POPIA Compliance Policy

Server Warehouse (Pty) Ltd
Effective Date: 1 March 2024

1. Introduction

Server Warehouse (Pty) Ltd (“the Company”, “we”, “our” or “us”) is committed to protecting the privacy of all individuals in accordance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”).

This policy outlines how we collect, use, store, share, and protect your personal information and your rights in respect thereof.

2. Purpose

This policy ensures that personal information is processed lawfully, fairly, and transparently by Server Warehouse (Pty) Ltd, in accordance with POPIA.

3. Scope

This policy applies to:

All employees and contractors of Server Warehouse (Pty) Ltd.
All clients, prospective clients, service providers, suppliers, and third parties whose personal information we process.

4. Definitions

Data Subject – The individual or legal entity whose personal information is collected.
Personal Information – Any information that can identify a natural or juristic person.
Processing – Any operation on personal information including collection, storage, use, or destruction.
Responsible Party – Server Warehouse (Pty) Ltd.
Operator – Any person or entity that processes personal information on behalf of the Responsible Party.

5. Information We Collect

We may collect and process:

Names and surnames (of contact persons)
Contact details (email, phone)
Physical or business addresses
Company name, registration number, VAT number
Payment and billing info
Purchase history
Device and browser data

6. How We Use Personal Information

Fulfilling orders and delivering products/services
Processing payments and invoicing
Managing customer accounts and support
Improving website and user experience
Meeting legal and tax obligations
Communicating order updates and policy notices

7. Legal Basis for Processing

We process personal information when:

Consent is provided
It is necessary to perform a contract
It is legally required
It serves our or your legitimate interests

8. Information Sharing

We do not sell or rent personal data. We may share information with:

Payment processors
Courier/logistics companies
IT and hosting service providers
Legal and regulatory authorities where required

9. Data Security

We apply reasonable safeguards such as:

SSL encryption
Access controls
Firewall and malware protection
System backups

10. Data Retention

We retain personal data as long as necessary to:

Provide services
Comply with legal obligations
Support tax and financial recordkeeping

When no longer needed, data is deleted or anonymised securely.

11. Data Subject Rights

You have the right to:

Access your personal data
Request correction or deletion
Object to processing
Withdraw consent
Lodge a complaint with the Information Regulator

12. Cookies and Website Tracking

Our ecommerce site uses cookies for:

Navigation and session management
Analytics and performance tracking
Cart and login functionality

You may manage cookies via your browser settings.

13. Cross-Border Data Transfers

We ensure any transfers outside South Africa meet legal standards, including:

Transfers to countries with adequate protection
Contracts or agreements with processors abroad

14. Information Regulator Contact

Information Regulator (South Africa)
Website: https://www.justice.gov.za/inforeg/
Email: inforeg@justice.gov.za

15. Updates to this Policy

We may update this policy periodically. The latest version will be posted on our website.

16. Contact Us

Server Warehouse (Pty) Ltd
Email: sales.sw@server-warehouse.co.za
Address: 6 Aludra Street, Midstream Ridge Estate, Midstream Estates, Olifantsfontein, 1692, South Africa