Admin ThirtyOne (“we”, “us”, “our”) provides administrative support services to businesses. We respect your privacy and are committed to protecting the personal information we collect and process. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and what rights you have in relation to it.
This policy is written to comply with the Protection of Personal Information Act 4 of 2013 (POPIA). If you are located outside South Africa, we also aim to handle your information in line with general international best practice, including the EU General Data Protection Regulation (GDPR) where relevant.
By using our website or engaging our services, you acknowledge that you have read and understood this policy.
Who we are
Admin ThirtyOne is the “responsible party” (as defined in POPIA) for the personal information described in this policy.
• Physical/postal address: Cape Town, South Africa
• Email: [email protected]
Personal information we collect
The personal information we collect depends on how you interact with us.
When you make an enquiry
- Name and surname
- Email address and phone number
- Company or business name
- Details of the enquiry or service you are interested in
When you become a client
- Identification information (e.g. ID number, for contracting purposes)
- Company registration and VAT details
- Billing and banking details, for invoicing and payment
- Any information contained in the documents, systems, or records you share with us so that we can perform the agreed administrative services
From our website
- Technical information such as IP address, browser type, device information, and general browsing behaviour, typically collected via cookies or similar technologies
We only collect sensitive categories of personal information (such as banking details) where this is necessary to deliver the service you have asked for, or where you have provided it to us voluntarily.
Why we collect and how we use your information
We process personal information for the following purposes:
• To respond to enquiries and provide quotes or proposals
• To enter into and perform our service agreements with clients
• To carry out the administrative services you have contracted us for, working within your existing systems and processes
• To invoice for, and collect payment for, our services
• To communicate with you about your account or our services
• To comply with legal, tax, and regulatory obligations
• To maintain the security of our systems and records
We process your personal information on the following legal bases: your consent, the performance of a contract with you, compliance with a legal obligation, or our legitimate business interests, provided these do not override your rights.
Sharing your information
We do not sell personal information. We may share personal information with:
• Service providers who support our operations, such as accounting, cloud storage, payment processing, or IT support providers, under agreements that limit their use of your information to the services they provide us
• Professional advisors, such as our accountant or legal counsel, where necessary
• Regulators, tax authorities, or law enforcement, where required by law
• A new owner of the business, in the event of a sale, merger, or restructuring, subject to the same privacy protections
We will never share your information, or your clients’ or customers’ information encountered while we work within your systems, with third parties for their own marketing purposes.
Working within your systems
Because we adapt to each client’s existing tools and processes rather than imposing new ones, we may access your business systems (such as email, accounting software, CRM, or scheduling tools) to carry out agreed tasks. We treat any personal information encountered in your systems, including information relating to your own clients, customers, or staff, as confidential, and we process it only as needed to perform the agreed services and in accordance with your instructions.
Data security
We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, alteration, or disclosure. This includes restricting access to personal information to those who need it to perform their role, using secure storage and communication tools, and reviewing our security practices periodically. No system is completely secure, and while we work to protect your information, we cannot guarantee absolute security.
Retention of information
We retain personal information only for as long as necessary to fulfil the purposes described in this policy, or as required by law (for example, tax and financial record-keeping obligations, which in South Africa are typically five years). When information is no longer needed, we securely delete or anonymise it.
Cross-border transfers
Where we use service providers (such as cloud storage or software providers) based outside South Africa, your personal information may be transferred to and processed in another country. Where this happens, we take reasonable steps to ensure the information continues to receive an adequate level of protection, consistent with POPIA.
Cookies and website usage
Our website may use cookies or similar technologies to remember your preferences and understand how visitors use the site. You can control or disable cookies through your browser settings; doing so may affect some website functionality.
Your rights
Subject to applicable law, you have the right to:
• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information, subject to our legal retention obligations
• Object to the processing of your personal information, or ask us to restrict processing
• Withdraw consent at any time, where processing is based on consent, without affecting processing already carried out
• Lodge a complaint with the Information Regulator (South Africa) if you believe your information has been mishandled
To exercise any of these rights, please contact us at [CONTACT EMAIL]. We may need to verify your identity before actioning a request.
The Information Regulator
If you are not satisfied with how we have handled your personal information, you have the right to lodge a complaint with South Africa’s Information Regulator:
- Website: inforegulator.org.za
- Email: [email protected]
Changes to this policy
We may update this policy from time to time to reflect changes in our practices or legal requirements. The updated version will be posted on our website with a revised “last updated” date.
Contact us
If you have any questions about this policy or how we handle your personal information, please contact:
• Email: [email protected]