Privacy Policy & POPIA Notice

Last updated: 19 August 2026

1. Who we are

Civelon Business Systems & Compliance Solutions (Pty) Ltd ("Civelon", "we", "us") is based in Rustenburg, North West, South Africa. We are the "responsible party" for the personal information described in this notice, as that term is defined in the Protection of Personal Information Act 4 of 2013 ("POPIA"). Our contact details are set out at the end of this policy.

2. What information we collect

We only collect what we need to respond to you and deliver our services. Depending on how you interact with us, this may include:

• Your name, and your business or company name
• Contact details you give us — phone/WhatsApp number and email address
• Information you share about your business when requesting a quote — for example your sector, employee numbers, or the documents and systems you need
• Information you provide so we can carry out a specific engagement — for example, documents needed for CIPC, tax compliance, or vendor/supplier portal registration, where you've asked us to handle that on your behalf

We do not collect banking, payment card, or ID document details through this website. Where a specific engagement requires sensitive documentation (for example, for vendor onboarding), we agree the process directly with you and handle those documents only for that purpose.

3. Cookies and website tracking

This website does not use cookies, analytics trackers, or third-party advertising scripts. We don't currently track your browsing activity on this site. If that changes in future — for example, if we add analytics — this policy will be updated first.

4. How we use your information

We use your information to:

• Respond to your enquiry and prepare a quote or proposal
• Deliver the HR systems, compliance documentation, training, or other services you've engaged us for
• Communicate with you about an active or prospective engagement
• Meet legal or regulatory obligations where applicable

We process your information on the basis of your consent (for example, when you message us to request a quote) and, once we have an agreed engagement, as necessary to perform that agreement.

5. Sharing your information

We do not sell or rent your personal information. We do not share it with third parties for their own marketing purposes. We only share information where:

• You've specifically asked us to — for example, submitting your compliance documents to a mine or corporate vendor portal as part of onboarding
• It's necessary to deliver the service you've engaged us for (for example, a service provider we use to prepare or store documents)
• We're required to by law

6. How long we keep your information

We keep your information only for as long as necessary — generally for the duration of our relationship with you, plus a reasonable period afterward for record-keeping, legal, and accounting purposes. If you contact us for a quote and no engagement follows, we won't hold your details indefinitely.

7. How we protect your information

We take reasonable technical and organisational measures to keep your information secure and to prevent unauthorised access, loss, or misuse, appropriate to the nature of the information we hold.

8. Your rights under POPIA

You have the right to:

• Ask what personal information we hold about you and request a copy of it
• Ask us to correct or update inaccurate or outdated information
• Ask us to delete information we no longer have a valid reason to keep
• Object to how we process your information, or withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator of South Africa if you believe we've handled your information improperly

To exercise any of these rights, contact us using the details below and we'll respond within a reasonable time.

9. Changes to this policy

We may update this policy from time to time as our services or the law changes. The "last updated" date above will reflect the most recent revision.

10. Contact us

For any question about this policy or your personal information, contact us at info@civelon.co.za or +27 73 497 8837 (phone/WhatsApp).