Privacy Policy

Effective Date: 2025-06-30
Version: 1.0

1. INTRODUCTION

Wynland Chemicals (Pty) Ltd (“we,” “us,” “our,” or “the Company”) is committed to protecting your personal information and respecting your privacy rights in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African data protection laws.

This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you visit our website, engage with our services, or interact with us for sales and marketing purposes.

2. COMPANY INFORMATION AND CONTACT DETAILS

Responsible Party:
Wynland Chemicals (Pty) Ltd
Registration Number: 2020/865487/07

Physical Address:
34 Main Road, Wellington, 7655

Postal Address:
34 Main Road, Wellington, 7655

Contact Information:
Telephone: 021 300 4039
Email: [email protected]
Website: https://wynlandchemicals.co.za

Information Officer:
Name: Jean Burger
Telephone: 021 300 4039

The Information Officer is responsible for ensuring compliance with POPIA and handling all data protection matters and requests.

3. TYPES OF PERSONAL INFORMATION WE COLLECT

We collect and process the following categories of personal information:

3.1 Website Information

  • IP addresses and device identifiers
  • Browser type and version
  • Operating system information
  • Website usage data and navigation patterns
  • Pages visited and time spent on pages
  • Referral sources and exit pages
  • Search terms used to find our website

3.2 Contact and Identity Information

  • Full names and titles
  • Email addresses
  • Telephone and mobile numbers
  • Physical and postal addresses
  • Company name and position/title
  • Identification numbers (when required for specific services)

3.3 Sales and Commercial Information

  • Purchase history and transaction records
  • Product preferences and requirements
  • Quotation requests and specifications
  • Payment information and financial details
  • Credit application information
  • Business registration details

3.4 Service Delivery Information

  • Service requirements and specifications
  • Delivery addresses and logistics information
  • Communication records and correspondence
  • Technical support interactions
  • Feedback and complaints

3.5 Marketing Information

  • Communication preferences
  • Marketing consent records
  • Event attendance information
  • Newsletter subscription details

4. HOW WE COLLECT PERSONAL INFORMATION

We collect personal information through the following methods:

  • Website forms: Contact forms, quotation requests, newsletter subscriptions
  • Direct communication: Email, telephone, face-to-face meetings
  • Website analytics: Cookies and tracking technologies
  • Third-party sources: Business directories, referrals (with appropriate consent)
  • Transaction processes: Sales orders, service agreements, payment processing

5. PURPOSES AND LEGAL BASIS FOR PROCESSING

We process your personal information for the following purposes and legal bases:

5.1 Website Operations (Legitimate Interest)

  • To provide and maintain our website functionality
  • To analyze website performance and user behavior
  • To improve user experience and website content
  • To ensure website security and prevent fraud

5.2 Sales Activities (Contract Performance & Legitimate Interest)

  • To process quotation requests and sales inquiries
  • To fulfill sales orders and manage customer accounts
  • To provide customer support and after-sales service
  • To maintain business relationships
  • To conduct credit assessments (where applicable)

5.3 Service Delivery (Contract Performance)

  • To deliver products and services as contracted
  • To coordinate logistics and delivery arrangements
  • To provide technical support and assistance
  • To handle service-related communications

5.4 Direct Marketing (Consent/Legitimate Interest)

  • To send newsletters and marketing communications about our products and services
  • To inform you about new products, services, and promotions
  • To invite you to events and industry activities
  • To conduct market research and customer satisfaction surveys

Legal Basis for Marketing:

  • New Customers/Prospects: Explicit consent (opt-in) required
  • Existing Customers: Legitimate interest based on existing business relationship for similar products/services (soft opt-in with opt-out option)

5.5 Legal and Regulatory Compliance (Legal Obligation)

  • To comply with applicable laws and regulations
  • To respond to legal requests and court orders
  • To maintain records as required by law
  • To cooperate with regulatory authorities

6. THIRD-PARTY SHARING AND DISCLOSURE

We may share your personal information with the following third parties, subject to appropriate safeguards and contractual obligations:

6.1 Service Providers

  • Courier and Logistics Companies: For product delivery and shipping services
  • Financial Auditors: For financial auditing and compliance purposes (with client approval)
  • ISO Auditors: For quality management system audits (with client approval)
  • IT Service Providers: For website hosting, maintenance, and technical support
  • Payment Processors: For processing payments and financial transactions

6.2 Legal and Regulatory Requirements

  • Law enforcement agencies (when legally required)
  • Regulatory bodies and government authorities
  • Legal advisors and professional service providers
  • Courts and tribunals (when required by law)

6.3 Business Transfers

In the event of a merger, acquisition, or sale of business assets, personal information may be transferred to the acquiring entity, subject to the same privacy protections.

7. CROSS-BORDER DATA TRANSFERS

When we transfer personal information outside of South Africa, we ensure adequate protection through:

  • Transfers to countries with adequate protection as determined by the Information Regulator
  • Appropriate safeguards such as standard contractual clauses
  • Binding corporate rules or certification schemes
  • Explicit consent where required

We will notify you of any cross-border transfers and the safeguards in place to protect your information.

8. COOKIES AND WEBSITE ANALYTICS

8.1 Types of Cookies We Use

Essential Cookies: Required for basic website functionality and security.

Analytics Cookies: Used to understand how visitors interact with our website, including:

  • Google Analytics (anonymized IP addresses)
  • Website performance metrics
  • User behavior analysis
  • Traffic source identification

Functional Cookies: Enhance website functionality and remember your preferences.

