1. Introduction and Scope

Handmade Media (Pty) Ltd ("Handmade Media," "we," "us," or "our") is committed to the highest standards of transparency and integrity regarding the processing of personal information. This Privacy Policy serves as our formal commitment to managing, protecting, and respecting the privacy rights of all individuals who interact with our digital platforms and professional services.

In accordance with the Protection of Personal Information Act, 2013 (POPIA), we have implemented this policy to ensure that all personal information collected by our organization is processed in a lawful, reasonable, and responsible manner. We recognize that trust is the foundation of our client relationships, and we strive to ensure that your data is handled with the utmost care and security.

1.1 Purpose of this Policy

The primary purpose of this Privacy Policy is to provide you with clear and comprehensive information regarding:

The types of personal information we collect and why we collect it.
How we use, store, and protect the information provided to us.
The circumstances under which we may share information with third-party service providers.
The rights you have as a "data subject" under South African law, and how you may exercise those rights.

1.2 Scope of Application

This policy applies to all personal information processed by Handmade Media, regardless of the medium through which it is collected. Specifically, the scope of this policy includes:

Website Visitors: Any individual who browses or interacts with our website (handmademedia.co.za), including the use of contact forms, newsletters, or tracking technologies.
Clients & Service: UsersIndividuals or corporate representatives who engage our professional services, enter into service level agreements, or request quotes and consultations.

Important Note: By accessing our website or engaging our services, you acknowledge that you have read and understood the terms of this Privacy Policy. If you do not agree with the practices described herein, we kindly ask that you discontinue the use of our services and contact our Information Officer to discuss your concerns.

This Privacy Policy is subject to periodic review and updates to ensure continued alignment with legislative changes, technological advancements, and our evolving business practices. We encourage you to revisit this page regularly.

2. Personal Information We Collect

To provide our marketing services and maintain effective communication, Handmade Media (Pty) Ltd collects various categories of personal information. We ensure that the collection of such data is adequate, relevant, and limited to what is necessary for the purposes for which it is processed.

2.1 Information You Provide Directly

This category includes information that you voluntarily submit to us when interacting with our website, subscribing to our communications, or engaging our professional services. This typically occurs through contact forms, direct email correspondence, or the formal client onboarding process.

Identity Data: Full name, surname, and professional title.
Contact Data: Business or personal email address, telephone numbers, and physical business addresses.
Company Information: Legal company name, registration number, and VAT registration number.
Correspondence Data: Records of your communication with us, including inquiry details, feedback, and project requirements.
Financial Data: Necessary billing information required for the issuance of invoices and processing of payments.

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain technical information regarding your interaction with our digital platforms. This data is gathered using cookies, log files, and third-party analytics tools (such as Google Analytics).

Technical Usage: DataIP address, browser type and version, time zone setting, and browser plug-in types.
Device Data: Device type (e.g., mobile, tablet, desktop) and operating system information.
Browsing Behaviour: Uniform Resource Locators (URL) clickstream to, through, and from our website, page response times, and duration of page visits.

Transparency Notice: While much of the data collected automatically is non-identifying (aggregated), it may be linked to your personal profile if you are logged into our services or have previously provided your contact details. We use this information to ensure our website functions correctly, to improve user experience, and to analyze traffic patterns for security and performance optimization.

We do not collect "Special Personal Information" (as defined in Section 26 of POPIA), such as religious or philosophical beliefs, race, ethnic origin, or criminal records, unless specifically required by law or necessary for the execution of a specific service agreement with your explicit consent.

3. How We Use Your Information (Purpose of Processing)

Handmade Media (Pty) Ltd processes personal information strictly for the purposes for which it was collected, or for purposes compatible with those original intentions. Our processing activities are grounded in legal bases such as the performance of a contract, compliance with legal obligations, or the legitimate interests of our business.

We process your information for the following specific business functions:

Delivery of Digital Marketing Services: We process client data to conceptualize, implement, and manage marketing campaigns, content strategies, and advertising services as contracted. This includes coordinating with third-party platforms to deploy your digital assets.
Responding to Inquiries: Personal information submitted via website contact forms or direct email is used to process your request, provide quotes, answer queries, and facilitate consultations regarding our service offerings.
Client Relationship Management (CRM): We maintain records of client interactions to ensure high-quality service delivery, track project milestones, and provide efficient administrative support throughout our engagement.
Direct Marketing Communications: Where you have provided your explicit opt-in consent, we may use your contact details to provide you with newsletters, industry updates, promotional offers, or news about our services. You retain the right to withdraw this consent at any time by clicking the "unsubscribe" link in our communications or by contacting our office.
Website Analytics and Optimization: We analyze user behavior and technical data to improve the functionality, accessibility, and security of our website. This helps us ensure that our digital presence remains optimized for our visitors' needs.

