Last Updated: 21/08/2025

1. Introduction

MechProTech (Pty) Ltd (“MechProTech”, “MPT”, “we”, “our”, “us”) is a private company registered in the Republic of South Africa with its principal place of business at 22 Van Dyk Road, Benoni South, Gauteng.

We are committed to protecting the privacy, confidentiality, and security of personal information in strict compliance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”) and the Promotion of Access to Information Act, 2 of 2000 (“PAIA”).

This Privacy Policy sets out how we lawfully collect, use, store, disclose, and protect personal information relating to clients, suppliers, employees, contractors, and visitors to our website (www.mechprotech.co.za).

By continuing to use our website or by submitting your personal information to us, you expressly consent to the processing of your personal information in accordance with this Privacy Policy.

2. Definition of Personal Information

“Personal Information” means any information that identifies or relates to a living natural person or, where applicable, an identifiable juristic person, including but not limited to: name, contact details, identification number, company details, financial or transactional information, online identifiers (such as IP address), and any information lawfully defined as personal information under POPIA.

“Special Personal Information” refers to sensitive categories of data as defined in POPIA, including race, ethnic origin, religious beliefs, political persuasion, health, sex life, biometric data, and criminal behaviour.

3. Scope of Policy

This Privacy Policy applies exclusively to personal information collected through the use of our website (www.mechprotech.co.za). It does not govern or extend to:

• Personal information collected in the course of formal business relationships, including contracts with clients, suppliers, or service providers;
• Personal information relating to employees, consultants, or contractors; or
• Any processing of personal information under separate internal company policies, contractual terms, or legal obligations.

Such activities are regulated by the applicable agreements, statutory requirements, or internal company policies of MechProTech (Pty) Ltd.

4. Information We Collect

We may collect the following types of personal information:

• Identity & Contact Data: full name, company, telephone number, email address, and physical or postal address.
• Technical Data: IP address, device details, browser type, website usage statistics, and cookies.
• Special Personal Information: only where lawfully authorised, expressly consented to, or required by law.

We do not knowingly process the personal information of children under the age of 18 without proper authorisation.

5. Purpose of Processing

Personal information is processed strictly for legitimate and lawful business purposes, including:

• Responding to enquiries and processing requests for quotations.
• Establishing, performing, and managing contractual relationships.
• Complying with legal, regulatory, tax, and governance obligations.
• Maintaining accurate business records.
• Protecting company interests, security, and intellectual property.
• Sending communications such as project updates, service notices, or newsletters (with the option to opt out).
• Improving website performance, security, and user experience.

6. Legal Basis for Processing

We process personal information under the lawful grounds set out in POPIA, including:

• Consent – where you have voluntarily provided information or agreed to processing.
• Contractual Necessity – where processing is required to conclude or perform a contract.
• Legal Obligation – where processing is required to comply with South African law.
• Legitimate Interest – where processing is necessary for the protection of MechProTech’s legitimate business operations and security.

7. Disclosure of Information

We will not sell or rent your personal information. Information may only be disclosed as follows:

• Internal Use: to authorised directors, officers, and employees who require the information.
• Third-Party Service Providers: such as IT, hosting, and communication providers, subject to strict contractual confidentiality undertakings.
• Regulators and Authorities: where required by law, regulation, court order, or to protect our legal rights.
• Corporate Transactions: in the event of a merger, acquisition, restructuring, or sale of business assets, subject to lawful safeguards.

No employee, contractor, or service provider is authorised to distribute or disclose personal information without the express prior written approval of the Chief Executive Officer (CEO).

8. Information Quality and Accuracy

MechProTech shall take all reasonable steps to ensure that personal information is complete, accurate, not misleading, and up to date.

• Information will be formally reviewed at least annually.
• Data subjects may request corrections, updates, or deletion of their personal information.
• Only the minimum information necessary for business and legal purposes will be collected.

9. Security Safeguards

We implement appropriate, reasonable, and industry-standard technical and organisational measures to protect personal information against unauthorised access, loss, misuse, or disclosure, including:

• SSL encryption and secure servers.
• Controlled access to records and IT systems.
• Firewalls, monitoring, and intrusion detection.
• Confidentiality undertakings signed by employees and contractors.
• Annual POPIA compliance training.
• Document retention and destruction protocols.
• Business Continuity and IT Disaster Recovery Plans.

Despite these safeguards, no system is immune from compromise. Transmission of information via the internet is undertaken at your own risk.

10. Retention of Information

Personal information will not be retained longer than is necessary for the purpose for which it was collected, or as required by applicable law.

Records no longer required will be securely archived or destroyed in accordance with our Documented Information and Retention Procedures.

We keep records for 5 years.

11. Data Subject Rights

In terms of POPIA, you have the following rights:

• To request confirmation that we hold personal information about you.
• To request access to, or a copy of, such information.
• To request corrections or updates to your information.
• To object to the processing of personal information, including direct marketing.
• To request deletion of personal information where lawful and appropriate.
• To lodge a complaint with the Information Regulator if you believe your rights have been infringed.

12. Cookies and Website Usage

Our website may use cookies and related technologies:

• Essential Cookies: necessary for website functionality.
• Analytics Cookies: used to analyse and improve website performance.

Users may disable cookies in their browser settings, but certain website features may not function correctly.

13. Third-Party Links

Our website may include links to third-party websites. MechProTech does not control, endorse, or accept liability for the content, security, or privacy practices of external sites. Users are encouraged to review external privacy notices before providing personal information.

14. Policy Updates

MechProTech reserves the right to amend or update this Privacy Policy at any time. Updates will be published on this website with the revised “Last Updated” date. Continued use of the website following amendments constitutes acceptance of the updated terms.

15. Contact Information

For all POPIA-related queries, requests, or complaints, please contact:

Information Officer: Acacio Fernando Medeiros Monteiro

Deputy Information Officer: Christina Petronella Adriana Strydom

Physical Address: 22 Van Dyk Road, Benoni South, Gauteng, South Africa

Email: fernando@mechprotech.co.za / christine@mechprotech.co.za

Telephone: 011 914 5880

If unresolved, you may escalate complaints to:

The Information Regulator (South Africa)

JD House, 27 Stiemens Street, Braamfontein, Johannesburg

Email: complaints.IR@justice.gov.za