Privacy Policy

This Privacy Policy explains how Arcane Systems (Pty) Ltd, trading as Arcane Systems, collects, uses and protects your personal information when you use this website. We follow the Protection of Personal Information Act, 2013 (POPIA). We are committed to handling your information with care.

1. Who is responsible for your information

Arcane Systems (Pty) Ltd is the responsible party for the personal information collected through this site. We are a private company registered in South Africa (registration number 2026/488331/07), based in Gauteng, South Africa. You can reach our Information Officer, who acts in that role for the company, using the contact details at the end of this policy. We refer to the role of Information Officer rather than to any individual by name.

2. What personal information we collect

When you use the contact form, we collect the information you choose to give us:

• Your name.
• Your email address.
• Your phone number, if you provide it.
• The subject and the message you send.

When you visit the site, we also collect standard technical information automatically:

• Your internet protocol (IP) address.
• Basic details about your browser and device.
• The pages you view and the date and time of your visit.

We do not ask for special personal information, and we do not knowingly collect information from children. Please do not send us sensitive information through the contact form.

3. Why we collect it and our lawful basis

We use your personal information only for clear reasons:

• To reply to your enquiry and to provide the services you ask about. This is needed to take steps at your request.
• To keep the website safe and working, for example to prevent spam and abuse of the contact form. This is in our legitimate interest in protecting the site.
• To keep proper business records. This is in our legitimate interest and may be required by law.

We do not sell your personal information, and we do not use it for advertising.

4. Cookies and similar technology

We use only the cookies the site needs to work. These include a cookie that protects forms against cross site request forgery, a cookie that keeps an administrator signed in to the private admin area, and a small cookie that remembers when you have dismissed our cookie notice. We do not use advertising or tracking cookies.

You can manage or delete cookies in your browser settings. If you block the essential cookies, some parts of the site, such as the contact form, may not work properly.

5. How long we keep your information

We keep contact enquiries for as long as we need them to deal with your request and to keep a reasonable business record, after which we delete them. We keep technical logs for a short period to help with security and troubleshooting. Where the law sets a retention period, we follow it.

6. How we protect your information

We take reasonable steps to protect your personal information. The site runs over a secure HTTPS connection, we apply hardened security settings, and we limit who can access stored information. No system can be perfectly secure, but we work to keep your information safe and to fix problems quickly if they arise.

7. Who we share it with

We do not sell or rent your personal information. We share it only where needed to run the site and our business, for example with the providers who host the website and deliver our email. These providers act as our operators and may process your information only on our instructions. We may also disclose information if the law requires it, or to protect our rights and the safety of others.

8. Sending information outside South Africa

Some of our service providers may store or process information in other countries. Where personal information is transferred outside South Africa, we take reasonable steps to make sure it stays protected to a standard in line with POPIA.

9. Your rights under POPIA

You have the right to:

• Ask what personal information we hold about you and to access it.
• Ask us to correct information that is wrong or out of date.
• Ask us to delete information where we no longer have a reason to keep it.
• Object to how we use your information in certain cases.

To exercise any of these rights, contact our Information Officer using the details below. We will respond within a reasonable time and as the law requires.

10. How to complain

If you are unhappy with how we handle your personal information, please tell us first so we can try to put it right. You also have the right to complain to the Information Regulator:

• The Information Regulator (South Africa)
• Website: inforegulator.org.za
• Email: POPIAComplaints@inforegulator.org.za

Please check the Regulator's website for its current contact details.

11. Changes to this policy

We may update this policy from time to time. When we do, we will change the date at the top of the page. Please check back now and then so you know how we protect your information.

12. Contact us

For any privacy question, or to reach our Information Officer, please use our contact page or email us at info [at] arcanesystems.africa. We are based in Gauteng, South Africa.