1. Who we are
1.1. This website, www.nircomtechnologies.com, is operated by NIRCOM TECHNOLOGIES (PTY) LTD (registration number 2026/569385/07), 1175 Augrabies Falls Boulevard, Waterfall City, Midrand, 2090, South Africa. We are the "responsible party" under the Protection of Personal Information Act, 2013 (POPIA) for the personal information described in this policy.
1.2. Information Officer: privacy@nircom.tech. Contact our Information Officer there for any question or request about your personal information.
1.3. This policy covers this website, enquiries you send us, and the business contact details of people at our clients and suppliers. It does not cover:
- personal information inside your systems or data that we process on your behalf during an Engagement; there we act as your operator, under our Terms and Conditions (clause 8.2) and any operator agreement we sign with you;
- our products, which have their own privacy policies. For DDNSRegister, see its Privacy Policy.
1.4. Our PAIA Manual explains how to request access to records we hold. It is available on request from privacy@nircom.tech.
2. What we collect
We collect only what we need to respond to you and to work with you.
| Category | Examples | Where it comes from |
|---|---|---|
| Enquiry details | Your name, email address, organisation, the areas you're interested in, and what you tell us about your project | You, in the email you send us |
| Business contact details | Names, job titles, work email addresses and phone numbers of people we work with at clients and suppliers | You, or your organisation |
| Engagement records | Proposals, scopes, correspondence, meeting notes, acceptance records | You and us, during an Engagement |
| Billing details | Billing name, address, VAT number, invoices and payment records | You and your organisation |
| Website server logs | Your IP address, the page requested, the time, and your browser's user agent | Your browser, recorded by our hosting provider |
| Security and abuse reports | Messages and evidence you send to our security or abuse addresses | You or the person reporting |
The enquiry form does not send anything by itself. It drafts an email in your browser for you to copy or open in your email app. Nothing you type is sent to us or stored by the website until you send that email yourself.
If you give us someone else's details (for example, a colleague to copy on a proposal), you must tell them and have the right to share their information with us.
3. Why we use it, and on what basis
| Purpose | Information used | Lawful basis under POPIA Section 11 |
|---|---|---|
| Reply to your enquiry and discuss a possible Engagement | Enquiry details | Your request (steps before a contract); our legitimate interest in responding |
| Scope, deliver and support an Engagement | Business contact details, engagement records | Necessary to perform our contract with your organisation |
| Invoice and keep financial records | Billing details | Contract; legal obligation (tax records) |
| Keep this website secure and working | Website server logs | Our legitimate interest in a safe, available website |
| Handle security and abuse reports | Security and abuse reports | Our legitimate interest, and the reporter's |
| Respond to lawful requests from courts or authorities | Any relevant category | Legal obligation |
| Send news about our services | Name, email | Your consent (opt-in), which you can withdraw at any time |
Where we rely on legitimate interest, you may object (see clause 9). We do not sell personal information, and we do not use it for automated decisions that affect you.
4. Who we share it with
4.1. We share personal information only as needed for the purposes in clause 3.
| Recipient | What and why | Location |
|---|---|---|
| Microsoft (Microsoft 365) | Emails and documents we exchange with you, stored on Microsoft's infrastructure on our behalf | South Africa |
| Our website hosting provider | Website server logs, recorded when you visit | United States (Microsoft Azure, East US 2) |
| Our accountants and professional advisers | Billing details and records needed for legal, audit or tax work, under confidentiality | South Africa |
| Subcontractors you have approved for an Engagement | Business contact details and engagement records they need for their part of the work | As stated in the Scope |
| Courts, law enforcement and regulators | Only in response to a valid legal process (see our Acceptable Use and Abuse Policy) | South Africa |
4.2. Operators. Microsoft and our other hosting and service providers process information for us under written agreements that require them to keep it confidential and secure, as POPIA Section 21 requires.
4.3. Transfers outside South Africa. Where information goes outside South Africa (for example, to a cloud region abroad), we transfer it only where POPIA Section 72 allows: the recipient is bound by a law, binding corporate rules or an agreement giving adequate protection, or the transfer is necessary to perform a contract with you.
4.4. Business transfer. If our business is sold or restructured, personal information may pass to the new owner, who must continue to protect it under this policy.
5. Cookies and analytics
5.1. This website sets no cookies, uses no analytics or advertising tools, and stores nothing on your device. It loads no third-party scripts, fonts or trackers.
5.2. If that changes, we will update this policy first and, where the law requires it, ask for your consent.
6. How long we keep it
We keep information only as long as we need it, then delete it or de-identify it so it can no longer identify you.
| Record | How long | Why |
|---|---|---|
| Enquiries that do not lead to an Engagement | 24 months from our last contact | To pick up the conversation if you come back |
| Business contact details and engagement records | For the Engagement, then 3 years after it ends | Supporting Deliverables and resolving later claims |
| Invoices and payment records | 5 years from the date of the transaction | Tax law |
| Website server logs | 30 days | Security and troubleshooting |
| Security and abuse reports and our handling records | 2 years | Handling abuse and spotting repeat incidents |
| Marketing preferences | Until you opt out, plus a record of the opt-out | To respect your choice |
We may keep information longer if a court order, a lawful preservation request or an open dispute requires it, and only for as long as that lasts.
7. Security
7.1. We protect personal information with measures appropriate to the risk, including encryption in transit (TLS) for this website and our email, multi-factor authentication on our business accounts, least-privilege access, and keeping client data in the client's own environments where the Engagement allows.
7.2. If something goes wrong. If we have reasonable grounds to believe your personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and you as soon as reasonably possible, as POPIA Section 22 requires, and tell you what happened and what you can do to protect yourself.
8. Marketing
8.1. We send news about our services by email only if you opt in, as POPIA Section 69 requires for electronic direct marketing. Every marketing email has an unsubscribe link.
8.2. Sending us an enquiry does not opt you in. Opting out does not stop emails about an enquiry or Engagement you are involved in.
9. Your rights
You can exercise these rights by emailing privacy@nircom.tech. We may ask you to verify your identity first, and we respond within 30 days.
| Right | What it means |
|---|---|
| Access | Ask whether we hold information about you and get a copy (POPIA Section 23; see our PAIA Manual for any fees) |
| Correction | Ask us to correct inaccurate, outdated or incomplete information (POPIA Section 24) |
| Deletion | Ask us to delete information we are no longer allowed to keep. We will delete it unless a retention period in clause 6 applies |
| Objection | Object to processing based on legitimate interest, or to direct marketing at any time |
| Withdraw consent | Withdraw consent for marketing at any time; this does not affect earlier processing |
| Complain | Complain to the Information Regulator if you believe we have not handled your information lawfully. We would appreciate the chance to resolve it first |
10. Children and changes
10.1. Children. Our services are for businesses and adults. We do not knowingly collect information about children. If you believe a child has given us personal information, contact us and we will delete it.
10.2. Changes. We may update this policy as our services or the law change. The version and date shown on this page identify the latest version. Where a change materially affects how we use information you have already given us, we will tell you before it takes effect.