Privacy Policy

Effective Date: 01/01/2025

Business Name: Polar Motion

Website: https://automotive-aircon.co.za

1. Introduction

At Polar Motion (“we”, “our”, “us”), we are committed to protecting your privacy and handling your personal information in a lawful, fair, and transparent manner. This policy explains how we collect, use, store and share your personal information, in compliance with the Protection of Personal Information Act (POPIA) of South Africa. 

2. What is POPIA and Why It Matters

POPIA (Protection of Personal Information Act, 2013) is the law that governs how personal information must be collected, processed, stored, and shared in South Africa. It sets out the rights of individuals regarding their personal information and the obligations of organizations (called “responsible parties”) which handle personal data. 

3. Definitions

Here are some key definitions under POPIA:

  • Personal Information: includes any information that identifies or can identify a living person (name, address, email, phone), but also more sensitive categories like race, health, biometric data, etc. 

  • Responsible Party: the person or organization who determines the purpose and means of processing personal information. 

  • Operator: someone who processes personal information for the responsible party under a contract.

  • Data Subject: the individual to whom the personal information relates.

  • Information Officer: the person you appoint to ensure compliance with POPIA. 

4. Information We Collect

We may collect:

  • Contact information (name, address, email, telephone number)

  • Demographic or profile data (e.g., age, preferences)

  • Website usage data (IP address, browser type, pages visited, time on site)

  • Any other information you provide directly (e.g., via forms or enquiries)

5. How We Use Your Information

We use your personal information for purposes including, but not limited to:

  • To respond to enquiries and provide services you request

  • To send you updates, service reminders or promotional material (only with your consent)

  • To maintain and improve our website, perform analytics and monitor usage

  • To comply with legal obligations

  • To protect our legitimate interests (e.g., to prevent fraud, enforce legal rights)

6. Lawful Bases for Processing & Conditions under POPIA

Under POPIA, all processing of personal information must satisfy certain conditions. These include:

  1. Accountability – we are responsible for ensuring that all processing complies with POPIA. 

  2. Processing Limitation – we only process what is necessary, in a lawful manner. 

  3. Purpose Specification – we collect personal information for specific, clearly defined purposes. 

  4. Further Processing Limitation – any further use must be compatible with the original purpose, unless new consent is obtained. 

  5. Information Quality – we take steps to ensure information is accurate, complete, up‑to‑date. 

  6. Openness – you will be informed about what data is collected and how it is used. 

  7. Security Safeguards – measures are put in place to protect your information from unauthorised access, loss, or destruction. 

  8. Data Subject Participation – you may request access to, correction or deletion of your personal information. 

7. Consent

  • Where required, we will obtain your consent before collecting or processing your personal information.

  • Consent must be voluntary, informed, specific, and may be withdrawn by you at any time. 

  • For certain sensitive categories of information (special personal information under POPIA), explicit consent will be obtained. 

8. Cookies and Tracking Technologies

  • We may use cookies or similar tracking technologies to improve user experience, analyze usage, or for marketing.

  • Explicit consent will be obtained before non-essential cookies are placed.

  • You may disable cookies via your browser settings, but that might affect functionality of the site.

9. Disclosure & Sharing of Information

  • We will not sell or rent your personal information.

  • We may share your information with service providers (e.g. hosting, email services) under confidentiality agreements.

  • We may be required to share information to comply with legal obligations or regulatory requests.

  • If data is transferred outside South Africa, we will ensure that the recipient country has protection laws comparable to POPIA, or that other safeguards are in place. 

10. Data Security

We use appropriate technical and organisational measures to safeguard personal information. This includes:

  • Secure storage

  • Access controls

  • Regular review of security practices

  • Policies for retention and destruction of data

11. Retention of Data

We keep personal information only as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, or enforce our rights.

Once no longer needed, information will be deleted or destroyed securely.

12. Rights of Data Subjects

Under POPIA, as a data subject you have the right to:

  • Request access to the personal information we hold about you (also known as a Data Subject Access Request)

  • Request correction or deletion of personal information that is inaccurate, incomplete, irrelevant, or outdated

  • Object to the processing of your personal information in certain circumstances

  • Withdraw consent, where relevant

  • Be notified of, and take action in case of, a data breach affecting your personal information 

13. Breach Notification

If a security breach occurs (that is, unauthorized access or acquisition of personal information):

  • We will notify the Information Regulator and affected data subjects as soon as reasonably possible, unless it is not possible to identify the subjects. 

  • Notification will include the nature of the breach, likely consequences, what steps we are taking to mitigate it, and recommendations for you, as affected individual, to protect yourself.

14. Cross‑Border Transfers

  • If we transfer personal information outside South Africa, we will ensure that the laws or contractual safeguards in the recipient country are similar to or provide protection equivalent to POPIA. 

  • Or we will obtain your consent for such transfer.

15. Direct Marketing

  • For direct marketing (emails, SMS, etc.), we will only send you marketing communications if you have opted in, unless an exemption under POPIA applies. 

  • With each marketing communication, we provide a simple and free way to opt out.

16. Contact Information

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

Owner: Eugene

Email: polar-motion@automotive-aircon.co.za

Phone: 078 163 8556

17. Changes to this Policy

We may update this policy from time to time (for example, if POPIA is amended, or our business changes). We will post any changes on our website and update the “Effective Date” above.

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