Privacy Policy

1. Who is responsible for your information

Matmos Trading (Pty) Ltd is the responsible party for the personal information described in this notice. Any question, objection or request relating to your information may be sent to our information officer at info@matmos.co.za.

2. What we collect

• Contact and identity details — name, company or organisation, email address, telephone number, delivery and billing address, and where required for account or public-sector supply, registration and tax numbers.
• Order and transaction information — quotations, orders, invoices, correspondence, delivery records and payment status.
• Enquiry content — what you tell us about your project, your systems or your requirements.
• Technical information — IP address, browser type, device type, pages visited and referring source, collected through our analytics.
• Project information — where we build or support a system for you, we may be exposed to data in that system, including your own customers’ data, which we process only as your operator and only to perform the service.

We do not knowingly collect information from children, and we do not collect special personal information unless you volunteer it for a specific purpose.

3. What we do not collect

We do not receive, see or store your full card number, expiry date or CVV. Card payments are entered directly on the secure page of our third-party payment gateway, which is responsible for processing them. We see only the outcome of the transaction and a masked reference.

4. Why we process your information

• To respond to your enquiry and prepare a quotation.
• To conclude and perform our contract with you — supplying goods, rendering services, arranging delivery and providing support.
• To take payment, issue invoices and keep accounting records.
• To comply with legal obligations, including tax and company law record-keeping.
• To protect against fraud and to secure our systems.
• To send you service messages about your order, and — only with your consent — occasional information about our services.

Our lawful bases are the conclusion and performance of a contract, compliance with legal obligations, our legitimate interests in running and protecting the business, and your consent where consent is required.

5. Who we share it with

We share personal information only where it is necessary, and only with:

• Payment gateways and banks to process and reconcile payments.
• Couriers to deliver your order, who receive the delivery name, address and contact number.
• Suppliers and manufacturers where an item must be shipped directly or a warranty claim lodged.
• Hosting, email and software providers that operate the infrastructure we and you use.
• Our accountants, auditors and legal advisers where professionally necessary.
• Authorities where the law requires disclosure.

We do not sell, rent or trade personal information, and we do not share it for third-party advertising.

6. Cross-border transfers

Some of our providers, such as email, analytics and cloud hosting platforms, may store information outside South Africa. Where that happens we satisfy ourselves that the recipient is subject to laws or binding agreements providing protection substantially similar to POPIA.

7. How we protect your information

We use encrypted connections (HTTPS) on this website, access controls and strong authentication on our systems, reputable hosting with regular patching, encrypted backups, and a need-to-know approach internally. Anyone working on your project is bound to confidentiality. No system is completely secure, but we take the safeguarding of your information seriously and will notify you and the Information Regulator without undue delay if a breach affects your personal information.

8. How long we keep it

• Enquiries that do not proceed: up to 24 months, then deleted.
• Customer, order and invoice records: at least 5 years, as required by tax and company legislation.
• Project files and source code: for the duration of the relationship and up to 3 years afterwards, so we can support you if you return.
• Hosting backups after cancellation: 30 days, then deleted.
• Marketing consent records: until you withdraw consent, plus proof of the withdrawal.

9. Cookies and analytics

This website uses only essential functionality and, where enabled, privacy-respecting analytics to count visits and understand which pages are useful. We do not use advertising or cross-site tracking cookies. You can block or delete cookies in your browser settings; the site will continue to work.

10. Your rights

Under POPIA you have the right to:

• Ask what personal information we hold about you, and receive a copy.
• Ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date or unlawfully obtained.
• Object to processing based on our legitimate interests.
• Withdraw consent to marketing at any time, by replying “unsubscribe” or emailing us.
• Complain to the Information Regulator if you are not satisfied with how we have handled your information.

Send any request to info@matmos.co.za. We acknowledge within 2 working days and respond within 30 days. We may ask you to verify your identity first. Access requests are free; a reasonable fee may apply to extensive copies, and we will tell you before charging anything.

11. Information Regulator

Information Regulator (South Africa) — complaints may be lodged in accordance with the procedures published on the Regulator’s official website.

12. Changes to this notice

We may update this notice as our services or the law change. The effective date at the top of this page shows when it was last revised. Material changes will be communicated to active customers by email.

Related policies

This policy should be read together with our terms of service, refund and cancellation policy, delivery and shipping policy, privacy policy and published pricing structure.

Contact us about this policy

Questions, complaints or requests relating to this policy should be sent to info@matmos.co.za. We acknowledge all written queries within two working days.