Privacy Policy POPIA - Evolution Computers

EVOLUTION COMPUTERS PRIVACY POLICY (2021)

According to the POPI Act – Protection of Personal Information Act the right to privacy is an integral human right recognised and protected in the South African Constitution and in the Protection of Personal Information Act 4 of 2013 (“POPIA”). As EVOLUTION COMPUTERS, we have a policy in place which complies with the Act. If you would like to view this policy please contact our Information Officer, Clinton Armitage, on popi@evolutioncomputers.co.za.

In order to comply with the POPI Act you need to understand the following with regards to your personal information:
• what information we collect
• how we receive this information,
• how we store and secure the information,
• why we need this information and the options available to you regarding this information.

WHAT INFORMATION WE COLLECT:
In order for us to effectively manage relationships with our customers we require the following information:
• Name and surname
• ID Number
• Physical Address
• Telephone numbers
• E-mail addresses
• Date of birth
• Company registered name
• Company registration number
• Company VAT number
• Company physical address
• Company telephone number
• Company email address
• Password and login information
• Descriptions of client computer and network systems
• Scanned copies of ID Documents
• Bank account numbers, branch codes, Name of banking institution

HOW WE RECEIVE THIS INFORMATION:
• People on our information storage systems have filled in a form either manually
or electronically giving consent to be on the information storage systems.
• Others have received an email or phone call asking for this information to be
added on the information storage systems.
• Some of this information is captured on the information storage systems automatically when a new
person signs up to our marketing platform.
• When people have applied for membership and filled in the membership form this
information is captured on the information storage systems.
• Personal Information that is available to EVOLUTION COMPUTERS, but not captured on our
information storage systems, would be if a person makes contact with us via email directly or from
the website.
• Alternatively, if a person makes telephonic contact and leaves their telephone
number with us for further contact.

HOW WE STORE AND SECURE THE INFORMATION:
EVOLUTION COMPUTERS uses a range of modern technological systems to store, utilize, and protect staff and client information.

Detailing those systems here leaves data more vulnerable for targeting by bad actors. To find out specifics of how we store and protect your data, contact the Information Officer.

To provide a general description: we use modern firewalls, encryption in transit and at rest, MFA and zero trust security models where possible, strong password protection, identity protection, backup systems, patching and antivirus, antimalware and antiransomware technologies, which are monitored and maintained. We also have reporting mechanisms to detect breach.
Some information may be given to third parties to process payments or debits. These third parties are POPI compliant.

These policies and procedures, and technological tools, represent our reasonable efforts to ensure that your information is secure, and any breach will immediately be reported to us.

Within EVOLUTION COMPUTERS anyone given access to these systems must have signed a data usage policy. Access is by invitation only and a password, and where applicable also with MFA is required.

All information held by EVOLUTION COMPUTERS is on password-controlled computers with encryption mechanisms.
Any information that is paper based will be held in secured cabinets and destroyed (shredded) once the information has been used as intended.

WHY WE NEED THIS INFORMATION:
This information is used by EVOLUTION COMPUTERS for the following reasons:
• to keep those on our information storage systems informed via email, Electronic Chat Platforms or phone call;
• to contact those on our information storage systems by email, a phone call, SMS or Electronic Chat Platforms to
communicate with them regarding products or services we provide.
• to effect repairs or implementation of systems and technologies at the instruction of, and for the benefit of clients
• for billing purposes, or to provide a service for payment.

EVOLUTION COMPUTERS will treat all your personal information as private and confidential and will not disclose any data about you to anyone other than the management and staff (and / or sub contractors) of EVOLUTION COMPUTERS, to facilitate administration and day-to-day functions of EVOLUTION COMPUTERS.
All staff (and any sub contractors) who have access to Personal Data will be required to read, agree to and sign a Data Usage Policy.

There are four exceptional circumstances where your information may be disclosed:

Where we are legally compelled to do so;
Where there is a duty to the public to disclose information;
Where the disclosure is to protect your interests;
Where the disclosure is made at your request or with your consent.

WHAT WE WILL NOT DO WITH YOUR INFORMATION:
We will not allow access to the information storage systems to anyone except for those with permission to do this. We will only use the information for the purpose it is intended.

WHAT ARE YOUR OPTIONS?
You have the right to know what information we have collected about you.

If for any reason you think that your information is not processed in a correct manner, or that your information is being used for a purpose other than that for what it was originally intended, you can contact our Information Officer.

You can request access to the information we hold about you at any time and if you think that we have outdated information, please request us to update or correct it.

If you no longer wish to be on our information storage systems at all you can request to be deleted from the information storage system. However, this is with the clear warning that we are now unable to contact you or keep you informed of any related information.

If you no longer wish to receive emails from us you can unsubscribe. Alternatively you can email by return email to request that we no longer send you emails. However, this is with a clear warning that you will not be receiving any email communication from us.