1. Introduction

The Peter Allan Building Materials Trust trading as Peter Allan Timber (“Peter Allan Timber”, “we”, “us” or “our”) respects your privacy and is committed to protecting personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African laws.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit www.peterallan.co.za, contact us through the website, request information from us or otherwise interact with us electronically.

Peter Allan Timber acts as the responsible party in respect of personal information processed for the purposes described in this Policy.

2. Information we may collect

Depending on how you interact with us, we may collect information including:

• your name and surname;

• company or business name;

• job title or role;

• telephone or mobile number;

• email address;

• physical or business address;

• details supplied when requesting a price list, product information, quotation or other assistance;

• information contained in correspondence or enquiries you send to us;

• customer, supplier or prospective customer information relevant to our business relationship;

• information submitted through forms on our website; and

• technical information relating to your use of our website, such as your IP address, browser type, device information and website usage information.

We will endeavour to collect only the personal information reasonably necessary for the purpose for which it is required.

3. How we collect information

We may collect personal information:

• directly from you when you complete a website form, contact us, request information or correspond with us;

• in the ordinary course of our dealings with customers, prospective customers, suppliers and other business partners;

• automatically through our website and its associated technology, including cookies and similar technologies; and

• from publicly available sources or third parties where we are lawfully entitled to obtain the information.

4. How we use your information

We may process personal information for purposes including:

• responding to enquiries;

• providing product information, specifications, price lists or quotations;

• assessing and opening customer accounts;

• communicating with customers, prospective customers and suppliers;

• processing and administering orders and deliveries;

• maintaining customer and supplier relationships;

• providing customer service and technical or product-related assistance;

• maintaining and improving our website;

• monitoring website performance and usage;

• maintaining the security of our website and information systems;

• keeping appropriate business, accounting and operational records;

• complying with legal, regulatory, tax and contractual obligations;

• establishing, exercising or defending legal rights; and

• communicating information about Peter Allan Timber's products or services where we are legally permitted to do so.

We will not process personal information in a manner incompatible with the purpose for which it was collected unless permitted by law.

5. Grounds on which we process personal information

Depending on the circumstances, we process personal information where:

• you have consented to the processing;

• processing is necessary to perform a contract with you or take steps requested by you before entering into a contract;

• processing is necessary to comply with a legal obligation;

• processing protects a legitimate interest of yours;

• processing is necessary for the proper performance of a public law duty; or

• processing is necessary for the legitimate interests of Peter Allan Timber or a third party, provided those interests do not unjustifiably prejudice your rights.

Where we rely on consent, you may withdraw that consent, subject to applicable law and any consequences of the withdrawal.

6. Sharing of personal information

We do not sell personal information.

We may disclose personal information where reasonably necessary to:

• our employees and authorised representatives;

• website hosting, IT, communications and other service providers;

• professional advisers such as accountants, auditors, insurers and legal advisers;

• transport, logistics or other service providers involved in fulfilling a customer's requirements;

• banks, payment providers or credit-related service providers where applicable;

• government bodies, regulators or law-enforcement authorities where required by law; or

• another party where disclosure is necessary to establish, exercise or protect our legal rights.

Service providers that process personal information on our behalf are required, where applicable, to protect that information appropriately and to process it only for authorised purposes.

7. Transfer of information outside South Africa

Some of our technology, hosting or service providers may store or process information outside South Africa.

Where personal information is transferred outside South Africa, we will take reasonably appropriate steps to ensure that the transfer complies with POPIA, including the requirements relating to transborder information flows.

8. Retention of information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, or for any additional period required or permitted by law.

The applicable retention period will depend on the nature of the information, our relationship with you and any legal, tax, accounting, contractual or operational requirements that apply.

When personal information is no longer required and there is no lawful basis for retaining it, we will delete, destroy or de-identify it in an appropriate manner.

9. Security

Peter Allan Timber takes reasonable and appropriate technical and organisational measures to safeguard personal information against loss, damage, unauthorised destruction, unlawful access or unlawful processing.

However, no website, electronic communication or electronic storage system can be guaranteed to be completely secure. Users should therefore take appropriate precautions when transmitting information electronically.

10. Cookies and website analytics

Our website may use cookies and similar technologies to enable the website to function correctly, improve its performance, understand how visitors use the website and improve the user experience.

Cookies may include:

• essential cookies required for the operation and security of the website;

• functional cookies that remember certain preferences; and

• analytics or performance cookies, where enabled, which help us understand website usage.

Where required, non-essential cookies will be used subject to the appropriate consent.

You may also manage or disable cookies through your browser settings, although doing so may affect the operation of certain website functions.

11. Direct marketing

Peter Allan Timber may occasionally communicate with customers or prospective customers about products, services or information which we believe may be relevant to them.

We will conduct electronic direct marketing in accordance with POPIA.

Where consent is required, we will seek that consent before sending unsolicited electronic marketing. Where you are an existing customer, we may communicate with you regarding our own similar products or services where permitted by law.

Every electronic marketing communication will provide a reasonable means of opting out of further marketing.

You may ask us at any time to stop sending you marketing communications.

12. Your rights

Subject to applicable law, you may have the right to:

• ask whether we hold personal information about you;

• request access to personal information we hold about you;

• request correction of inaccurate, incomplete, misleading or outdated information;

• request deletion or destruction of personal information where permitted by law;

• object to certain processing of your personal information;

• withdraw consent where processing is based on consent;

• object to direct marketing; and

• lodge a complaint with the Information Regulator.

We may require appropriate proof of identity before responding to a request involving personal information.

Certain requests may also be dealt with in accordance with the Promotion of Access to Information Act 2 of 2000 (“PAIA”) and our PAIA Manual.

13. Security compromises

If we have reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will deal with the security compromise in accordance with POPIA, including notifying the Information Regulator and affected data subjects where required.

14. Third-party websites

Our website may contain links to websites operated by third parties.

Peter Allan Timber does not control those websites and is not responsible for their privacy practices, security or content. Users should review the privacy policies of third-party websites before providing personal information to them.

15. Children's information

Our website and services are directed primarily at businesses, trade customers and persons acting in a commercial or professional capacity.

We do not intentionally use the website to collect personal information from children.

16. Changes to this Privacy Policy

We may amend this Privacy Policy from time to time to reflect changes in our business, website, technology or legal obligations.

The latest version will be published on our website and will indicate the date on which it was last updated.

17. Contact us

Questions, objections or requests relating to personal information may be directed to:

Peter Allan Timber
The Peter Allan Building Materials Trust t/a Peter Allan Timber
Van Riebeeck Road, Blackheath PO Box 23,
Blackheath 7581, Cape Town, Western Cape, South Africa

You may also lodge a complaint with the Information Regulator (South Africa).

Information Regulator (South Africa)
Woodmead North Office Park
54 Maxwell Drive
Woodmead, Johannesburg
South Africa

Email: enquiries@inforegulator.org.za
Telephone: 010 023 5200