1. Responsible party and Information Officer
Asset-Man is committed to processing personal information lawfully, minimally and transparently. The responsible party is the Asset-Man contracting entity that determines why and how personal information is processed for the relevant relationship.
POPIA requires an accountable responsible party and an Information Officer. Confirm and add the following details, and ensure the Information Officer is registered with the Information Regulator where required.
Responsible party: [insert registered legal entity name and registration number]
Physical/registered address: [insert address]
Information Officer: [insert full name and role]
Information Officer contact: assetman@networkssa.co.za
Telephone: +27 82 626 6679
For customer platform data, the customer normally remains the responsible party and Asset-Man processes that information as an operator on the customer's documented instructions, as set out in the customer agreement.
2. How we apply the POPIA conditions
| POPIA condition | Asset-Man approach |
|---|---|
| Accountability | We assign responsibility for privacy compliance and maintain appropriate policies, contracts and safeguards. |
| Processing limitation | We collect information relevant to a defined purpose and seek a lawful basis before processing it. |
| Purpose specification | We tell you why information is collected and do not use it for an unrelated purpose without a lawful reason. |
| Further processing limitation | Further use must be compatible with the original purpose or otherwise authorised by law. |
| Information quality | We take reasonable steps to keep personal information accurate and allow correction requests. |
| Openness | We provide this notice and identify how to contact us about processing. |
| Security safeguards | We use reasonable safeguards and require operators to protect information. |
| Data subject participation | We provide a route to request access, correction, deletion, objection or other rights under POPIA. |
3. Processing overview
We process personal information for specific operational purposes, including marketing and demo requests, business communications, customer onboarding, support, contractual administration, security, compliance and service improvement.
| People concerned | Information | Purpose |
|---|---|---|
| Website visitors and prospects | Contact details, company, enquiry details, technical logs. | Respond to enquiries, arrange demos, protect the Site and assess a business request. |
| Customer contacts and users | Business contact details, authorised-user records and support communications. | Provide the contracted service, support users and manage the customer relationship. |
| Supplier and partner contacts | Contact, contractual and payment-administration information. | Manage commercial relationships and compliance records. |
We do not intentionally collect special personal information through the public contact form. If a customer configures the platform to contain special personal information, that customer is responsible for having an appropriate lawful basis and instructions; Asset-Man will process it only as authorised under the customer agreement and applicable law.
4. Direct marketing
Electronic direct marketing is handled in accordance with POPIA. Prospects may receive marketing by email, SMS, WhatsApp or similar electronic channels only with the necessary consent, unless a lawful existing-customer exception applies. Each marketing message should offer a clear, free and simple opt-out method.
Submitting an enquiry allows us to respond to that enquiry; it does not by itself authorise ongoing marketing unless you separately opt in. You can withdraw marketing consent at any time by using the unsubscribe option or emailing assetman@networkssa.co.za.
5. Operators, sharing and cross-border processing
We may use operators such as hosting, cloud infrastructure, contact-form, email, security, backup and professional-service providers. Operators may process personal information only on our instructions and must maintain appropriate security and confidentiality measures.
Some operators may process or store information outside South Africa. In that case, we will take reasonable steps to ensure the transfer meets POPIA's cross-border requirements, including by using an adequate-data-protection destination, binding contractual safeguards, performance of a contract or informed consent where applicable.
6. Security safeguards and compromises
We apply reasonable technical and organisational safeguards suitable for the nature of the information and risks involved. These include access-management practices, secure infrastructure configuration, backups, confidentiality obligations and incident procedures.
If we have reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will investigate, take reasonable corrective steps and notify the Information Regulator and affected data subjects as soon as reasonably possible where required by POPIA, subject to lawful investigation and notification requirements.
7. Retention
Personal information is retained only for as long as necessary for the relevant purpose, legal recordkeeping, dispute resolution or enforcement of agreements. Unsuccessful website enquiry records are ordinarily retained for up to 24 months after the last meaningful contact unless a different lawful period applies. Customer-data retention is governed by the customer agreement and applicable law.
8. Your rights and complaints
Subject to POPIA, you may request confirmation of processing, access to personal information, correction or deletion of inaccurate or unnecessary information, objection to certain processing and withdrawal of consent. Send the request to assetman@networkssa.co.za. We may request reasonable proof of identity and will respond in accordance with applicable law.
If you are not satisfied with how we handle a request, you may complain to the Information Regulator (South Africa). The Regulator also provides online services for POPIA complaints and Information Officer registration.
9. PAIA and this notice
This POPIA Notice does not replace any obligations under the Promotion of Access to Information Act 2 of 2000 (PAIA). Where required, requests for records will be dealt with under the applicable PAIA process. Contact the Information Officer using the details above for the current PAIA manual or access-request procedure.
Official resources: POPIA (Act 4 of 2013), Information Regulator POPIA guidance and PAIA resources.