Privacy Policy

1Introduction

Elegantpix (“we”, “us” or “our”) respects your right to privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, process, store, disclose and protect personal information when you visit our website, request a quotation, place an order, upload documents or images for printing, make a payment or otherwise interact with our business.

This Privacy Policy is intended to comply with the Protection of Personal Information Act 4 of 2013 (“POPIA”), the Promotion of Access to Information Act 2 of 2000 (“PAIA”), where applicable, and other relevant laws of the Republic of South Africa.

By accessing our website or providing us with personal information, you acknowledge that you have had the opportunity to read this Privacy Policy. Where consent is required by law, we will obtain it as appropriate. Use of our website does not constitute blanket consent to every form of processing described in this Policy.

2Personal Information We Collect

Depending on the nature of your interaction with Elegantpix, we may collect and process the following categories of personal information.

2.1 Personal and Contact Information

This may include:

• Full name and surname;
• Email address;
• Telephone or mobile number;
• Physical, residential or delivery address;
• Business name and business contact details; and
• Any other information you voluntarily provide when communicating with us.

2.2 Order and Transaction Information

We may collect information relating to your printing requirements, including:

• Quotations, purchase orders and order specifications;
• Printing preferences, quantities, dimensions and paper types;
• Order history, invoices and payment confirmations;
• Delivery or collection instructions; and
• Correspondence relating to orders, complaints, refunds or customer support.

2.3 Documents, Images and Files Submitted for Printing

Our services may require you to upload, email or otherwise submit documents, photographs, artwork, logos, designs, identification documents or other files for printing.

Such files may contain personal information relating to you or third parties. We will process these files primarily to assess, prepare, produce, deliver or otherwise fulfil your printing order, or for another lawful purpose disclosed to you.

You should not submit sensitive personal information unless it is reasonably necessary for the requested service. Where you submit personal information relating to another person, you must ensure that you are legally entitled to do so.

2.4 Payment Information

Where payments are made through our website or another payment channel, we may process information necessary to confirm and reconcile transactions.

Payments may be processed by third-party payment service providers. Where applicable, payment card information will be handled in accordance with the relevant provider's systems and security procedures.

We do not intend to collect or retain complete payment card details or card security codes unless a lawful and appropriately secured payment arrangement specifically requires it.

2.5 Technical and Website Usage Information

When you access our website, certain technical information may be collected automatically, including:

• Internet Protocol (IP) address;
• Browser type and version;
• Device and operating system information;
• Website pages accessed and interactions with the website;
• Date, time and duration of visits; and
• Cookie identifiers and similar technical information, where applicable.

This information may be used to maintain website functionality, improve performance, analyse usage, prevent fraud and protect our systems.

3How We Collect Personal Information

We may collect personal information:

1. Directly from you when you complete an online form, request a quotation, create an account, place an order or contact us;
2. When you upload or submit documents, images, artwork or other files for printing;
3. Through payments, order fulfilment, delivery and customer service processes;
4. Automatically through website technologies, including cookies, where applicable; and
5. From authorised representatives, business customers, payment providers, delivery service providers or other third parties, where lawful and necessary.

Where personal information is obtained from another source, we will take reasonably practicable steps to comply with applicable notification requirements under POPIA.

4Purposes for which We Process Personal Information

We may process personal information for the following purposes:

1. To respond to enquiries and provide quotations;
2. To receive, process, manage and fulfil printing orders;
3. To review submitted files and prepare them for printing;
4. To communicate with customers regarding orders, production, collection, delivery or delays;
5. To process payments, refunds, invoices and accounting records;
6. To arrange delivery or collection of completed orders;
7. To provide customer support and resolve disputes or complaints;
8. To maintain, secure and improve our website, products and services;
9. To prevent fraud, misuse, unauthorised access and unlawful activity;
10. To comply with applicable legal, regulatory, tax and accounting obligations;
11. To establish, exercise or defend legal rights and claims; and
12. To send marketing communications where permitted by applicable law.

We will process personal information only where a lawful basis exists under POPIA, including where processing is necessary to perform a contract, comply with a legal obligation, protect a legitimate interest recognised by law, or where valid consent or another lawful justification applies.

