1. Introduction
Kwena One Group (Pty) Ltd ("Kwena One Group", "we", "us" or "our") is a South African company providing general supply, sourcing and procurement solutions.
We respect the privacy of our customers, suppliers, business partners and website visitors. We are committed to handling personal information responsibly and in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African legislation.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you interact with our business or website.
2. Responsible party and contact information
- Company
- Kwena One Group (Pty) Ltd
- Location
- Johannesburg, Gauteng, South Africa
- Correspondence address
- 3713 Ngalonkulu Street, Kagiso 2, 1754, South Africa
- info@kwenaonegroup.co.za
- Telephone
- +27 83 214 5285
- Website
- https://kwenaonegroup.co.za
- Privacy enquiries
- Lesego Kwena, via the company contact details above
3. Personal information we collect
Depending on how you interact with us, we may collect:
- full name and surname;
- company or organisation name;
- email address and telephone number;
- business and delivery addresses;
- product specifications, quantities and procurement requirements;
- documents and attachments voluntarily submitted with quotation requests;
- correspondence relating to quotations, procurement and business transactions;
- technical information, such as IP addresses and security logs generated through the operation of our website.
We aim to collect only the information reasonably necessary for legitimate business purposes.
4. How we use personal information
We may process personal information to:
- respond to enquiries and requests for quotations;
- assess product specifications and procurement requirements;
- communicate with customers and prospective customers;
- source relevant goods and obtain supplier quotations;
- prepare commercial proposals and quotations;
- coordinate procurement, orders and delivery arrangements;
- maintain appropriate business and transaction records;
- meet applicable legal, financial and regulatory obligations;
- protect our website and systems against misuse and security threats.
We will not use personal information submitted for a quotation request for unrelated electronic marketing without an appropriate lawful basis.
5. Providing personal information
Submitting an enquiry or quotation request is voluntary.
However, certain information, including contact details and relevant product requirements, is necessary for us to respond meaningfully. If the required information is not provided, we may be unable to prepare a quotation or process the enquiry.
Where information is required by law or for a specific contractual purpose, we will explain the applicable requirement.
6. Sharing personal information
We do not sell personal information.
Where reasonably necessary for legitimate business purposes, we may share limited information with relevant parties, including potential suppliers, logistics providers, contracted service providers and technology providers. These may include providers of website hosting, email hosting and cloud infrastructure, such as Amazon Web Services and Domains.co.za.
We may also disclose information where legally required by a competent authority or applicable legislation.
We will take reasonable steps to ensure that information shared with third parties is appropriately protected and limited to the relevant purpose.
7. Storage and security
We are committed to applying reasonable technical and organisational safeguards appropriate to the personal information we process. These may include encrypted connections, access controls, restricted administrative privileges and security monitoring, as appropriate to our operational systems.
Although we take reasonable precautions, no electronic transmission or storage system can be guaranteed to be completely secure.
Where information is processed by technology providers outside South Africa, we will take steps to ensure that the applicable requirements for cross-border processing under POPIA are met.
8. Retention of personal information
We retain personal information only for as long as reasonably necessary to fulfil the purpose for which it was collected, comply with applicable legislation, maintain legitimate business records or address relevant disputes.
In particular:
- Unsuccessful or unfulfilled quotation enquiries are retained for 24 months after the last substantive interaction, unless a longer period is justified or legally required.
- Documents uploaded with an online quotation request are stored in access-restricted cloud storage and deleted automatically after 90 days. A copy forms part of the enquiry sent to our procurement mailbox and is retained with that enquiry.
- Records relating to completed transactions, accounting obligations or contractual arrangements are retained in accordance with applicable legal, contractual and accounting requirements.
When information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it.
9. Your rights
Subject to applicable legal requirements, you may:
- request confirmation of whether we hold your personal information;
- request access to your personal information;
- request correction of inaccurate or incomplete information;
- request deletion of information where legally appropriate;
- object to certain processing activities;
- withdraw consent where processing relies on consent;
- lodge a complaint with the Information Regulator of South Africa.
Requests may be submitted to info@kwenaonegroup.co.za. We may take reasonable steps to verify the identity of a requester before disclosing or amending personal information.
10. Website information and cookies
Our website and its hosting infrastructure may process technical information required for website operation, security, troubleshooting and performance.
If optional analytics, advertising technologies or non-essential cookies are introduced, we will provide appropriate information and controls where required by applicable law.
11. Information security incidents
Where a security incident affects personal information, we will investigate the incident, take appropriate corrective action and make notifications required under applicable data-protection legislation.
12. Third-party websites
Our website may contain links to external websites or services. We are not responsible for the privacy practices of third parties, and users should review their relevant privacy notices.
13. Changes to this policy
We may update this Privacy Policy to reflect changes in our business operations, technology, services or legal obligations. The latest version will be made available on our website, together with its effective date.
14. Contact and complaints
For privacy-related enquiries:
- Company
- Kwena One Group (Pty) Ltd
- info@kwenaonegroup.co.za
- Telephone
- +27 83 214 5285
You may also contact the Information Regulator of South Africa:
- Website
- inforegulator.org.za (opens in a new tab)
- POPIA complaints
- POPIAComplaints@inforegulator.org.za
- Telephone
- 010 023 5200