Optima-Ex is committed to protecting your personal information in accordance with the Protection of Personal Information Act (POPIA), Act 4 of 2013 of South Africa.
01 Introduction
Welcome to Optima-Ex ("we", "our", "us"). We are a consultancy company providing product management, strategy, design, and development services, operating from Sunninghill, Sandton, 2157, South Africa.
This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website or engage our services. By using our website, you consent to the data practices described in this policy.
If you do not agree with the terms of this Privacy Policy, please do not access or use our website.
02 Information We Collect
We may collect the following categories of personal information:
Information You Provide Directly
- Contact details: First name, last name, email address, phone number
- Enquiry details: Service of interest and message content submitted through our contact form
- Business information: Company name, job title and business requirements shared during engagements
Information Collected Automatically
- Usage data: Pages visited, time spent on pages, referring URLs, browser type and device type
- Technical data: IP address, browser version, operating system, and screen resolution
- Cookie data: Preferences and session information stored via cookies (see our Cookie Policy)
03 How We Use Your Information
We use the personal information we collect for the following purposes:
- To respond to your enquiries and communicate with you about our services
- To provide, manage and improve our consultancy services
- To send administrative information such as confirmations, updates and support messages
- To analyse website usage and improve our online presence
- To comply with applicable legal obligations and regulatory requirements
- To protect against fraud, unauthorised access, and other unlawful activities
- To enforce our Terms of Service and other agreements
We will only process your personal information where we have a lawful basis to do so under POPIA, including your consent, the performance of a contract, compliance with a legal obligation, or our legitimate interests.
05 Data Retention
We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.
Contact form submissions are retained for a period of 24 months from the date of submission, unless a longer retention period is required or permitted by law.
You may request deletion of your personal information at any time by contacting us at business@optima-ex.co.za.
06 Data Security
We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:
- Encrypted data transmission using HTTPS/TLS protocols
- Access controls limiting data access to authorised personnel only
- Regular security assessments and updates
- Secure data storage with industry-standard protections
While we take every reasonable precaution, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to protecting your data to the best of our ability.
07 Your Rights (POPIA)
Under the Protection of Personal Information Act (POPIA), you have the following rights regarding your personal information:
- Right of access: Request a copy of the personal information we hold about you
- Right to correction: Request correction of inaccurate or incomplete personal information
- Right to deletion: Request erasure of your personal information, subject to legal requirements
- Right to object: Object to the processing of your personal information in certain circumstances
- Right to restrict processing: Request that we restrict processing of your data
- Right to data portability: Request your data in a structured, machine-readable format
- Right to withdraw consent: Withdraw consent at any time where processing is based on consent
To exercise any of these rights, please contact our Information Officer at business@optima-ex.co.za. We will respond to your request within 30 days in accordance with POPIA requirements.
You also have the right to lodge a complaint with the Information Regulator of South Africa if you believe your rights have been violated.
09 Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to review the privacy policies of any third-party sites you visit.
10 Children's Privacy
Our website and services are not directed at children 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 immediately and we will take steps to delete such information.
11 Changes to This Policy
We reserve the right to update this Privacy Policy at any time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this policy periodically to stay informed about how we protect your information.
Continued use of our website after changes are posted constitutes your acceptance of the revised policy.
12 Contact Us
If you have any questions, concerns or requests regarding this Privacy Policy or the handling of your personal information, please contact us: