Who We Are And What This Policy Covers
Bizmatics provides ERP solutions and business-systems integration services for small and medium businesses across South Africa. We are based in Centurion and work with clients in Johannesburg, Pretoria, Durban, Cape Town, Gqeberha, the East Rand and the West Rand. This policy applies to personal information collected through our enquiry form, project discussions, support requests, service agreements and related correspondence.
For the purpose of this policy, personal information means information that identifies an individual or can reasonably be used to identify an individual. This includes information about a client contact, supplier, staff member or any other person whose details are shared with us in the course of business.
Information We Collect From Enquiries And Projects
We collect only the information we need to respond properly, deliver services and manage our relationship with you. The type of information may vary depending on the service requested and the role you play in the organisation.
- Contact details such as name, company, position and communication preferences
- Business information needed for ERP implementation, process mapping, data migration or system integration
- Technical and operational data shared during support, training, audits or reporting
- Records of meetings, decisions, approvals and project tasks
- Website form submissions and related correspondence
In some cases we may also receive data from authorised representatives, service partners or systems connected to a client environment. We do not intentionally collect unnecessary personal information.
Why We Use Personal Information
We use personal information to assess requests, provide quotations, plan delivery and support clients during implementation and ongoing service. The lawful basis for processing depends on the context, but generally includes consent, contractual necessity, legal obligation and our legitimate business interests.
- To respond to enquiries and provide information about our services
- To design, configure and support ERP and integration projects
- To issue invoices, manage accounts and keep proper business records
- To provide user training, go-live support and change management assistance
- To improve service quality, reporting and internal administration
We do not use personal information for unrelated purposes without a lawful basis. If we need to use information for a new purpose, we will assess whether that use is permitted under POPIA.
How We Share Information With Third Parties
We only share personal information where it is necessary for service delivery, where you have authorised us to do so, or where the law requires it. Any third party we engage must handle personal information responsibly and keep it secure.
- Service providers who assist with hosting, support, communications or document handling
- Professional advisers such as auditors, attorneys or accountants where required
- Authorities, regulators or courts when we are legally obliged to disclose information
- Client-approved contacts involved in project delivery or operational support
Where a third party processes information on our behalf, we require appropriate safeguards. We remain careful about data shared across systems especially where support work involves remote access, cloud platforms or integration points with client software.
Security, Retention And Cross-Border Processing
We take reasonable technical and organisational steps to protect personal information against loss, unauthorised access, misuse or disclosure. These measures may include access controls, user permissions, secure storage, password management and internal procedures for handling sensitive records. No system is completely risk free, but we aim to keep risk low and deal with issues through the appropriate support process.
We retain personal information only for as long as required for the purpose for which it was collected, for legal compliance, or for proper business recordkeeping. When information is no longer needed, we will take reasonable steps to delete, destroy or de-identify it.
Some service providers may store or process information outside South Africa. Where that happens, we will take reasonable steps to ensure that the information is protected to a standard that is consistent with POPIA. This is especially relevant where business systems, backups or support tools are hosted in another jurisdiction.
Your Rights Under Popia
You have rights in relation to your personal information, subject to legal and contractual limits. We will respond to reasonable requests and may need to verify your identity before taking action. If a request affects data needed for service delivery or compliance, we will explain the position clearly.
- Request access to personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Object to certain forms of processing where lawful grounds allow
- Withdraw consent when processing relies on your consent
- Lodge a complaint if you believe your rights have been infringed
Requests can be submitted through the enquiry form on our contact page. We will review each request in line with POPIA and applicable business requirements.
Policy Updates And Contact For Privacy Matters
We may update this policy from time to time to reflect changes in our services, legal duties or operational practices. The latest version will apply from the date it is published. We encourage you to review it periodically, especially if you are working with us on a long-term implementation or support retainer.
If you have questions about this policy, the way your information is handled, or a request relating to your personal information, please use the enquiry form on our contact page. Bizmatics is operated by Astros Marketing (Pty) Ltd and handles privacy matters with the same care we apply to client systems and project records.