Legal and Regulatory Compliance: We process data to fulfill our statutory obligations, including tax record-keeping, compliance with the Companies Act, and adherence to the Protection of Personal Information Act (POPIA).

Lawful Processing Framework: Handmade Media ensures that all processing of personal information is conducted in accordance with the requirements set out in Section 9 of POPIA. We commit to ensuring that processing is kept to a minimum and is only carried out if it is adequate, relevant, and not excessive for the purpose for which it is intended.

Service Provision: Performance of a contract/agreement.
Direct Marketing: Explicit consent of the data subject.
Compliance & Reporting: Legal obligation under South African law.
Website Improvement: Legitimate interest of the business.

4. Cookies and Tracking Technologies

To ensure our website functions correctly and to provide you with a tailored experience, Handmade Media uses "cookies" and similar tracking technologies. A cookie is a small text file that is stored on your device's browser when you visit our website. These files allow our site to "remember" your actions and preferences over a period of time.

4.1 Types of Cookies We Use

We categorize the cookies used on our website into two primary groups based on their necessity:

Essential Cookies: These are strictly necessary for the operation of our website. They enable core functionality such as page navigation, security, and access to secure areas of the site. You cannot disable these cookies through our internal settings as the website would not function correctly without them.
Non-Essential (Analytics and Performance) Cookies: These cookies help us understand how visitors interact with our website by collecting information about which pages are visited most frequently and whether users encounter error messages. This data is aggregated and used exclusively to improve the performance and usability of our digital presence.

4.2 Third-Party Tracking Services

Handmade Media utilizes the following third-party services to analyze website traffic and user engagement:

Google Analytics: Used to track website traffic, session duration, and user behavior to help us optimize content delivery and site performance.

Note on Data Privacy: Information collected via Google Analytics is subject to Google’s own privacy policies. We configure these tools to ensure that IP addresses are processed in a manner consistent with data minimization principles.

4.3 Managing and Refusing Cookies

You have the right to decide whether to accept or reject cookies. You can manage your cookie preferences through your web browser settings. Most browsers allow you to:

View the cookies currently stored on your device and delete them individually.
Block third-party cookies from being placed on your device.
Block all cookies from being placed on your device.
Set your browser to notify you each time a cookie is offered.

Please be aware that if you choose to reject or disable cookies, certain sections or functionalities of the Handmade Media website may become inaccessible or fail to operate as intended. For detailed instructions on how to adjust your settings, please refer to the "Help" or "Support" documentation provided by your specific browser (e.g., Google Chrome, Mozilla Firefox, Safari, or Microsoft Edge).

5. Information Sharing, Disclosure, and International Transfers

Handmade Media (Pty) Ltd maintains a strict policy against the sale, rental, or trade of your personal information to third parties for their independent marketing or commercial purposes. We only disclose your personal information to third parties when it is necessary for the provision of our services, when required by law, or with your express authorization.

5.1 Authorized Third-Party Service Providers

We engage trusted third-party service providers to assist us in our business operations. These entities are contractually obligated to handle your personal information with the same level of care and security that we do. Categories of such providers include:

Cloud Hosting and Storage Providers: To securely store and manage our digital files and client data.

Email Marketing Platforms: Such as Mailchimp or similar services, used to manage our communication lists and deliver newsletters (provided you have opted in).
Analytics Partners: Such as Google Analytics, to assist in measuring website performance and user engagement.
Professional Advisors: Including accountants, legal counsel, or auditors who require access to relevant documentation for regulatory compliance and financial reporting.

5.2 Cross-Border Data Transfers

Some of our service providers operate in jurisdictions outside of the Republic of South Africa. Consequently, your personal information may be transferred to and stored in countries that may have different data protection laws than those under the Protection of Personal Information Act (POPIA).

Compliance Assurance: Whenever we transfer your data across borders, we ensure that the recipient party is subject to a law, binding corporate rule, or binding agreement that provides an adequate level of protection, substantially similar to the standards required by POPIA. We take reasonable steps to ensure that your information remains protected according to our internal data privacy protocols.

5.3 Legal and Regulatory Disclosures

In specific circumstances, Handmade Media may be required by law to disclose your personal information. This includes, but is not limited to:

Complying with a subpoena, court order, or other legal process.
Responding to lawful requests by public authorities, including to meet national security or law enforcement requirements.
Protecting the rights, property, or safety of Handmade Media, our clients, or the public.

5.4 Third-Party Social Media and External Links

Our website may contain links to external websites, including social media platforms (e.g., LinkedIn, Instagram, Facebook). Please be aware that when you click on these links, you are leaving the Handmade Media digital environment. We have no control over the privacy practices or the content of these third-party websites. Their collection and use of your personal information are governed by their own privacy policies, and we accept no responsibility or liability for their practices.

