Privacy Policy (POPIA)

Omnitrace ("we", "us") respects your privacy. This policy explains how we process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Who we are

Omnitrace (registration number TBC) is the responsible party for personal information collected through https://omnitrace.co.za. Our Information Officer is The Information Officer, reachable at info@omnitrace.co.za or 065 375 6188.

2. Information we collect

• From website visitors: name, company, email, phone number and message details you submit in our forms; basic technical data such as IP address, browser type and pages visited.
• From clients: account, billing and user details, and records of searches performed.
• Data subjects of searches: when a client requests a verification, tracing or screening service, we process the identity, contact, credit, criminal, sanctions or company information of the person being checked, obtained from lawful sources such as the Department of Home Affairs, registered credit bureaus, CIPC and screening databases.

3. Why we process it

• To respond to enquiries and service requests.
• To provide verification, tracing and screening services to clients who have a lawful, permissible purpose (for example FICA client due diligence, credit assessment, debt collection, employment screening or fraud prevention).
• To meet legal, regulatory, audit and record-keeping obligations.
• To secure our systems and prevent fraud and misuse.

4. Lawful basis

We process personal information only where POPIA allows it: with consent, to perform a contract, to comply with a legal obligation, to protect a legitimate interest of the data subject, or to pursue our or a third party's legitimate interests, including fraud prevention.

5. Client obligations

Clients must have a permissible purpose, and where required the data subject's consent, before requesting any search. Every search is logged with the user, date and stated purpose and may be audited.

6. Sharing

We share personal information only with our technology and data partners who help deliver the services, with clients entitled to receive search results, and with authorities when the law requires. We do not sell personal information. Our operators are bound by written agreements to keep information confidential and secure.

7. Cross-border transfers

If information is stored or processed outside South Africa, we make sure the recipient is subject to laws, binding rules or agreements that give a level of protection comparable to POPIA.

8. Security

We use reasonable technical and organisational measures, including encryption in transit, access controls, user authentication and audit logs, to protect personal information against loss, damage and unauthorised access. We will notify the Information Regulator and affected persons of any security compromise as POPIA requires.

9. Retention

We keep personal information only as long as needed for the purpose, or as required by law (for example FICA record-keeping periods), after which it is deleted or de-identified.

10. Your rights

You may ask whether we hold your personal information and request access to it; ask us to correct, update or delete it; object to processing on reasonable grounds; withdraw consent; and object to direct marketing. Contact info@omnitrace.co.za. Access requests follow the process in our PAIA Manual.

11. Direct marketing

We send marketing only with your consent or to existing clients about similar services, and every message includes an opt-out.

12. Cookies

See our Cookie Policy.

13. Complaints

Please contact us first. You may also lodge a complaint with the Information Regulator (South Africa): inforeg.org.za, POPIAComplaints@inforegulator.org.za.

14. Changes

We may update this policy. The latest version is always on this page.

This document is a template provided in good faith. Have it reviewed by a South African legal adviser before relying on it.