Privacy Policy
This is the privacy notice of actsys.co.za. In this document, “we”, “our”, or “us” refer to our business or company name.
We are based in South Africa.
Our registered office is at.
7 Suni Avenue,
Corporate Park South,
Midrand, Gauteng,
South Africa
Introduction
1. This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
2. We regret that if there are one or more points below with which you are not happy, your only recourse is to leave our website immediately.
3. We take seriously the protection of your privacy and confidentiality. We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party.
4. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
5. Our policy complies with South African law accordingly implemented with regards to the South African Protection of Personal Information Act (POPIA). Our policy also complies with the EU General Data Protection Regulation (GDPR).
6. The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at https://www.justice.gov.za/inforeg/docs.html.
7. Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.
The basis on which we collect information about you
The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
1. Information we process because we have a contractual obligation with you
When you create an account on our website, buy a product or service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.
In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.
We may use it in order to:
1.1. verify your identity for security purposes;
1.2. sell products to you;
1.3. provide you with our services; and
1.4. provide you with suggestions and advice on products, services and how to obtain the most from using our website.
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.
Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable.
We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
2. Information we process with your consent
Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including job opportunities and our products and services, you provide your consent to us to process information that may be personal information.
Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.
Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply.
Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information, for example to monitor the performance of a particular page on our website.
If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by instructing us at info@actsys.com. However, if you do so, you may not be able to use our website or our services further.
3. Information we process for the purposes of legitimate interests
We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.
Where we process your information on this basis, we do after having given careful consideration to:
- whether the same objective could be achieved through other means;
- whether processing (or not processing) might cause you harm; and
- whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so.
For example, we may process your data on this basis for the purposes of:
- record-keeping for the proper and necessary administration of our business;
- responding to unsolicited communication from you to which we believe you would expect a response;
- protecting and asserting the legal rights of any party;
- insuring against or obtaining professional advice that is required to manage business risk; and
- protecting your interests where we believe we have a duty to do so.
4. Information we process because we have a legal obligation
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal information.
Specific uses of information you provide to us
5. Information provided on the understanding that it will be shared with a third party
Our website allows you to post information with a view to that information being read, copied, downloaded, or used by other people.
Examples include:
5.1. posting a message our forum;
5.2. tagging an image;
5.3. clicking on an icon next to another visitor’s message to convey your agreement, disagreement or thanks.
In posting personal information, it is up to you to satisfy yourself about the privacy level of every person who might use it.We do not specifically use this information except to allow it to be displayed or shared.
We do store it, and we reserve a right to use it in the future in any way we decide.
Once your information enters the public domain, we have no control over what any individual third party may do with it. We accept no responsibility for their actions at any time.
Provided your request is reasonable and there is no legal basis for us to retain it, then at our discretion we may agree to your request to delete personal information that you have posted. You can make a request by contacting us at info@actsys.co.za.
6. Complaints regarding content on our website
We attempt to moderate user generated content, but we are not always able to do so as soon as that content is published.
If you complain about any of the content on our website, we shall investigate your complaint.
If we feel it is justified or if we believe the law requires us to do so, we shall remove the content while we investigate.
Free speech is a fundamental right, so we have to make a judgment as to whose right will be obstructed: yours, or that of the person who posted the content that offends you.
If we think your complaint is vexatious or without any basis, we shall not correspond with you about it.
7. Information relating to your method of payment
Payment information is never taken by us or transferred to us either through our website or otherwise. Our employees and contractors never have access to it.
At the point of payment, you are transferred to a secure page on the website of PayPal or some other reputable payment service provider. That page may be branded to look like a page on our website, but it is not controlled by us.
8. Job application and employment
If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date.
If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for three years before destroying or deleting it.
9. Sending a message to our support team
When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.
We record your request and our reply in order to increase the efficiency of our business.
We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.
10. Complaining
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
11. Affiliate and business partner information
This is information given to us by you in your capacity as an affiliate of us or as a business partner.
It allows us to recognise visitors that you have referred to us, and to credit to you commission due for such referrals. It also includes information that allows us to transfer commission to you.
The information is not used for any other purpose.
We undertake to preserve the confidentiality of the information and of the terms of our relationship.
We expect any affiliate or partner to agree to reciprocate this policy.
Use of information we collect through automated systems when you visit our website
12. Cookies
Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely. Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.
When you first visit our website, we notify you of the use of cookies on this website. By using this website you agree to receive cookies. If you do not want to receive cookies from this website you are welcome to change your cookie settings in your browser. By using this website, you consent to the processing of data about you.
If you choose not to use cookies or you prevent their use through your browser settings, you will not be able to use all the functionality of our website.
We use cookies in the following ways:
12.1. to track how you use our website;
12.2. to record whether you have seen specific messages we display on our website;
12.3. to keep you signed in our site;
12.4. to record your answers to surveys and questionnaires on our site while you complete them; and
12.5. to record the conversation thread during a live chat with our support team.
13. Google Analytics
This website uses Google Analytics (GA), a web analytics service provided by Google, Inc. (“Google”).
As this website uses Universal Analytics, no data for advertising (Re-marketing and Advertising Reporting Features) is collected. GA uses “cookies”, which are text files placed on your computer to help the website analyse how the site is used by site users.