5Confidentiality of Printing Documents and Files

Elegantpix recognises that documents and files submitted for printing may contain confidential, commercially sensitive or personal information.

Accordingly:

1. 5.1We will use submitted files primarily for the purpose of providing the printing services requested by the customer and for associated legitimate operational purposes.
2. 5.2Access to submitted files will be restricted, as reasonably practicable, to employees, contractors and service providers who require access to fulfil the relevant order or perform an authorised function.
3. 5.3We will take reasonable technical and organisational measures to prevent unauthorised access to, disclosure of, alteration of or loss of submitted files.
4. 5.4We will not knowingly sell customers' submitted documents, photographs or artwork to third parties or use them for unrelated commercial purposes without an appropriate lawful basis.
5. 5.5We may retain files for a limited period where reasonably necessary to complete an order, address a customer query, manage a reprint, resolve a dispute or comply with a legal obligation.
6. 5.6Once submitted files are no longer required for a lawful purpose, we will take reasonable steps to delete, destroy or de-identify them, subject to applicable retention obligations and legitimate legal requirements.
7. 5.7Customers remain responsible for ensuring that they have the necessary rights, permissions and authority to submit files containing third-party information or protected content.

Although we take reasonable precautions, no electronic transmission, storage system or website can be guaranteed to be completely secure.

6Disclosure of Personal Information to Third Parties

Elegantpix does not sell personal information to third parties.

We may disclose personal information to the following categories of recipients where necessary and lawful:

1. Payment processors and financial service providers;
2. Courier companies and delivery service providers;
3. Website hosting providers, cloud storage providers and information technology service providers;
4. Software providers and systems used to manage orders and customer communications;
5. Professional advisers, including accountants, auditors and legal practitioners;
6. Regulators, law enforcement authorities, courts or other public bodies where disclosure is required or authorised by law; and
7. Other persons where you have authorised disclosure or where another lawful basis applies.

Where third parties process personal information on our behalf, we will take reasonable steps to ensure that appropriate confidentiality and security safeguards are in place and that applicable POPIA requirements are observed.

7Cross-Border Transfers

Certain website hosting, cloud storage, payment processing or software providers may store or process personal information outside the Republic of South Africa.

Where personal information is transferred outside South Africa, we will take reasonable steps to ensure that the transfer complies with section 72 of POPIA, including any applicable requirements concerning adequate protection, binding agreements, consent or another permitted ground for transfer.

Where relevant, further information concerning international transfers may be requested using the contact details set out in this Policy.

8Retention of Personal Information

We will retain personal information only for as long as reasonably necessary to fulfil the purpose for which it was collected, unless a longer retention period is required or permitted by law.

Retention periods may depend on the nature of the information and the relevant circumstances, including:

1. The completion of printing orders and related customer services;
2. The resolution of complaints, disputes or claims;
3. Applicable tax, accounting and record-keeping requirements;
4. Contractual obligations and legal proceedings; and
5. The need to maintain appropriate security, audit or transaction records.

Files uploaded specifically for printing will be deleted or securely destroyed when they are no longer required for the relevant purpose, subject to applicable retention obligations.

Where technically feasible, we will apply appropriate deletion procedures to files stored on our systems. Information retained in secure backups may remain for a limited period until those backups are overwritten or deleted in accordance with our retention procedures.

9Cookies and Website Technologies

Our website may use cookies and similar technologies to support essential website functions, remember preferences, improve performance and understand website usage.

Where applicable, cookies may include:

• Essential cookies required for the website to function;
• Preference cookies used to remember settings;
• Analytics cookies used to assess website performance; and
• Advertising or tracking cookies, if these services are implemented.

Where consent is legally required for non-essential cookies, we will provide an appropriate mechanism to obtain that consent.

You may manage or disable cookies through your browser settings. However, disabling certain cookies may affect website functionality.

10Direct Marketing

Elegantpix may communicate with you regarding your orders, quotations, payments, deliveries and other service-related matters.

We may also send promotional communications about our products and services where permitted by applicable law.

