SIAAC uses and protects personal information;
2.4 when SIAAC may share personal information with third parties;
2.5 the rights of data subjects under POPIA; and
2.6 how data subjects may contact SIAAC or lodge a complaint.

3. Personal Information We Collect

SIAAC may collect and process the following types of personal information where necessary for lawful business purposes:

3.1 names, surnames, job titles and contact persons;
3.2 company names, registration numbers, VAT numbers and business addresses;
3.3 email addresses, telephone numbers and other business contact details;
3.4 billing, delivery and account administration details;
3.5 client application information submitted through the SIAAC website;
3.6 information required to verify a business, company representative or account application;
3.7 payment, transaction, order, quotation and invoice-related information;
3.8 communication records, including emails, WhatsApp messages, call notes and website enquiries;
3.9 technical information such as IP addresses, browser type, device information, cookies and website usage data;
3.10 marketing preferences and consent records; and
3.11 any other information voluntarily provided to SIAAC for business, account, sales, operational or administrative purposes.

SIAAC does not intentionally collect more personal information than is reasonably required for the purpose for which the information is processed.

4. How We Collect Personal Information

SIAAC may collect personal information:

4.1 directly from the data subject;
4.2 from a company representative completing a client application form;
4.3 through the SIAAC website and online forms;
4.4 through email, telephone, WhatsApp or other business communication channels;
4.5 through ERP, CRM, accounting, sales or operational systems;
4.6 from publicly available company or business sources;
4.7 from suppliers, service providers, business partners or authorised representatives; and
4.8 where necessary, from third-party verification sources used for lawful business checks.

5. Purpose for Processing Personal Information

SIAAC processes personal information for the following purposes:

5.1 to receive and assess client application forms;
5.2 to verify business information and company details;
5.3 to create, manage and administer client accounts;
5.4 to load client details onto SIAAC’s ERP, CRM, accounting or operational systems;
5.5 to issue quotations, invoices, statements and account-related communication;
5.6 to process orders, deliveries, collections, returns and service requests;
5.7 to communicate with clients, suppliers and business contacts;
5.8 to provide product, technical, sales and operational support;
5.9 to comply with tax, accounting, audit, customs, import/export and legal obligations;
5.10 to manage internal reporting, business analytics and operational planning;
5.11 to protect SIAAC’s legal, commercial and operational interests;
5.12 to send business updates, product information or marketing communication where permitted by law; and
5.13 to improve the website, client experience and business processes.

6. Legal Basis for Processing

SIAAC processes personal information only where there is a lawful basis to do so. This may include:

6.1 the data subject or authorised company representative has provided consent;
6.2 processing is necessary to perform or conclude a contract;
6.3 processing is necessary to comply with a legal obligation;
6.4 processing is necessary to protect SIAAC’s legitimate business interests;
6.5 processing is necessary to protect the legitimate interests of a client, supplier, data subject or third party; or
6.6 processing is permitted or required under POPIA or another applicable law.

7. Client Application Forms

When a client application form is submitted through the SIAAC website, the applicant confirms that:

7.1 the information provided is true, accurate and complete;
7.2 the person submitting the application is authorised to provide the information on behalf of the business;
7.3 SIAAC may process the information for client onboarding, business verification, account administration and operational purposes;
7.4 SIAAC may load the information onto its ERP, CRM, accounting and operational systems; and
7.5 SIAAC may contact the applicant or business for additional information where required.

Submission of a client application form does not automatically guarantee account approval, pricing access, trading terms or supply.

8. Sharing of Personal Information

SIAAC may share personal information with third parties where necessary for lawful business purposes, including:

8.1 ERP, CRM, accounting, hosting, IT and software service providers;
8.2 logistics, courier, freight and delivery service providers;
8.3 banks, auditors, accountants, insurers, legal advisors and professional service providers;
8.4 product suppliers, manufacturers, distributors and technical support partners;
8.5 group companies or authorised representatives where required for administration, reporting or support;
8.6 regulatory authorities, tax authorities, law enforcement bodies or public bodies where required by law; and
8.7 any other third party where the data subject has consented or where sharing is otherwise permitted by law.

SIAAC requires third parties who process personal information on its behalf to apply appropriate confidentiality, security and data protection measures.

9. Direct Marketing and Business Communication

SIAAC may send business-related communication, product updates, pricing updates, event invitations or marketing communication to clients and business contacts where permitted by law.

Recipients may opt out of direct marketing communication at any time by using the unsubscribe option provided, where available, or by contacting SIAAC directly.

SIAAC will not knowingly send direct marketing communication to a person who has opted out, unless the communication is necessary for account administration, legal compliance, order fulfilment or another legitimate business purpose.

10. Cookies and Website Tracking

The SIAAC website may use cookies, analytics tools and similar technologies to:

10.1 improve website functionality;
10.2 understand website traffic and user behaviour;
10.3 improve website performance and security;
10.4 manage online forms and enquiries; and
10.5 support digital marketing and reporting activities.

