Privacy Policy

This policy explains how Arcane Systems ("we", "us", "our") collects and processes personal information when you use this website or contact us, and how we comply with the Protection of Personal Information Act, 4 of 2013 (POPIA).

1. Who we are

Arcane Systems is a web development and IT consultancy based inJohannesburg, Gauteng, South Africa. Registration number: [PLACEHOLDER: company registration number].

Our Information Officer is responsible for protecting personal information. You can reach them athello@arcanesystems.co.za or+27 10 000 0000.

2. What personal information we collect

We aim to collect only what we need to respond to you and do business with you:

• Contact details you give us, such as your name, email address, phone number and company name.
• The content of your enquiry or message.
• Basic technical information collected automatically when you visit the site, such as your IP address and browser type.

We do not knowingly collect information about children, and we do not collect special personal information through this website.

3. How we collect it

• When you submit the contact form on this website.
• When you email, call or message us directly.
• Automatically, through standard web server logs, when you visit the site.

4. Why we process it

• To respond to your enquiry and provide the services you request.
• To provide quotations, invoices and support.
• To meet legal, tax and accounting obligations.
• To keep the website secure and working correctly.

5. Lawful basis and consent

We process your information on the basis of your consent, our legitimate interest in responding to enquiries, and to comply with legal obligations. When you submit the contact form, you consent to us processing your details to respond to that enquiry.

6. Sharing and operators

We do not sell your personal information. We may share it with trusted service providers ("operators") who help us run our business, such as our website host and email delivery provider. These providers are required to protect your information and use it only for the purpose we specify.

7. Cross-border transfers

Some of our service providers store data outside South Africa (for example, our hosting and email providers). Where this happens, we take reasonable steps to ensure the information receives a comparable level of protection, as required by POPIA.

8. How long we keep it

We keep enquiry details only as long as necessary to deal with your enquiry, and business records for as long as the law requires us to. When information is no longer needed, we delete or de-identify it.

9. Security

We use appropriate technical and organisational measures to protect personal information, including encryption in transit, access controls and regular backups. No method of transmission or storage is completely secure, but we work to reduce risk and to respond promptly if a breach occurs.

10. Cookies

This website is designed to work without tracking cookies. We do not use advertising or analytics cookies. A small amount of data may be stored in your browser (for example, your light or dark theme preference), which stays on your device and is not sent to us.

11. Your rights

Under POPIA, you have the right to:

• Ask us what personal information we hold about you, and request access to it.
• Ask us to correct or delete information that is inaccurate, irrelevant or out of date.
• Object to processing, or withdraw consent you previously gave.
• Complain to the Information Regulator.

To exercise any of these rights, contact us athello@arcanesystems.co.za.

12. Complaints

If you are unhappy with how we handle your personal information, you can contact the Information Regulator (South Africa):

• Website: inforegulator.org.za
• Complaints: complaints.IR@justice.gov.za
• General enquiries: enquiries@inforegulator.org.za
• Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

13. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page, with the date it was last updated.

14. Contact us

Questions about this policy or your personal information? Emailhello@arcanesystems.co.za or call +27 10 000 0000.