Marketing Cookies: Used for targeted advertising and marketing campaigns (with your consent).

8.2 Managing Cookies

You can control cookie settings through your browser preferences. However, disabling certain cookies may affect website functionality. You can also opt out of Google Analytics tracking by using the Google Analytics Opt-out Browser Add-on.

9. DATA RETENTION

We retain personal information for the following periods:

  • Website analytics data: 26 months from collection
  • Customer account information: Duration of business relationship plus 7 years for legal compliance
  • Sales and transaction records: 5 years from transaction completion
  • Marketing communications: Until consent is withdrawn, opt-out is requested, or 3 years of inactivity for existing customers (soft opt-in), or until consent is withdrawn for new customers (explicit opt-in)
  • Service delivery records: Duration of service agreement plus 3 years
  • Legal compliance records: As required by applicable law

10. DATA SUBJECT RIGHTS

Under POPIA, you have the following rights regarding your personal information:

10.1 Right of Access

You may request confirmation of whether we hold your personal information and access to such information.

10.2 Right to Correction

You may request correction of inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or unlawfully obtained information.

10.3 Right to Deletion

You may request deletion of your personal information where there are no legal or legitimate business grounds for retention.

10.4 Right to Object

You may object to the processing of your personal information for direct marketing purposes. For existing customers receiving marketing under the soft opt-in rule, you can opt-out at any time. For new customers, you can withdraw your consent for future marketing communications.

10.5 Right to Restrict Processing

You may request restriction of processing in certain circumstances, such as during the resolution of disputes about accuracy.

10.6 Right to Data Portability

You may request your personal information in a structured, commonly used, and machine-readable format for transfer to another responsible party.

10.7 Exercising Your Rights

To exercise any of these rights, contact our Information Officer using the details provided in Section 2. We will respond to your request within one month and may require identity verification.

11. DIRECT MARKETING COMMUNICATIONS

11.1 Marketing to New Customers/Prospects

For individuals who are not existing customers, we will only send direct marketing communications if you have provided explicit opt-in consent. You can opt-in to receive:

  • Product newsletters and updates
  • Industry news and insights
  • Event invitations and announcements
  • Special offers and promotions

11.2 Marketing to Existing Customers

If you are an existing customer (have purchased products or services from us), we may send you marketing communications about similar products and services based on our legitimate business interest, provided that:

  • Your contact details were obtained during the sale of our products or services
  • The marketing relates to similar chemical products or related services
  • We provided you with a clear opportunity to opt-out when we first collected your details
  • We include an opt-out option in every marketing communication
  • You have not opted out of receiving such communications

11.3 Opting Out of Marketing

You may opt out of receiving marketing communications at any time by:

  • Clicking the “unsubscribe” link in marketing emails
  • Contacting our Information Officer
  • Updating your preferences through our website (if available)
  • Sending a written request to our postal address
  • Replying “STOP” to SMS marketing messages

11.4 Effect of Opting Out

Opting out of marketing communications will:

  • Stop all future marketing communications immediately
  • Not affect the lawfulness of previous marketing communications
  • Not impact essential business communications necessary for service delivery, order processing, or legal compliance
  • Apply to all marketing communications unless you specify otherwise

11.5 Marketing Communication Records

We maintain records of:

  • Marketing consent where obtained
  • Opt-out requests and their processing dates
  • The source and date of contact detail collection
  • Marketing communication delivery and engagement metrics

12. SECURITY MEASURES

We implement appropriate technical and organizational security measures to protect your personal information, including:

  • Secure data transmission using encryption protocols
  • Access controls and authentication systems
  • Regular security assessments and updates
  • Staff training on data protection and security
  • Secure data storage and backup systems
  • Network security and firewall protection

12.1 Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will:

  • Notify the Information Regulator within 72 hours
  • Inform affected individuals without undue delay
  • Take immediate steps to contain and remedy the breach
  • Implement measures to prevent future occurrences

13. CHILDREN’S PERSONAL INFORMATION

Our services are not directed at children under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without appropriate consent, we will take steps to delete such information promptly.

14. AUTOMATED DECISION-MAKING AND PROFILING

We may use automated systems for:

  • Credit assessment and risk evaluation
  • Customer categorization for service delivery
  • Website personalization and user experience optimization

You have the right to request human intervention in automated decision-making processes that significantly affect you.

15. COMPLAINTS AND ENFORCEMENT

15.1 Internal Complaints

If you have concerns about our handling of your personal information, please contact our Information Officer first. We will investigate and respond to your complaint within 30 days.

15.2 Information Regulator

You have the right to lodge a complaint with the Information Regulator of South Africa:

Information Regulator South Africa
Email: [email protected]
Telephone: 010 023 5200
Website: https://inforegulator.org.za

16. UPDATES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. Updates will be posted on our website with a new effective date. Material changes will be communicated to you via email or prominent website notice.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information.

17. INTERPRETATION AND LANGUAGE

This Privacy Policy is available in English. In case of any conflict between different language versions, the English version shall prevail. Terms not defined in this policy have the same meaning as in POPIA.

ACKNOWLEDGMENT

By using our website, engaging our services, or providing your personal information to us, you acknowledge that you have read, understood, and agree to this Privacy Policy.

For any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact our Information Officer using the details provided in Section 2.

Last updated: 2025-06-30