Privacy / POPIA Notice

1. Purpose of this notice

This notice explains how personal information submitted or generated through the Phoenix ONE website is collected, used, stored and protected in accordance with applicable South African data-protection requirements, including the Protection of Personal Information Act, 2013 (“POPIA”).

2. Information we collect

When you request a callback or make an enquiry, we may collect your name, company, email address, telephone number, preferred callback time, enquiry type, message, the page from which you submitted the enquiry and campaign/referral information associated with that enquiry.

If you choose to allow optional website analytics, we may also record a randomly generated visitor identifier, a session identifier, page views and interactions such as pricing, callback and WhatsApp button clicks. We do not use this optional website analytics feature to collect the content of your private communications.

3. Why we process your information

We process information to receive and respond to enquiries, arrange requested callbacks, qualify potential customer or partner requirements, maintain enquiry records, protect and operate the website, measure the effectiveness of the website where analytics permission has been given, and comply with applicable legal or regulatory obligations.

4. Callback requests

When you submit the callback form, the information is used to send your request to the Phoenix ONE team and to maintain an internal enquiry record. The form requires your acknowledgement of this privacy notice before submission.

5. Optional website analytics

Non-essential first-party analytics are disabled until you choose “Allow analytics”. If you choose “Essential only”, the website does not create the optional visitor identifier or send optional page-view/click events. A callback request can still be submitted because processing the form is necessary to provide the service you requested.

6. Who may receive the information

Your information may be accessed by authorised Phoenix personnel and by service providers that support website hosting, email delivery, security, cloud storage and related technical operations. These services currently include cloud infrastructure used to host the website and Google Workspace services used to route and record enquiries. Service providers are expected to process information only for authorised purposes and subject to applicable safeguards.

7. Cross-border processing

Some technology and cloud service providers may process or store information outside South Africa. Where cross-border processing occurs, Phoenix ONE will rely on measures permitted by applicable law and on the safeguards available through the relevant service-provider arrangements.

8. Retention

We retain enquiry and website information only for as long as reasonably necessary for the purpose for which it was collected, legitimate business recordkeeping, dispute handling, security, reporting and applicable legal requirements. Information that is no longer required should be securely deleted or de-identified where appropriate.

9. Security

Reasonable technical and organisational safeguards are used to protect personal information against loss, unauthorised access, misuse, alteration or disclosure. Access to enquiry records should be limited to authorised users. No internet or cloud system can, however, be guaranteed to be completely secure.

10. Your rights

Subject to POPIA and other applicable law, you may request access to personal information held about you, ask for inaccurate information to be corrected, object to certain processing, request deletion where legally appropriate, or raise a complaint about the handling of your information.

Privacy and data-subject requests may be submitted through the secure Request a Callback form by selecting “General enquiry” and stating “Privacy request” in the message. You also have the right to lodge a complaint with the Information Regulator (South Africa) where applicable.

11. Marketing

A callback request is used to respond to the enquiry you initiated. Phoenix ONE should not use a callback request as consent for unrelated electronic direct marketing unless an appropriate lawful basis or separate marketing permission applies.

12. Changes to this notice

This notice may be updated when website functionality, service providers or legal requirements change. The latest version published on the website applies from its stated effective date.

Effective date: 11 August 2026. Privacy enquiries may be submitted through the secure website contact form.