POPIA Act Compliance Policy for Heavy Metal Masters (HMM)

Effective Date: 1 January 2025
Last Updated: 21 January 2025

Heavy Metal Masters (HMM) is committed to protecting the privacy and personal information of all individuals whose data we process, in compliance with the Protection of Personal Information Act (POPIA) of South Africa. This policy outlines how we collect, use, store, and protect personal information to ensure compliance with the requirements of the POPIA Act.

1. Purpose of This Policy

This policy aims to:

• Inform stakeholders about how their personal information is processed.
• Ensure compliance with the POPIA Act to protect the rights of data subjects.
• Establish guidelines and standards for the lawful processing of personal information.

2. Scope

This policy applies to:

• All employees, contractors, and representatives of HMM.
• All personal information collected, processed, and stored by HMM in any form (electronic, written, or verbal).
• All interactions involving customers, suppliers, partners, and visitors to HMM’s website.

3. Definitions

• Personal Information: Any information relating to an identifiable natural or juristic person, including names, contact details, ID numbers, financial information, or other data used to identify an individual or organization.
• Processing: Any operation performed on personal information, including collection, storage, modification, or destruction.
• Data Subject: The individual or entity to whom the personal information relates.
• Responsible Party: HMM, as the entity determining the purpose and means of processing personal information.

4. Principles of Processing Personal Information

HMM ensures that all personal information is processed in accordance with the following principles:

4.1 Accountability

HMM takes full responsibility for safeguarding personal information under its control.

4.2 Processing Limitation

• Personal information is processed lawfully, fairly, and minimally.
• Consent is obtained where required, and data subjects can withdraw consent at any time.

4.3 Purpose Specification

• Personal information is collected for specific, defined purposes related to HMM’s business operations.
• Data is only retained as long as necessary for its intended purpose or as required by law.

4.4 Information Quality

HMM ensures that personal information is accurate, complete, and up to date.

4.5 Security Safeguards

Appropriate technical and organizational measures are implemented to protect personal information from unauthorized access, loss, or damage.

4.6 Transparency

Data subjects are informed of the purpose for which their information is collected and how it will be processed.

4.7 Data Subject Participation

Data subjects have the right to:

• Access their personal information.
• Request correction or deletion of inaccurate or outdated information.
• Object to the processing of their information.

5. Collection of Personal Information

HMM collects personal information for the following purposes:

• Providing services and products to clients.
• Responding to inquiries and communications.
• Improving website functionality and user experience.
• Marketing and promotional purposes (with prior consent).
• Meeting legal and regulatory obligations.

Examples of information collected:

• Names and contact details (phone numbers, email addresses).
• Business details, including company names and VAT numbers.
• Transactional and financial information.

6. Sharing and Disclosure of Personal Information

HMM will only share personal information with:

• Authorized third parties directly involved in delivering services (e.g., logistics providers or technical support).
• Regulatory or law enforcement authorities, where required by law.

HMM does not sell personal information to third parties.

7. Data Security Measures

To protect personal information, HMM implements:

• Encryption and secure storage of electronic data.
• Physical security measures for hard copies.
• Access controls, ensuring only authorized personnel handle personal information.
• Regular audits and updates to security protocols.

8. Rights of Data Subjects

Under the POPIA Act, data subjects have the following rights:

• Access: Request access to personal information held by HMM.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of personal information no longer required for its purpose.
• Objection: Object to processing for direct marketing purposes.
• Data Portability: Request transfer of their information to another service provider, where applicable.

Requests related to these rights can be submitted to info@heavymetalmasters.com.

9. Cookies and Online Data

When using HMM’s website, cookies may be collected to enhance user experience. Refer to our Cookie Policy for more details.

10. Retention of Personal Information

HMM retains personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. Once no longer needed, data is securely deleted or anonymized.

11. Breach Notification

In the event of a data breach, HMM will:

1. Notify affected data subjects and the Information Regulator.
2. Take immediate action to mitigate further risks.
3. Provide guidance to affected individuals on protecting their information.

12. Compliance and Updates

HMM reviews and updates this policy regularly to remain compliant with the POPIA Act and other applicable laws. Any updates will be communicated via the website.

13. Contact Information

For questions or concerns regarding this policy or the processing of personal information, contact us at:

Heavy Metal Masters (HMM)
Address: Boksburg, Gauteng, South Africa
Email: info@heavymetalmasters.com

By engaging with HMM or using our website, you agree to the terms outlined in this policy. We are committed to safeguarding your personal information and ensuring transparency in how it is used.