These are first-party cookies (the Google Analytics cookie) and third-party cookies (the DoubleClick cookie). GA only uses third-party cookies if a website uses display advertising features, such as re-marketing.
All GA cookies are browser specific. If you return to a website via a different browser, then GA will set a different set of cookies.
The information generated by the cookies about your use of the website are transmitted to and stored by Google on servers in the United States. Google allows the website owner to use this information to evaluate your use of the website.
Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.
You may refuse the use of cookies by applying the appropriate settings on your browser. Please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
Please note that your privacy is respected, and as such this website’s GA is set up in the following way:
- No data for advertising (Re-marketing and Advertising Reporting Features) is collected. Should this change in the future, this privacy policy will be updated.
- The retention period for user data that is associated with cookies, user identifiers or advertising identifiers are set to 50 months. Thereafter the user data will automatically be deleted. However, if a user visits a site multiple times, the retention period is reset at every visit.
- We do not make use of the User-ID feature. Users are therefore not allocated a unique user ID.
- All user IPs are anonymised. That means that the last three digits of a user’s IP address are replaced by a zero.
- The website does not transmit any Personally Identifiable Information (PII) to Google.
From the above it is clear that we take your privacy seriously. We have done all we could to remove or anonymise your personal data. We hope that you will allow us to improve your experience on this website, but, if you still feel that you wish to avoid disclosure of any other data, which could be shared through the GA tracing service, you are advised to make use of the deactivation-add-on as supplied by Google under http://tools.google.com/dlpage/gaoptout?hl=en.
You can also remove cookies via your browser settings.
You can customise Google Display Network ads using the Ads settings at www.google.com/settings/ads
14. Personal identifiers from your browsing activity
Requests by your web browser to our servers for web pages and other content on our website are recorded.
We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.
We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website.
15. Our use of re-marketing
Re-marketing involves placing a cookie on your computer when you browse our website in order to be able to serve to you an advert for our products or services when you visit some other website.
We may use a third party to provide us with re-marketing services from time to time. If so, then if you have consented to our use of cookies, you may see advertisements for our products and services on other websites.
Disclosure and sharing of your information
16. Information we obtain from third parties
Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.
No such information is personally identifiable to you.
17. Third party advertising on our website
Third parties may advertise on our website. In doing so, those parties, their agents or other companies working for them may use technology that automatically collects information about you when their advertisement is displayed on our website.
They may also use other technology such as cookies or JavaScript to personalise the content of, and to measure the performance of their adverts.
We do not have control over these technologies or the data that these parties obtain. Accordingly, this privacy notice does not cover the information practices of these third parties.
18. Credit reference
To assist in combating fraud, we share information with credit reference agencies, so far as it relates to clients or customers who instruct their credit card issuer to cancel payment to us without having first provided an acceptable reason to us and given us the opportunity to refund their money.
19. Data may be processed outside the European Union
Our website is hosted in South Africa.
We may also use outsourced services in countries outside the European Union from time to time in other aspects of our business.
Accordingly data obtained within the UK or any other country could be processed outside the European Union.
For example, some of the software our website uses may have been developed in the United States of America or in Australia.
We use the following safeguards with respect to data transferred outside the European Union:
19.1. The processor is not within the same corporate group as our business or organisation but abides by the same binding corporate rules regarding data processing.
19.2. The data protection clauses in our contracts with data processors include transfer clauses that are compliant with the GDPR.
19.3. We comply with a code of conduct that is compliant with the GDPR.
19.4. Both our organisation and the processor are public authorities between whom there is either a legally binding agreement or administrative arrangements approved compliant with the GDPR.
Access to your own information
20. Access to your personal information
20.1. At any time you may review or update personally identifiable information that we hold about you, by signing in to your account on our website.
20.2. To obtain a copy of any information that is not provided on our website you may send us a request on our Data Access Request Page or at info@actsys.co.za.
20.3. After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.
21. Removal of your information
If you wish us to remove personally identifiable information from our website, you may make your request on our Data Access Request Page or at info@actsys.co.za.
This may limit the service we can provide to you.
22. Verification of your information
When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
Other matters
23. Use of site by children
23.1. We collect data about all users of and visitors to these areas regardless of age, and we anticipate that some of those users and visitors will be children.
23.2. Such child users and visitors will inevitably visit other parts of the site and will be subject to whatever on-site marketing they find, wherever they visit.
24. Encryption of data sent between us
We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.
Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.
25. How you can complain
25.1. If you are not happy with our privacy policy or if have any complaint then you should tell us by email. Our address is info@actsys.co.za.
25.2. If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.
25.3. If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the South African Information Regulator at complaints.IR@justice.gov.za.
26. Retention period for personal data
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
26.1. to provide you with the services you have requested;
26.2. to comply with other law, including for the period demanded by our tax authorities;
26.3. to support a claim or defence in court.
27. Compliance with the law
Our privacy policy has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, we should like to hear from you.
However, ultimately it is your choice as to whether you wish to use our website.
28. Review of this Privacy Policy
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.
If you have any question regarding our privacy policy, please contact us.