Privacy Policy

KPG Privacy Policy

The Protection of Personal Information Act No 4 of 2013 ("POPIA") has come into effect and requires that your personal information be protected and dealt with in terms of POPIA. KPG Agencies cc, together with its subsidiaries and all associated companies, collectively referred to as "KPG", are committed to protecting your privacy, complying with POPIA and ensuring that your personal information is protected.

Privacy Principles

KPG subscribes to the following principles:

• Fairness — We collect and process personal information fairly and in accordance with applicable law.
• Legitimacy — We only use personal information for specified and legitimate purposes as allowed by applicable law.
• Relevance — We collect only the minimum amount of personal information required to fulfil a legitimate purpose and will not collect irrelevant or excessive information.
• Accuracy — We take reasonable steps to ensure that personal information is accurate.
• Retention — We comply with applicable laws regarding how long personal information should be retained and do not retain it longer than is required.
• Individual's Rights — We comply with applicable laws regarding a data subject's rights, such as the right to access and correct personal information under our control.
• Protection — We comply with applicable laws regarding data security standards to ensure personal data is adequately protected.
• Cross-border transfers — We only transfer personal data across national borders in compliance with applicable laws.

What Information Does This Policy Apply To?

This policy applies to personal information collected by KPG in connection with the services that we offer and in the course of our business dealings with you. KPG collects, stores and processes personal information about you that may be used in connection with the management of your account with us for purposes described in this policy or for purposes that you have consented to.

What is Personal Information?

Personal information refers to any information that identifies you or specifically relates to you or your employees. Personal information includes, but is not limited to:

• Name, surname, initials and identifying numbers (ID number, passport number, employee number)
• Contact details — email address, physical address, telephone number
• Marital status, age, language, birthplace, national origin, gender, sex, race and ethnic origin
• Education, employment history and financial history
• Biometric information (fingerprints, signature, voice)
• Health, disability, religion, conscience, culture and sexual orientation
• Medical history, criminal history
• Personal views, preferences, opinions, and others' views or opinions about you

When Will We Process Your Personal Information?

KPG may use your personal information to the extent permitted in law in the following circumstances:

• For the purposes described in this policy
• If you have consented to the processing
• If a person legally authorised by you, the law, or a court has consented
• If it is necessary to conclude or perform under a contract we have with you
• If the law requires or permits it
• If it is required to protect or pursue your, our, or a third party's legitimate interest

Reasons for the Collection of Personal Information

KPG may collect, process and use your personal information for various purposes related to our business interaction with you, including but not limited to:

• Carrying out and managing our business operations
• Servicing your account and managing our relationship with you
• Providing benefits and services to customers and vendors
• Confirming and verifying identity for security purposes
• Making payments and confirming that payments are made to the correct beneficiaries
• Assessing and processing instructions, queries and requests received
• Updating records with correct and current information to keep in contact
• Auditing, reporting and record-keeping purposes
• Legal reporting obligations and debt collection
• Registering sales with vendors (brands)
• Communicating with you on orders, product information and account matters
• Fulfilling orders placed with KPG
• Concluding and meeting contractual obligations to you
• Analysis and research purposes
• Delivery of services or goods
• To identify products or services offered by KPG that may be of interest to you and to provide marketing information to you

Marketing consent may be withdrawn at any time by contacting us at sales@kpg.co.za or 011 326 3478.

By placing orders with us and undertaking business with us, you consent to the processing of personal information for such purposes and in terms of this policy. You may withdraw this consent at any time.

Information Collected

The personal information collected and processed about you may include but is not limited to:

• Name and surname
• Identity number
• Company details and registration/VAT number
• Contact information
• Banking details
• Transaction and purchasing histories and patterns
• Information required to process or register or render services related to orders placed with KPG

In some instances, KPG may send your personal information to an authorised third party to verify your information, for example checking your credit limit with a credit bureau. KPG will endeavour to only supply your information to third parties who exercise the necessary protections over your information.

Special Personal Information

Special personal information relates to race, ethnic origin, trade union membership, health, biometric information, and criminal behaviour. We do not collect special personal information in the ordinary course and will obtain specific consent if we need to do so.

Sharing and Transfer of Information

KPG will share personal information with companies, organisations or individuals outside of KPG only where:

• Required to meet any applicable law, regulation, legal process or enforceable government request
• Required to detect, prevent or address fraud or security issues
• Required to protect against harm to the rights, property or safety of KPG, our clients or the public as permitted by law

Your personal information may be stored or transferred to locations outside South Africa. In this instance, we will ensure that the destination country has suitable data protection laws or that suitable contractual protections are in place. Access to your personal information is restricted to KPG employees carrying out their duties or to authorised third parties subject to applicable data protection law.

Cookie Policy

We may place small text files called 'cookies' on your device when you visit our website. These files do not contain personal data but do contain a personal identifier to associate your personal data with a certain device. Cookies track past actions and preferences and may personalise your experience on our website.

By using our websites you agree that cookies may be forwarded from the relevant website to your computer or device. You may configure your browser settings to notify you when cookies are received and may select not to receive them, however this may affect the full functionality of our websites.

Changes to This Privacy Policy

This Privacy Policy may be changed from time to time. The latest version will be noted at the end of the policy. We will place a notice on our website drawing attention to any material updates when they are made. We advise customers to familiarise themselves with the latest version on a regular basis.