6. Data Security and Retention

At Handmade Media (Pty) Ltd, we treat the security of your personal information with the utmost importance. We have implemented a combination of technical, physical, and organizational security measures to protect your data against unauthorized access, accidental loss, unlawful processing, or damage.

6.1 Security Measures

Our security framework is designed to ensure the ongoing confidentiality, integrity, and availability of our processing systems. These measures include:

Encryption: Where applicable, sensitive data transmitted to or from our website is protected using Secure Socket Layer (SSL) encryption technology to prevent interception during transit.
Access Controls: Access to personal information is strictly limited to authorized personnel who require such information to perform their professional duties. These individuals are bound by confidentiality agreements.
Infrastructure Security: We utilize reputable cloud-based hosting providers that maintain robust, enterprise-grade physical and logical security protocols, including firewalls, intrusion detection, and regular system patching.
Internal Policies: We maintain a culture of data protection through regular staff awareness and internal policies that dictate how data must be stored, archived, and destroyed.

6.2 Data Retention Policy

Handmade Media adheres to the principle of data minimization and storage limitation. We will only retain your personal information for as long as is necessary to fulfill the purposes for which it was collected, as described in this policy, or to comply with statutory legal and accounting requirements.

When determining the appropriate retention period for different categories of personal information, we consider:

Contractual Data: Retained for the duration of the service agreement plus 7 years to satisfy SARS and company law requirements.
Marketing Data: Retained until you withdraw your consent or request that we delete your information from our mailing list.
Website Analytics: Retained in an anonymized or aggregated format for a period not exceeding 26 months, unless specified by our service provider settings.

Secure Destruction: Once the retention period has expired, or where you have exercised your right to be forgotten, Handmade Media will take all reasonable steps to ensure that your personal information is permanently deleted, destroyed, or de-identified in a manner that ensures it cannot be reconstructed.

While we strive to employ the highest standards of security, please note that no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, while we endeavor to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

7. Your Data Protection Rights under POPIA

Under the Protection of Personal Information Act (POPIA), you are recognized as a "data subject" and are entitled to specific rights regarding your personal information held by Handmade Media (Pty) Ltd. We are committed to facilitating the exercise of these rights and ensuring that your data remains accurate, secure, and processed only in accordance with the law.

You may exercise the following rights at any time:

Right of Access: You have the right to request confirmation of whether we hold personal information about you and to request a copy of the specific personal information we process.
Right to Request Correction: If your information is inaccurate, incomplete, or out of date, you have the right to request that we rectify or update such data.
Right to Request Deletion (Erasure): You have the right to request that we delete or destroy your personal information under certain circumstances, such as when the information is no longer necessary for the purposes for which it was collected or if you withdraw your consent for processing.
Right to Object to Processing: You have the right to object to the processing of your personal information where such processing is based on our legitimate interests or for the purposes of direct marketing.
Right to Withdraw Consent: Where our processing activity is based on your consent, you have the right to withdraw that consent at any time. Please note that this will not affect the lawfulness of any processing carried out before you withdrew your consent.
Right to Lodge a Complaint: You have the right to lodge a complaint with the Information Regulator of South Africa if you believe that our processing of your personal information does not comply with the provisions of POPIA.

How to Exercise Your Rights: If you wish to exercise any of the rights listed above, please contact our Information Officer in writing at info@handmademedia.o.za.

To protect your privacy and ensure security, we may require additional information from you to verify your identity before we can process your request. We will respond to all legitimate requests within a reasonable timeframe, as stipulated by applicable law.

We reserve the right to charge a reasonable administrative fee for the processing of access requests, as permitted by Section 23 of POPIA, in circumstances where requests are manifestly unfounded or excessive.

8. Contact Details and The Information Regulator

Handmade Media (Pty) Ltd takes your privacy concerns seriously. Should you have any questions regarding this Privacy Policy, wish to exercise your data subject rights, or believe that your personal information has been mishandled, please direct your correspondence to our designated Information Officer.

8.1 Handmade Media Information Officer

For all data protection inquiries, you may contact our Information Officer using the details provided below:

Full Name: Nanette Dreyer

Email Address: info@handmademedia.co.za

Physical Address: 71 Steenbok Street, Monument Office Park, Unit 6-202, Monument Park, Pretoria

8.2 The Information Regulator (South Africa)

If you are not satisfied with how Handmade Media has addressed your concerns, or if you believe there has been a breach of the Protection of Personal Information Act (POPIA), you have the right to lodge a formal complaint with the national supervisory authority.

Regulatory Authority Contact Information:
Name: The Information Regulator (South Africa)
Website: https://www.justice.gov.za/inforeg/
General Enquiries Email: enquiries@inforegulator.org.za
Complaints Email: PAIAComplaints@inforegulator.org.za / POPIAComplaints@inforegulator.org.za
Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

We encourage you to contact us directly to discuss your concerns before escalating them to the Information Regulator, as we are committed to resolving any issues amicably and promptly.