Users may adjust their browser settings to refuse or manage cookies. Some website features may not function properly if cookies are disabled.

11. Cross-Border Transfer of Personal Information

SIAAC may, where necessary for business, ERP, account administration, technical support, supplier communication, reporting or group administration purposes, transfer or provide access to personal information to authorised service providers, suppliers, group companies or systems located outside South Africa.

Any cross-border transfer of personal information will be handled in accordance with POPIA, including section 72, and will only take place where there is an appropriate legal basis, adequate protection, contractual safeguards, consent or another lawful basis recognised under POPIA.

12. Information Security

SIAAC takes reasonable and appropriate technical and organisational measures to protect personal information against loss, unauthorised access, misuse, alteration, disclosure or destruction.

These measures may include:

12.1 access control;
12.2 password protection;
12.3 system permissions;
12.4 secure storage systems;
12.5 staff confidentiality measures;
12.6 supplier and service provider controls;
12.7 data backup and recovery processes; and
12.8 internal policies and procedures.

Although SIAAC takes reasonable steps to protect personal information, no electronic transmission or storage system can be guaranteed to be completely secure.

13. Retention of Personal Information

SIAAC will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law.

Personal information may be retained for:

13.1 client onboarding and account administration;
13.2 order, invoice, tax, audit and accounting records;
13.3 legal, regulatory and compliance purposes;
13.4 dispute resolution;
13.5 internal business reporting; and
13.6 operational continuity.

When personal information is no longer required, SIAAC will take reasonable steps to delete, destroy, de-identify or securely archive the information.

14. Rights of Data Subjects

In accordance with POPIA, data subjects have the right to:

14.1 request confirmation of whether SIAAC holds personal information about them;
14.2 request access to their personal information;
14.3 request correction, updating or deletion of inaccurate, irrelevant, excessive, outdated, incomplete or unlawfully obtained personal information;
14.4 object to the processing of personal information in certain circumstances;
14.5 withdraw consent where processing is based on consent;
14.6 object to direct marketing;
14.7 lodge a complaint with SIAAC; and
14.8 lodge a complaint with the Information Regulator.

Requests may be submitted to SIAAC using the contact details set out in this Privacy Policy. SIAAC may require proof of identity or authority before processing a request.

15. Accuracy of Personal Information

Data subjects and applicants are responsible for ensuring that the personal and business information provided to SIAAC is accurate, complete and up to date.

Where information changes, the relevant client, supplier, applicant or business contact must notify SIAAC so that records may be updated.

16. Children’s Personal Information

SIAAC is a business-to-business organisation and does not intentionally collect personal information relating to children through its client application process or ordinary website business activities.

If SIAAC becomes aware that children’s personal information has been submitted without a lawful basis, SIAAC will take reasonable steps to delete or restrict the processing of that information.

17. Links to Third-Party Websites

The SIAAC website may contain links to third-party websites, platforms or resources.

SIAAC is not responsible for the privacy practices, content or security of third-party websites. Users should review the privacy policies of any third-party websites they visit.

18. Information Officer

SIAAC’s Information Officer details are as follows:

Information Officer: The Information Officer, SIAAC South Africa (Pty) Ltd
Email: commercial[@]siaac-group.com

Telephone: +27 21 111 0425
Address: 1 Gulfstream Avenue, Airport Industria, Cape Town, Western Cape, 7490, South Africa

Requests relating to personal information, access, correction, deletion or objections may be sent to the Information Officer.

19. Complaints

If a data subject believes that SIAAC has processed personal information unlawfully or in a manner that does not comply with POPIA, the data subject may contact SIAAC first so that the matter can be reviewed and addressed.

Complaints may be submitted to:

SIAAC South Africa (Pty) Ltd
Email: commercial[@]siaac-group.com
Phone: +27 21 111 0425

Data subjects also have the right to lodge a complaint with the Information Regulator.

Information Regulator South Africa
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Telephone: 010 023 5200
Toll Free: 0800 017 160
Email: enquiries@inforegulator.org.za
Website: www.inforegulator.org.za

20. Updates to This Privacy Policy

SIAAC may update this Privacy Policy from time to time to reflect changes in the law, business operations, systems, processes or website functionality.

The latest version of this Privacy Policy will be published on the SIAAC website. Continued use of the website or submission of information to SIAAC after an update will be deemed acceptance of the updated Privacy Policy.

21. Contact Details

For privacy-related queries, requests or complaints, please contact:

SIAAC South Africa (Pty) Ltd
1 Gulfstream Avenue, Airport Industria
Cape Town, Western Cape, 7490
South Africa

Phone: +27 21 111 0425
Email: admin[@]siaac-group.com
Website: www.siaac-group.com