POPIA Information Notice

1. Responsible Party

Aphiwe Business Systems (Pty) Ltd, registration number [Registration Number], is the responsible party in terms of the Protection of Personal Information Act 4 of 2013 (POPIA). Our registered address is Pegasus Building 1, 210 Amarand Avenue, Waterkloof Glen ext 2, Menlyn Maine, Pretoria, 0181.

2. Information Officer

The Information Officer of Aphiwe Business Systems (Pty) Ltd is responsible for ensuring compliance with POPIA. To exercise any of your rights under POPIA or to submit a query regarding the processing of your personal information, contact our Information Officer at email@aphiwebs.co.za or +27 12 443 6536.

3. Personal Information We Collect

Aphiwe Business Systems collects personal information only where necessary for legitimate business purposes. The categories of personal information we may collect include the following.

• Identity information including name, surname and identity number where required for contractual purposes
• Contact information including email address, telephone number and physical address
• Professional information including job title, organisation name and professional qualifications
• Communication records including correspondence and meeting notes
• Technical information including IP addresses and website usage data collected through cookies
• Financial information where required for billing and contracting purposes

4. Purpose of Processing

We process personal information for the following purposes.

• To respond to enquiries and provide requested information about our services
• To deliver contracted ICT services and managed programmes
• To manage our business relationship with clients, partners and suppliers
• To comply with legal and regulatory obligations
• To send relevant communications about our services where consent has been provided
• To improve our website and service offerings

5. Legal Basis for Processing

Aphiwe Business Systems processes personal information on the following legal grounds as provided for in POPIA: performance of a contract to which you are party; compliance with a legal obligation to which we are subject; pursuit of our legitimate interests where these are not overridden by your rights; and where you have provided explicit consent.

6. Sharing of Personal Information

Aphiwe Business Systems does not sell, rent or trade personal information. We may share personal information with the following categories of recipients where necessary to deliver our services.

• Technology partners and service providers who process data on our behalf under appropriate data processing agreements
• Regulatory and oversight bodies where required by law
• Professional advisors including legal counsel and auditors under obligations of confidentiality

Where personal information is shared with operators, we ensure that appropriate contractual safeguards are in place in accordance with section 21 of POPIA.

7. Retention of Personal Information

Personal information is retained only for as long as necessary for the purpose for which it was collected, or as required by applicable legislation. Client engagement records are retained for a minimum of five years in accordance with applicable financial and contractual legislation. Personal information that is no longer required is securely destroyed or de-identified.

8. Security of Personal Information

Aphiwe Business Systems implements appropriate technical and organisational measures to protect personal information against loss, damage, unauthorised access, disclosure, interference or destruction. These measures are reviewed and updated on a regular basis as part of our information security management programme.

9. Your Rights Under POPIA

As a data subject under POPIA, you have the following rights.

• The right to be notified that your personal information is being collected
• The right to access the personal information we hold about you
• The right to request correction of inaccurate personal information
• The right to request deletion of personal information where we no longer have a lawful basis for processing it
• The right to object to the processing of your personal information
• The right to lodge a complaint with the Information Regulator

To exercise any of these rights, contact our Information Officer at email@aphiwebs.co.za.

10. Complaints and the Information Regulator

If you are dissatisfied with how we have handled your personal information, you have the right to lodge a complaint with the Information Regulator of South Africa. The Information Regulator can be contacted at JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001, or at email@aphiwebs.co.za.

11. Updates to This Notice

This POPIA Notice is reviewed and updated as required. The effective date of the current version is 1 March 2026. Material changes to this notice will be communicated through our website.