Confidentiality Charter

This Notice explains how we obtain, use and disclose your personal information, in accordance with the requirements of the Protection of Personal Information Act ("POPIA").

At Biddulphs International we are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully and transparently.

Biddulphs International complies with the Protection of Personal Information Act (POPIA) of South Africa and the EU General Data Protection Regulation (GDPR) 2016/679 for the protection of personal data.

Online Forms on the Website

The personal data collected is the data that you willingly provide when you fill in one of the online forms on the website, in order to request a quote for one of the services offered by Biddulphs International on our site, to get in touch with us or to give us your opinion regarding our services.

The personal data collected includes:

• Your contact details: surname, first name, postal address, telephone number (landline and/or mobile), email address
• If applicable, data related to a proposed move for removals service and/or storage of furniture
• If applicable, data related to vehicle transportation service
• If applicable, data related to parcel delivery service

Our services are not directed at children under 18, and we do not knowingly collect personal information from children without parental consent.

Biddulphs International can also collect information automatically by using cookies deposited on the device that you use (computer, tablet, mobile, smartphone) when you visit the site, as long as it has your consent to do so, and you can withdraw your consent at any time.

Cookies are used to:

• Ensure the proper functioning of the site and enable all the services offered
• Make it easier for you to browse the site by memorizing your connection data
• Carry out site maintenance and create site audience statistics

Biddulphs International is the data controller of your personal data. Your personal data is processed by Biddulphs International for the purposes of its activity, namely:

• Processing users' requests for quotes and sending them the quotes
• Contact users who have asked to be contacted on the site
• Reply to views and comments left by users
• Respond to questions and complaints from users and provide customer services
• Create and manage customers' personal accounts
• Carry out operations related to marketing, such as contacting users to give them commercial offers and updates
• Send updates and newsletters
• Conduct satisfaction surveys

Your personal data will be received by authorised staff from the client services, marketing, and commercial departments of Biddulphs International, as well as authorised staff of our data processors, including IT service providers and technical service providers.

Biddulphs International undertakes not to disclose your personal data to any other third party without your explicit and prior consent, except in the circumstances outlined below.

International transfers: For international relocations, your personal data may be transferred to our partner agents and service providers in the destination country. We ensure that such transfers comply with POPIA Section 72 and that adequate data protection safeguards are in place.

Biddulphs International may be required to disclose your personal data in the following circumstances:

• When required by law, in the context of judicial proceedings, a dispute, or any claim made against us
• In the interests of national security, in application of the law, or for any other public interest reason
• In the event of a restructuring, Biddulphs International may legitimately transfer all personal data to its beneficiary

Your personal data is only retained for the period of time strictly necessary in order to achieve the aims for which it was collected and processed, or as required by South African legislation.

Business Transaction Records

In compliance with the Companies Act 2008 (Section 24) and Tax Administration Act 2011, we retain business transaction records for the following periods:

• Client files, quotes, invoices, and move documentation: seven (7) years
• Contracts and service agreements: seven (7) years
• Tax records and financial documents: seven (7) years
• VAT records and tax invoices: five (5) years minimum

Website & Marketing Data

• Personal data used for marketing purposes: three (3) years
• Personal data collected with cookies: thirteen (13) months

Once the retention period has expired, Biddulphs International undertakes to destroy your personal data or make it anonymous in accordance with our disposal of records policy:

• Hard copy or paper records are shredded and recycled
• Electronic records are stored in secure electronic archives or deleted from the server

The legislation concerning the protection of personal data gives you a number of rights:

• Right of access: Access your personal data at any time
• Right to rectification: Rectify inaccurate or incomplete data
• Right to object: Object to processing of your personal data
• Right to restriction: Restrict the processing of your data
• Right to data portability: Receive your data and transmit to another controller
• Right to erasure: Have your personal data erased
• Right to withdraw consent: You may withdraw your consent for the processing of your personal data at any time
• Right to complain: You have the right to submit a complaint to the Information Regulator or seek remedy in the competent courts if you believe your rights have been breached

Biddulphs International offers a free service for subscribing to updates and newsletters. Unless you give your advance and express consent, we undertake not to use your personal data for marketing purposes.

You may withdraw your consent for receiving marketing messages at any time by:

• Clicking the unsubscribe link included in our marketing emails
• Editing the settings in your personal account
• Sending an email to privacy@biddulphs.co.za

Biddulphs International applies its best efforts by taking all appropriate measures to ensure the security and confidentiality of your personal data. Our security measures include:

• Management and control of access to personal data
• Installation of surveillance software for our IT network
• Installation of anti-virus software and a firewall
• Safeguarding and encryption of personal data
• Restriction of access to the server with user-name and password
• Regular assessment of all methods of protection
• Protection of physical documents
• Secure archiving of old physical files

Data breach notification: In the unlikely event of a data breach that may compromise your personal information, we will notify you and the Information Regulator as required by POPIA Section 22.