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Privacy Policy

Effective Date: June 2025

​Harlen Supplies (Pty) Ltd (“we,” “us,” or “our”) is committed to protecting the privacy of visitors to our website and our customers. This Privacy Policy explains how we collect, use, store, and disclose personal information on www.harlensupplies.co.za and in our business operations. We follow the requirements of the South African Protection of Personal Information Act (POPIA, Act 4 of 2013) and other applicable laws. By using our website and services, you agree to the practices described in this policy.

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1. Information We Collect

We collect and process various categories of personal information in order to serve our customers and improve our services. The types of personal information we collect include, but are not limited to:

  • Contact and Identification Data: Name, surname, company name, email address, telephone number, and postal address when you provide it (for example, in a contact form or when placing an order).

  • Demographic and Professional Data: Job title, company affiliation, and industry sector when relevant to your inquiry or order.

  • Order and Transaction Data: Details of products or services you request or purchase (including product interests and quantities) and any payment or billing information processed by our payment providers. (Please note that we do not store full payment card details on our servers; any payment data is handled securely by third-party processors.)

  • Technical and Usage Data: Information collected automatically through our website, such as IP address, device information, browser type, pages visited, time and date of access, and other usage statistics. We may use cookies and similar tracking technologies to gather this data.

  • Correspondence and Communication Data: Any messages, inquiries, or feedback you send to us through email, online forms, or other communication channels.

 

We do not collect any sensitive personal information (such as race, religion, health data, etc.) unless you expressly provide it for a specific purpose and we have lawful grounds under POPIA to use it. We also do not knowingly collect personal information from minors under the age of 18.

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2. How We Collect Your Information

We collect personal information through the following methods:

  • Website Forms and Contact Points: When you fill in forms on our website (such as the “Contact Us” form or “Product Order” form), we collect the information you provide (name, contact details, company, product inquiries, etc.). These forms allow us to respond to your inquiries, provide quotes, and communicate with you.

  • Direct Communications: If you contact us by email, telephone, or social media, we may collect and record the information you provide in those communications.

  • Automated Technologies: We use cookies and similar technologies (such as web beacons and analytics tools) to automatically collect information about your visit to our website and how you use it. This may include logging your IP address, device type, browser settings, and pages viewed.

  • Third-Party Sources: Occasionally we may receive information about you from third parties. For example, if you register for an industry event through a partner site, or if you engage with us via social media or marketing platforms, we may collect data shared by those platforms, in accordance with their privacy policies.

  • Service Providers: Our service providers (such as web hosting companies, email service providers, and data analytics platforms) may collect or process data on our behalf as part of providing their services to us.

 

3. Purpose of Data Collection

We collect and use personal information for specific, legitimate business purposes, including:

  • To Provide and Improve Services: We use your information to respond to inquiries, process product orders, provide quotes, and deliver the services or products you request. Your information helps us understand your needs and preferences so that we can tailor our offerings.

  • Communication: We may use your contact details to communicate with you about your inquiry, order status, or any questions you have. This includes sending emails, making phone calls, or sending messages related to our business relationship.

  • Marketing and Newsletters: With your consent, we may send you information about our products, promotions, and industry news. You can opt out of marketing communications at any time by following the unsubscribe instructions or contacting us directly.

  • Legal and Regulatory Compliance: We may process your personal information to comply with legal obligations (such as tax or accounting requirements), to enforce our agreements, or to protect our rights and interests.

  • Website Management and Security: We use technical and usage data to administer and secure our website, improve its functionality, and analyze trends in user behavior. This helps us enhance user experience and protect against fraud or abuse.

 

We will only use your personal information for the purposes outlined in this policy or for purposes that are compatible with those stated. When you provide your personal data for a specific reason (e.g., requesting a quote), we will not use it for unrelated purposes without your consent, unless required or permitted by law.

 

4. How We Store and Protect Your Information

We take reasonable measures to safeguard the personal information we hold. This includes:

  • Secure Storage: Personal data is stored on secured servers and protected by industry-standard security measures (firewalls, encryption, access controls, etc.). All electronic data is stored with technical safeguards to maintain confidentiality and integrity.

  • Limited Access: Access to personal information is restricted to authorized employees or contractors who require the data to perform their job duties (such as sales staff, customer service representatives, and IT administrators). All personnel with access to your data are bound by confidentiality obligations.

  • Encryption: We use SSL/TLS encryption to protect data transmitted between your browser and our website. Payment and sensitive information exchanged with third-party processors are also encrypted.

  • Data Retention: We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, comply with our legal obligations, resolve disputes, and enforce our agreements. We periodically review our data holdings and securely delete or anonymize information that is no longer needed.

  • Security Reviews: We regularly review and update our security procedures to account for new technology and vulnerabilities. In the event of any data breach or unauthorized access, we will follow POPIA’s notification requirements.

 

5. Sharing with Third Parties

We do not sell or rent your personal information to third parties. However, we may share personal data with third parties in the following limited circumstances:

  • Service Providers: We may engage reputable third-party vendors to perform services on our behalf. For example, we may use payment processors (for billing), shipping and courier companies (to deliver products), IT hosting and maintenance providers, or email and marketing platforms. These service providers will have access to the personal information needed to perform their functions but are obligated to safeguard the data and use it only for the purposes we specify.

