Privacy Policy

Last Updated: 01 March 2025

1. Introduction

Welcome to TopNotch IT Solutions ("we," "us," or "our"). We are committed to protecting your privacy and handling your personal information with care and transparency.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website topnotch-it.co.za, use our services, or interact with us. It is designed to comply with South Africa's Protection of Personal Information Act (POPIA).

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, company name.
• Technical Data: IP address, browser type, operating system, pages viewed, and usage patterns via cookies.
• Service-Related Data: Information provided when requesting a quote, support, or during project delivery.

3. How We Use Your Information

We use your personal information for the following purposes:

• To respond to your inquiries and provide requested services.
• To improve our website, services, and customer experience.
• To send updates, newsletters (if subscribed), or service-related communications.
• To comply with legal and regulatory obligations under POPIA.

4. Legal Basis for Processing (POPIA Compliance)

Under POPIA, we process your personal information only when one or more of the following apply:

• You have given clear consent.
• The processing is necessary for the performance of a contract with you.
• We have a legitimate interest (e.g., improving our services or website).
• We are required to comply with a legal obligation.

5. Data Sharing and Disclosure

We do not sell or rent your personal information to third parties. We may share your data only in the following cases:

• With trusted partners who assist in service delivery (e.g., hosting providers), under strict confidentiality agreements.
• When required by law or to protect our rights, property, or safety.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, or misuse. This includes secure servers, encryption, and access controls.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, or as required by law. After this, data is securely deleted or anonymised.

8. Your Rights Under POPIA

You have the right to:

• Request access to your personal information.
• Correct inaccurate or incomplete data.
• Request deletion of your data (where applicable).
• Withdraw consent at any time (if consent was the basis for processing).
• Lodge a complaint with the Information Regulator of South Africa.

9. Cookies and Tracking Technologies

Our website may use cookies to enhance user experience and analyse site traffic. You can manage or disable cookies through your browser settings. Disabling cookies may affect site functionality.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these sites. Please review their privacy policies before providing any information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with a new "Last Updated" date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights under POPIA, please contact us:

Email: info@topnotch-it.co.za