Where consent is required for electronic direct marketing, we will obtain the necessary consent. Where POPIA permits direct marketing to existing customers under the applicable statutory requirements, we will provide an appropriate opportunity to object and will honour valid opt-out requests.

You may unsubscribe from promotional emails by using the unsubscribe facility provided or by contacting us directly.

We will not continue sending direct marketing communications where we are legally required to stop.

11Security of Personal Information

Elegantpix takes reasonable and appropriate technical and organisational measures to protect personal information against loss, unauthorised access, misuse, disclosure, alteration or destruction.

Depending on the nature of our systems and operations, these measures may include:

1. Access controls and password protection;
2. Restricting access to personal information on a need-to-know basis;
3. Secure storage and transmission practices;
4. Reasonable security measures for computers, printing equipment and digital files;
5. Appropriate confidentiality obligations for personnel and service providers; and
6. Procedures for identifying, investigating and responding to suspected security incidents.

Where a security compromise occurs, we will take the steps required by applicable law, including notifying the Information Regulator and affected data subjects where required by POPIA.

12Your Rights Under POPIA

Subject to applicable legal requirements and limitations, you may have the right to:

1. Request confirmation of whether we hold personal information about you;
2. Request access to personal information that we hold about you;
3. Request correction, updating or deletion of inaccurate, irrelevant, excessive, outdated, incomplete, misleading or unlawfully obtained information;
4. Object to certain forms of processing where POPIA permits such an objection;
5. Withdraw consent where processing is based on your consent, without affecting the lawfulness of processing carried out before withdrawal;
6. Object to direct marketing in accordance with applicable law;
7. Request that we delete or destroy personal information where the applicable legal requirements are satisfied; and
8. Lodge a complaint with the Information Regulator of South Africa.

Requests may be submitted using the contact details set out in section 15 below. We may request reasonable information to verify your identity before acting on a request and may need to refuse or limit a request where the law permits or requires us to do so.

Where applicable, requests for access to records may be dealt with in accordance with PAIA and the relevant prescribed procedures.

13Third-Party Websites and Services

Our website may contain links to third-party websites, payment platforms or other external services.

Those websites and services may operate under their own privacy policies, terms and security arrangements. Elegantpix does not control the privacy practices of independent third parties.

Customers are encouraged to review the relevant third-party privacy policies before providing personal information directly to those parties.

14Children's Personal Information

Elegantpix does not knowingly collect personal information from children where such collection or processing would be unlawful.

Where our services involve personal information relating to a child, we will process that information only where permitted by POPIA and subject to any applicable requirements concerning consent from a competent person or another lawful basis.

15Contact Details and Privacy Requests

For any enquiries, requests, complaints or concerns relating to this Privacy Policy or the processing of personal information, please contact Elegantpix using the details below:

Business Name

Elegantpix

Website

https://www.elegantpix.co.za

Email Address

info@elegantpix.co.za

Information Officer

Seggie naidoo

Physical Address

10 Mathews Meyiwa road , Greyville , Durban

We will consider and respond to requests in accordance with applicable law.

Information Regulator of South Africa

If you believe that your personal information has been processed unlawfully or that your rights under POPIA have been infringed, you may lodge a complaint with the Information Regulator of South Africa.

Website

https://inforegulator.org.za/

Email

enquiries@inforegulator.org.za

Telephone

010 023 5200

16Changes to This Privacy Policy

Elegantpix reserves the right to amend or update this Privacy Policy from time to time to reflect changes in our business operations, website functionality, service providers or applicable legal requirements.

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

Where required by law, we will take appropriate steps to notify affected individuals of material changes or obtain any additional consent that may be necessary.

17General

This Privacy Policy must be read together with any applicable terms and conditions, order terms, website notices and other relevant policies published by Elegantpix.

Nothing in this Privacy Policy is intended to exclude or limit any right or obligation that cannot lawfully be excluded or limited under the laws of the Republic of South Africa.

18Applicable Law

This Privacy Policy is governed by and interpreted in accordance with the laws of the Republic of South Africa, including the Protection of Personal Information Act 4 of 2013.