Omnicron Business Solutions
Legal Document

Privacy Policy

Last updated: 22 June 2026

Omnicron Business Solutions ("we", "us", or "our") is committed to protecting the privacy and personal information of our clients, website visitors, and users (collectively, "you") in accordance with the Protection of Personal Information Act, 2013 (POPIA) and other applicable South African data protection laws.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website, client portal, and services.

1. Information We Collect

We collect and process the following categories of personal information:

1.1 Information You Provide

  • Identity & Contact: Full name, email address, phone number, company name, and physical address.
  • Account Credentials: Email and password (encrypted) used to access the client portal.
  • Business Details: VAT number, registration number, and billing information.
  • Service Requests: Details provided when requesting quotes, support, or services.

1.2 Information Collected Automatically

  • Usage Data: IP address, browser type, device information, pages visited, and access times.
  • Location Data: Country-level location derived from your IP address for security and logging purposes.
  • Cookies: Session and authentication cookies necessary for the functioning of the website and portal.

1.3 Special Categories of Personal Information

We do not knowingly collect special categories of personal information (such as health, religion, race, or biometric data) unless explicitly required and consented to for a specific service.

2. How We Use Your Information

We process your personal information for the following purposes:

  • To provide, manage, and maintain our services, including web hosting, IT support, and cloud services.
  • To process registrations, create and manage your client portal account.
  • To issue invoices, process payments, and maintain financial records as required by South African tax law.
  • To communicate with you about your services, account, support requests, and updates.
  • To monitor and ensure the security of our systems, including fraud prevention and IP logging.
  • To comply with our legal, regulatory, and tax obligations under South African law.
  • To improve our website, services, and customer experience.

3. Legal Basis for Processing

Under POPIA, we process your personal information based on the following lawful grounds:

  • Consent: Where you have provided explicit consent (e.g., account registration, marketing communications).
  • Contract: Where processing is necessary to perform or conclude a contract for services with you.
  • Legal Obligation: Where processing is required to comply with South African laws (e.g., VAT records, tax compliance).
  • Legitimate Interests: Where processing is in our legitimate business interests, such as system security and fraud prevention, and does not override your rights.

4. Sharing and Disclosure of Information

We do not sell your personal information. We may share your information with:

  • Service Providers: Third-party hosting providers, payment processors, and email service providers who assist in delivering our services, under appropriate data protection agreements.
  • Legal Authorities: Where required by law, court order, or competent regulatory authority.
  • Business Transfers: In the event of a merger, acquisition, or asset sale, we may transfer information as part of that transaction, subject to POPIA compliance.

We require all third parties to handle your personal information in accordance with POPIA and applicable data protection laws.

5. Cross-Border Transfers

Your personal information may be processed and stored on servers located outside of South Africa (including cloud hosting providers). Where we transfer your personal information outside of South Africa, we ensure that appropriate safeguards are in place, including data protection agreements and transfers to jurisdictions that provide an adequate level of protection, in compliance with POPIA.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include encryption of passwords, access controls, secure connections (SSL/TLS), IP-based monitoring, and regular security reviews.

However, no system can be guaranteed to be completely secure. In the event of a data breach that may affect you, we will notify you and the Information Regulator as required by POPIA.

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law (e.g., financial records retained for 5 years as required by the South African Revenue Service). Once the retention period expires, we securely delete or anonymise your personal information.

8. Your Rights Under POPIA

You have the following rights regarding your personal information:

  • Access: To request a copy of the personal information we hold about you.
  • Correction: To request correction of inaccurate or incomplete information.
  • Deletion: To request deletion of your personal information, subject to legal retention requirements.
  • Objection: To object to the processing of your personal information for direct marketing or other purposes.
  • Withdrawal of Consent: To withdraw consent at any time where processing is based on consent.
  • Complaint: To lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, please contact us at info@omnicronbusiness.co.za.

9. Cookies

We use essential cookies to enable website functionality, authentication, and security. We do not use third-party advertising or tracking cookies. You can disable cookies in your browser settings, but this may affect the functionality of the website and client portal.

10. Direct Marketing

We may send you service-related communications, newsletters, or promotional material where you have consented or where you are an existing client. You may opt out of marketing communications at any time by clicking the unsubscribe link in any email or contacting us at info@omnicronbusiness.co.za.

11. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can delete it.

12. Information Officer

For any privacy-related enquiries, requests, or complaints, please contact our Information Officer:

  • Omnicron Business Solutions
  • Email: info@omnicronbusiness.co.za
  • Phone: 087 153 5202
  • Address: Brenthurst, Brakpan, Gauteng, 1541, South Africa

You may also lodge a complaint with the Information Regulator of South Africa at inforegulator.org.za.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us at info@omnicronbusiness.co.za or 087 153 5202.