Privacy Notice

Privacy Notice.

Guide to contents:

  1. Introduction
  2. What is personal information
  3. Where and when do we collect personal information
  4. When will we process your personal information
  5. When will we process your special personal information
  6. What information do we collect, and how do we use your information
  7. How we share your information
  8. Your rights and obligations
  9. Changes to our policy
  10. Other important information
  11. Contact Information
  12. Document control
  13. Change History

1.     Introduction:

In this document, references to: “Solid Base Trading 125 Pty Ltd t/a Sundown Country Estate“, “we”, “us”, or “the Group” are to Solid Base Trading 125 Pty Ltd t/a Sundown Country Estate and its subsidiary companies.

Solid Base Trading 125 Pty Ltd t/a Sundown Country Estate recognises its accountability in terms of the Protection of Personal Information Act (hereinafter referred to as POPIA), other privacy protection legislation, together with its regulations to all its employees. Solid Base Trading 125 Pty Ltd t/a Sundown Country Estate needs to collect personal information from its employees to carry out its business.

To maintain a trust relationship with our Stakeholders, we are committed to complying with both the spirit and the letter of POPIA, other privacy protection legislation, and to always act with due skill, care, and diligence when dealing with personal information.

2.     What is personal information:

Personal Information according to POPIA, means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person, including, but not limited to –

  1. Information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language, and birth of the person;
    1. Information relating to the education or the medical, financial, criminal, or employment history of the person;
    1. Any identifying number, symbol, e-mail address, telephone number, location information, online identifier, or other particular assignment to the person;

3.     Where and when do we collect personal information:

Information you provide to us:

4.     When will we process your personal information:

We will only process your personal information for lawful purposes relating to our business if the following circumstances apply:

5.     When will we process your special personal information:

Special personal information refers to the following categories of information:

We will process special personal information in the following instances:

6.     What information do we collect, and how do we use your information:

Kindly note that the following list is not comprehensive. It sets out the main purposes and data elements collected by Solid Base Trading 125 Pty Ltd t/a Sundown Country Estate:

Clients

Purpose:Data elements:
Invoicing
Debit Orders
Service Delivery
To contact you;
Audit & Record keeping;
BEE compliance.		Business Registration Nr
VAT nr
Business Name, t/a name
Banking details
Title
Name
Surname
Id nr
Physical address
Postal Address
Province
Contact nrs
email addresses
Business Sector

Service Providers / Suppliers

Purpose:Data elements:
Purchase Orders
To contact you;
Audit & Record keeping;
BEE compliance.		Name:
Bank Details:
Contact Numbers:
Address:

7.     How we share your information:

We may disclose your personal information to our service providers who are involved in the delivery of products or services to you. We have agreements in place to ensure that they comply with the privacy requirements as required by the Protection of Personal Information Act.

We may also disclose your information:

Legal Disclosures:

We may need to share your information when we believe it is required by law, legal process or to help protect the rights and safety of you, us, or others. We attempt to notify members about legal demands for their data when appropriate in our judgment unless prohibited by law or court order or when the request is an emergency. We may dispute such demands when we believe, at our discretion, that the requests are overbroad, vague, or lack proper authority, but we do not promise to challenge every demand.

8.     Your rights and obligations:

Data Retention:

We keep most of your personal information while we still have a purpose, we need to provide you with services or where we are legally obligated to do so.

We will also keep your information where you have agreed for us to do so, or have given your consent that we are allowed to do so.

We keep some of your information even after you are no longer in our employment, if it is reasonably necessary to comply with our legal obligations, meet regulatory requirements, resolve disputes, maintain security, prevent fraud and abuse, enforce our other user agreements, or fulfil your request to object to our processing of your information.

You have rights in connection with your personal information. You have many choices about how your information is collected, used, and shared.

In certain circumstances, by law, you have the right to:

9.     Changes to our privacy notice:

Changes to the privacy notice apply to your use of our services. We may modify this privacy notice from time to time, as required by changes in legislation. When material changes are made, we will provide notice through our services, or by other means, to provide you the opportunity to review the changes before they become effective.

You acknowledge that your continued use of our services after we publish our changes to this privacy notice means that the collection, use, and sharing of your personal information is subject to the updated privacy notice.

10.  Other important information:

Security:

We have put in place appropriate security measures to prevent your data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal information on a business need-to-know basis, and subject to a duty of confidentiality.

Transborder information transfers:

We do not share any of our employee information across borders.

11.  Contact Information:

Should you have a query please send an email to: acc@sundowncountryestate.com

Our Information Officer:

Tanya Le Grange

Email: acc@sundowncountryestate.com

The Information Regulator:

You have the right to lodge a complaint with the South African Information Regulator. See the Information Regulator contact details below.

JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

P.O Box 31533, Braamfontein, Johannesburg, 2017

Complaints email: PAIAcomplaints@inforegulator.org.za

email: POPIAComplaints@inforegulator.org.za

General inquiries email: enquiries@inforegulator.org.za

  1. Document control
Creation Date26 March 2025
Division NameOperations
Author NameTanya Le Grange
Author Position 
Last Updated1
This Version1
Latest version approved by the board/members of Solid Base Trading 125 Pty Ltd t/a Sundown Country Estate1

  1. Change History
DateAuthorVersionChange Reference
    
    
    


Postal Address: P.O Box 31533, Braamfontein, Johannesburg, 2017

FORM 2:

REQUEST FOR CORRECTION OR DELETION OF PERSONAL INFORMATION OR DESTROYING OR DELETION OF RECORD OF PERSONAL INFORMATION IN TERMS OF SECTION 24(1) OF THE PROTECTION OF PERSONAL INFORMATION ACT, 2013 (ACT NO. 4 OF 2013) REGULATIONS RELATING TO THE PROTECTION OF PERSONAL INFORMATION, 2018 [Regulation 3]

You can find this document here.

FORM 1:

OBJECTION TO THE PROCESSING OF PERSONAL INFORMATION IN TERMS OF SECTION 11(3) OF THE PROTECTION OF PERSONAL INFORMATION ACT, 2013 (ACT NO. 4 OF 2013) REGULATIONS RELATING TO THE PROTECTION OF PERSONAL INFORMATION, 2018 [Regulation 2]

You can find this document here.