POPIA Notice

This POPIA Notice explains how PulseTechnologies (Pty) Ltd processes personal information submitted through this website, consultation forms, contact forms, and related business inquiry channels.

This notice is provided in plain language to help you understand what information we collect, why we collect it, how we protect it, and what rights you have under the Protection of Personal Information Act, 2013 (POPIA).

1. Responsible party

PulseTechnologies (Pty) Ltd is the responsible party for personal information collected through this website and related business inquiry processes, unless a separate written agreement states otherwise for a specific client engagement.

Where we provide services to a client under a written agreement, the role of each party may be further defined in that agreement.

2. Personal information we may collect

We only ask for information that is reasonably required to respond to your inquiry or assess whether we can assist you.

Depending on the form or inquiry channel used, we may process information such as:

your name and surname;
organisation or company name;
country or region;
work email address;
optional telephone or contact details;
service area or support interest;
information you provide about your IT environment, infrastructure, project, or support requirement;
message contents submitted through the website or by email; and
basic technical information generated when using the website, such as IP address, browser type, device information, pages visited, and security or access logs.

Please do not submit confidential credentials, passwords, private keys, payment card details, unnecessary personal information, or highly sensitive information through the website forms.

3. Why we process personal information

We process personal information for legitimate business and operational purposes, including to:

respond to inquiries and consultation requests;
communicate with you about possible services;
understand your technical or business requirements;
prepare proposals, quotations, or follow-up communications;
manage business records and correspondence;
protect the website and business systems from abuse, spam, or security threats;
comply with legal, regulatory, accounting, or operational obligations; and
establish, exercise, or defend legal rights where necessary.

We do not sell personal information.

4. How website form submissions are handled

Consultation or contact form submissions are sent to configured business mailboxes so that we can review and respond to your inquiry.

The website contact handler is intended to transmit the inquiry for business response purposes and is not intended to create a public profile or public listing of your information. Unless otherwise implemented for a specific service, consultation form submissions are not stored in a dedicated website inquiry database by the contact handler.

Email systems, security logs, hosting logs, backups, and related operational systems may still retain copies or records for a limited period as part of normal business and security operations.

5. Legal basis for processing

We process personal information where it is lawful and reasonable to do so, including where:

you voluntarily provide the information to us;
processing is necessary to respond to your inquiry or take steps before entering into a possible business relationship;
processing is necessary for legitimate business, security, operational, or record-keeping purposes;
processing is required or permitted by law; or
you have given consent where consent is specifically required.

6. Sharing of personal information

We may share personal information only where necessary for the purposes described in this notice, including with:

authorised PulseTechnologies personnel or representatives;
email, hosting, security, backup, and IT service providers;
professional advisers, where required;
regulators, courts, law enforcement, or public bodies where legally required; and
service providers who assist us with business operations, subject to appropriate confidentiality and security expectations; and
third-party payment service providers where paid services are used (limited payment-related information).

Where paid services are used, limited payment-related information may be processed by third-party payment service providers. For more detail, see our Privacy Policy.

We require service providers to process personal information only for authorised purposes and to apply reasonable safeguards.

7. Retention

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law.

Retention periods may depend on the nature of the inquiry, whether a business relationship is formed, operational needs, legal requirements, dispute considerations, backup cycles, and security obligations.

When personal information is no longer reasonably required, we will delete, destroy, de-identify, or restrict it where appropriate and practical.

8. Security safeguards

We apply reasonable technical and organisational safeguards to protect personal information against loss, unauthorised access, misuse, disclosure, alteration, or destruction.

These safeguards may include access controls, secure hosting practices, email and system security measures, logging, backup controls, and limiting access to people who need the information for legitimate business purposes.

No website, email, or internet transmission is completely secure. You should avoid sending highly sensitive information through website forms or unsecured email.

9. Cross-border processing

Personal information may be processed in South Africa and may also be transmitted, routed, stored, or accessed through service providers, cloud platforms, email systems, security tools, or hosting infrastructure located outside South Africa.

Where personal information is transferred outside South Africa, we take reasonable steps consistent with POPIA requirements to ensure that the information remains appropriately protected.

10. International visitors

If you access this website or submit information from outside South Africa, you do so voluntarily and understand that your information may be processed in South Africa or through systems used by PulseTechnologies and its service providers.

We will handle such information according to this notice, our Privacy Policy, and applicable law.

11. Your rights

Subject to lawful limitations and verification of your identity, you may have the right to:

ask whether we hold personal information about you;
request access to your personal information;
request correction or deletion of inaccurate, irrelevant, excessive, outdated, incomplete, or misleading personal information;
object to certain processing where POPIA allows;
withdraw consent where processing is based on consent;
request that we restrict or stop certain processing where legally applicable; and
lodge a complaint with the Information Regulator of South Africa if you believe your personal information has been processed unlawfully.

The Information Regulator accepts POPIA complaints where a person believes their personal information has been processed in a way that violates POPIA.

12. How to contact us about POPIA

For POPIA-related requests, please use the website consultation or contact form and clearly state that your message relates to personal information or POPIA.

To help us process your request, please include enough information for us to identify the relevant inquiry, correspondence, or record. We may need to verify your identity before providing access to, correcting, or deleting personal information.

13. Updates to this notice

We may update this POPIA Notice from time to time to reflect changes in our business, website, legal obligations, or operational processes.

The latest version published on this website applies from the date it is made available.