Privacy Notice

PRIVACY NOTICE

GUIDE TO CONTENTS:

1. Introduction

2. What is personal information

3. Where and when do we collect personal information

4. When will we process your personal information

5. When will we process your special personal information

6. What information do we collect, and how do we use your information

7. How we share your information

8. Your rights and obligations

9. Changes to our policy

10. Other important information

11. Contact Information

1. INTRODUCTION:

In this document, references to “Du Toit Butler and Olckers“, “we”, “us”, or “the Group” are to Du Toit Butler and Olckers and its subsidiary companies.

Du Toit Butler and Olckers recognises its accountability in terms of the Protection of Personal Information Act (hereinafter referred to as POPIA), other privacy protection legislation, together with its regulations to all its clients, suppliers, service providers and other third parties. Du Toit Butler and Olckers needs to collect personal information from its clients, suppliers, service providers and other third parties to carry out its business.

To maintain a trust relationship with our Stakeholders, we are committed to complying with both the spirit and the letter of POPIA, other privacy protection legislation, and to always act with due skill, care, and diligence when dealing with personal information.

2. WHAT IS PERSONAL INFORMATION:

Personal Information according to POPIA, means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person, including, but not limited to –

1. a. Information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language, and birth of the person;
2. b. Information relating to the education or the medical, financial, criminal, or employment history of the person;
3. c. Any identifying number, symbol, e-mail address, telephone number, location information, online identifier, or other particular assignment to the person;
4. d. The biometric information of the person;
5. e. The personal opinions, views, or preferences of the person;
6. f. Correspondence sent by the person that would reveal the contents of the original correspondence;
7. g. The views or opinions of another individual about the person; and

Page 2 of 6

1. h. The name of the person if it appears with other personal information relating to the person or if the disclosure of the name itself would reveal information about the person.

3. WHERE AND WHEN DO WE COLLECT PERSONAL INFORMATION:

Information you provide to us:

• • Clients o Directly from you;
• o Online quote request forms
• o Purchase orders
• o Contracts

• • Suppliers o Invoices
• o Contacts

4. WHEN WILL WE PROCESS YOUR PERSONAL INFORMATION:

We will only process your personal information for lawful purposes relating to our business if the following circumstances apply:

• • You have consented thereto;
• • a person legally authorised by you, or a court, has consented thereto;
• • It is necessary to conclude or perform under a contract we have with you;
• • The law requires or permits it;
• • It is required to protect or pursue your, our, or a third party’s legitimate interest; and/or
• • You are a child, and a competent person (such as a parent or guardian) has consented thereto on your behalf.

5. WHEN WILL WE PROCESS YOUR SPECIAL PERSONAL INFORMATION:

Special personal information refers to the following categories of information:

• • Religious and philosophical beliefs;
• • Race;
• • Ethnic origin;
• • Trade union membership;
• • Political beliefs;
• • Health including physical or mental health, disability, and medical history;
• • Biometric information;
• • Criminal behaviour where it relates to the alleged commission of any offence or the proceedings relating to that offence.

We will process special personal information in the following instances: Page 3 of 6

• • You have consented to the processing (in circumstances where we are legally obliged to obtain your consent); or
• • It is necessary to exercise or defend a right or obligation in law; or
• • It is necessary to comply with an international legal obligation of public interest; or
• • It is for certain historical, research, or statistical purposes that would not adversely affect your privacy; or
• • You have deliberately made your personal information public.

6. WHAT INFORMATION DO WE COLLECT, AND HOW DO WE USE YOUR INFORMATION:

Kindly note that the following list is not comprehensive. It sets out the main purposes and data elements collected by Du Toit Butler and Olckers.