At Plot My Bill, we are committed to protecting your personal and corporate information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPI Act). This policy outlines how we handle your information when you visit and use our website or interact with our business.
How We Collect and Use Your Information
- Information You Provide: We collect and store any information you voluntarily provide to us, such as your name, contact details, and other information you enter on our website. This information is used to respond to your requests, personalise your experience, and improve our services. You can choose not to provide certain information, but this may limit your ability to use some of our features.
- Automatic Information: When you visit our site, we automatically collect certain data, such as your IP address and browsing behaviour, using technologies like cookies. These cookies help us improve your experience and understand how our website is used. By using our site, you consent to the use of cookies. For more details on the types of cookies we use and how to manage your preferences, please see our Cookie Policy.
- Email Communications: We may share your information with our subcontractors, third parties, and affiliates (referred to as “Operators”) to process data on our behalf. We will never sell your information and will ensure all shared data is handled in compliance with the law. We will also destroy your information when it is no longer needed or if you request its deletion.
- Special Personal Information: We will only process special personal information—such as your racial or ethnic origin, health details, or criminal history—under specific legal grounds or if it is publicly available.
Protecting Your Information
- Physical Security: All physical client records are kept under lock and key, and our premises are secured with an alarm system.
- Digital Security: We use robust technological safeguards, including firewalls, data encryption, and user verification, to protect our systems. We also follow industry best practices to maintain a strong information security management system.
- Access Control: We enforce a “need to know” policy, ensuring that only necessary personnel can access your data.
Retention and Sharing of Your Information
- Retention: We will not keep your personal information for longer than necessary, unless required by law or with your consent. We may retain it for a longer period if we have a legitimate interest, such as for the duration of the services we provide. Upon your request, we will destroy your information unless we are legally obligated to keep it.
- Sharing: We may share your information with suppliers, service providers, and subcontractors who help us perform our services. They are contractually bound to protect your data and will only use it for the purposes we instruct. We may also share your information in response to a legal request or during a business transaction, such as a merger or acquisition.
- Cross-Border Transfers: If we transfer your personal information outside of South Africa, we will ensure the receiving company has an adequate level of data protection, as required by law.
Your Rights and Contact Information
- Your Rights: For more information on your rights under the POPI Act, you can visit the Information Regulator’s website at https://www.justice.gov.za/inforeg. You also have the right to withdraw your consent for us to process your information at any time.
- Marketing Communications: With your consent, we may contact you about our products, services, and offers via email, text message, or other electronic means. You can opt out of these communications at any time, though it may take a short period for all marketing to cease.
- Contact Us: Our Information Officer is responsible for managing this policy, handling your requests, and liaising with regulators. If you have any questions, concerns, or wish to report a violation, please contact us at info@plotmybill.co.za.
Policy Updates and Non-Compliance
- Revisions: This policy may be updated without prior notice. We will communicate any changes on our website to ensure all affected parties are informed.
- Non-Compliance: We reserve the right to take legal action against any party that fails to comply with this policy, and parties may also face statutory penalties.
