POPIA COMPLIANCE POLICY
Hughes Group Trading as Pink Pixel
1. Purpose of This Policy
Hughes Group Trading as Pink Pixel (“Pink Pixel”, “we”, “our”, or “us”) is committed to protecting personal information and ensuring compliance with the Protection of Personal Information Act.
This policy outlines how personal information is collected, processed, stored, and protected in accordance with POPIA requirements.
The purpose of this policy is to:
• Protect the personal information of clients, suppliers, and website users
• Ensure lawful processing of personal information
• Establish clear responsibilities regarding data protection
• Promote transparency regarding how personal information is handled
2. Scope
This policy applies to all personal information processed by Pink Pixel in connection with the following services:
• Graphic design services
• Printing services
• Signage services
• Website design and development
• Marketing and digital services
• Client communications and business administration
It applies to personal information collected through:
• Websites
• Email communications
• Telephone interactions
• Contracts and quotations
• Online forms and service requests
3. Definition of Personal Information
Under the Protection of Personal Information Act, personal information refers to information relating to an identifiable person or business entity.
Examples include:
• Full names
• Email addresses
• Phone numbers
• Identity numbers
• Company registration numbers
• Physical or postal addresses
• Financial or billing information
• Online identifiers such as IP addresses
4. Conditions for Lawful Processing
Pink Pixel processes personal information in accordance with POPIA’s conditions for lawful processing, including:
Accountability
Pink Pixel takes responsibility for complying with POPIA requirements when processing personal information.
Processing Limitation
Personal information will only be collected where it is necessary for legitimate business purposes.
Purpose Specification
Information will be collected for specific and lawful purposes related to providing services.
Further Processing Limitation
Personal information will not be used for purposes unrelated to the original reason for collection.
Information Quality
Pink Pixel will take reasonable steps to ensure personal information is accurate and up to date.
Openness
Individuals have the right to know what personal information is being collected and how it is used.
Security Safeguards
Appropriate technical and organisational measures will be implemented to protect personal information.
Data Subject Participation
Individuals have the right to access, correct, or request deletion of their personal information.
5. Collection of Personal Information
Pink Pixel may collect personal information when individuals:
• Request quotations
• Submit contact forms
• Purchase services
• Communicate via email or phone
• Engage in website services or digital marketing
Information will only be collected where necessary for legitimate business operations.
6. Use of Personal Information
Personal information may be used for the following purposes:
• Providing services requested by clients
• Preparing quotations and invoices
• Delivering products and services
• Communicating with clients and suppliers
• Website administration and analytics
• Legal and regulatory compliance
Pink Pixel will not sell personal information to third parties.
7. Sharing of Personal Information
Personal information may be shared with third-party service providers where necessary, including:
• Printing suppliers
• Hosting providers
• Payment processors
• Courier and delivery services
• IT and website service providers
These service providers are required to process information securely and confidentially.
8. Security Measures
Pink Pixel takes reasonable steps to protect personal information against:
• Loss
• Unauthorised access
• Data breaches
• Alteration or destruction
Security measures may include:
• Password-protected systems
• Secure hosting environments
• Restricted access to sensitive information
• Data backup procedures
9. Data Retention
Personal information will only be retained for as long as necessary to:
• Fulfil contractual obligations
• Comply with legal requirements
• Resolve disputes or enforce agreements
Once information is no longer required, it will be securely deleted or anonymised.
10. Rights of Data Subjects
Under the Protection of Personal Information Act, individuals have the right to:
• Request access to personal information held about them
• Request correction of inaccurate information
• Request deletion of personal information where appropriate
• Object to the processing of personal information
• Withdraw consent for marketing communications
Requests must be submitted in writing.
11. Information Officer
Pink Pixel will designate an Information Officer responsible for ensuring compliance with POPIA.
The Information Officer is responsible for:
• Monitoring compliance with POPIA
• Handling data access requests
• Managing data protection practices
• Liaising with the Information Regulator
Contact details for the Information Officer should be made available to clients and website users.
12. Data Breach Procedures
If a data breach occurs that compromises personal information, Pink Pixel will:
Investigate the breach immediately
Take steps to secure affected systems
Notify affected individuals where required
Report the breach to the Information Regulator where legally required
13. Policy Updates
Pink Pixel reserves the right to update this POPIA Compliance Policy when necessary to reflect changes in legislation, technology, or business practices.
Updated policies will be published on the company website.
14. Contact Information
If you have any questions about this POPIA Compliance Policy or the processing of personal information, please contact:
Hughes Group Trading as Pink Pixel
Email: info@pinkpixel.co.za
Phone: 070 322 1998