  • Affiliates and Partners: In some cases, information may be shared with our affiliates or partner companies if necessary to deliver requested products or services. For instance, if you request a product from a supplier partner, we may share your name and contact details with that supplier solely to fulfill the order.

  • Legal Obligations: We may disclose your personal information if required by law or legal process, or when we believe such disclosure is necessary to comply with applicable legal or regulatory requirements, respond to subpoenas or court orders, or protect our rights and the safety of others.

  • Business Transfers: In the event that Harlen Supplies is involved in a merger, acquisition, or sale of assets, your personal information may be transferred to the new owner or entity, but only if the receiving party agrees to honor the terms of this Privacy Policy.

 

Whenever we share data with a third party, we will take reasonable steps to ensure that such third parties protect your information in a manner consistent with POPIA and this policy. Where required, we enter into data processing agreements or confidentiality agreements with third-party processors.

 

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to recognize you, understand how you use our website, and improve your experience. Cookies are small data files placed on your device. We use the following types of cookies:

  • Essential Cookies: These are necessary for the operation of our website (for example, to maintain your session or enable form submissions). Without these cookies, the website may not function properly.

  • Performance and Analytics Cookies: We use cookies (such as Google Analytics or similar tools) to collect information about how visitors interact with our site. This includes data on pages visited, time spent on the site, and error messages. This information helps us improve our website’s performance and content. The data collected is generally anonymous and used in aggregate form.

  • Functionality Cookies: These cookies allow us to remember choices you make (such as language or region preferences) and provide enhanced, personalized features.

  • Third-Party Cookies: Our site may contain links, plugins, or features that involve third-party services. For example, if you click a social media icon or watch an embedded video, the third-party service may place cookies on your device. We encourage you to review those third parties’ privacy policies for more information on their cookie use.

 

You can control or disable cookies through your browser settings. However, disabling certain cookies may affect the usability of our site. Opting out of analytical or advertising cookies may reduce our ability to improve the website experience.

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7. Your Rights Under POPIA

Under POPIA, you have specific rights concerning your personal information. Harlen Supplies respects these rights and will help you exercise them. Your rights include:

  • Right of Access: You may request confirmation of whether we hold personal information about you and obtain a copy of that information. You can request a description of the data categories and third-party recipients. Access requests will be processed at no cost to you.

  • Right to Rectification: If you believe that any personal information we hold about you is incorrect or incomplete, you may request that we correct or update it. We will take reasonable steps to ensure that your information is accurate and up-to-date.

  • Right to Deletion (or Destruction): You may request the deletion or destruction of personal information that we hold about you if it is no longer necessary for the purposes for which it was collected, or if it is being processed unlawfully. We will comply unless we have a legal requirement to retain it.

  • Right to Object: You have the right to object to the processing of your personal information for certain purposes, such as direct marketing or profiling. You may also withdraw your consent at any time if you previously consented to processing. We will cease processing your data on that basis, unless we have another lawful reason to continue.

  • Right to Restrict Processing: In certain situations, you may request that we restrict the processing of your personal information (for example, if you contest the accuracy of the data or object to processing). We will mark the data as restricted until the matter is resolved.

  • Right to Data Portability: While POPIA does not explicitly grant a broad portability right like some other laws, you may request a copy of your personal data in a usable format.

  • Right to be Notified: If we collect your personal information directly from you (and not from another source), we will notify you of the purposes and legal basis at the time of collection. You also have the right to be notified if your information is accessed or acquired by an unauthorized person.

  • Right to Lodge a Complaint: If you believe that your personal information has been handled in violation of POPIA, you can lodge a complaint with Harlen Supplies at the contact details below or with the South African Information Regulator. The Information Regulator’s contact details are available at https://www.justice.gov.za/inforeg/.

 

We will respond to any request to exercise these rights promptly and in accordance with POPIA’s requirements. To exercise any of these rights, please see the next section.

 

8. Accessing, Updating, or Deleting Your Information

If you want to access, correct, update, delete, or restrict your personal information, or if you have any questions about this Privacy Policy or Harlen Supplies’s compliance with privacy laws, please contact us:

  • Email: info@harlensupplies.co.za (Attn: Privacy Officer)

  • Phone: +27 10 442 1773

  • Address: Harlen Supplies (Pty) Ltd, Ifafi Business Park, Cnr Mauser St & Cannon Cres, Ifafi, Hartbeespoort, 0216, South Africa

 

When contacting us, please provide sufficient information to identify yourself and specify your request. We may require a written request and proof of identity to protect your information from unauthorized disclosure. We will not charge a fee for responding to requests to access or correct your personal data, except as allowed by law for administrative costs. We aim to address all such requests in a timely manner (generally within a reasonable period as prescribed by POPIA).

 

9. Updates to This Policy

Harlen Supplies may update this Privacy Policy from time to time. The latest version of the policy will be posted on our website with a revised effective date. We encourage you to check this page periodically for any changes. If we make material changes that affect how we use your personal information, we will notify you by email or through our website before the new policy takes effect. Your continued use of our website or services after we make changes constitutes your acceptance of the revised policy.

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10. Contact Information

For any privacy-related inquiries or concerns, please contact our Privacy Officer at the details provided above. We are committed to resolving your concerns and ensuring that your personal information is handled in compliance with POPIA and this Privacy Policy.

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