This policy explains how Libelula Consulting (Pty) Ltd collects, uses, shares and protects personal information. It also explains your rights under the Protection of Personal Information Act 4 of 2013 (POPIA).
1. Who we are
Libelula Consulting (Pty) Ltd (registration number 2019/106573/07) is the responsible party for the personal information described in this policy. That means we decide why and how it is processed.
| Physical address | 2 Quintin Brand Street, Persequor, Gauteng, 0020 |
|---|---|
| Information Officer | Marieke Elizabeth Scheepers, Director |
| Email for privacy matters | info@libelulaconsult.com |
| Telephone | +27 87 092 8679 |
2. What we collect
We collect only what we need for the purpose concerned.
| Whose information | What we collect |
|---|---|
| Clients and their contact people | Name, company name, email address, phone number, the service you need, your company registration number, correspondence with us, and billing and payment records. |
| Directors, shareholders, members, beneficial owners, company secretaries and auditors of our clients' companies | Full names, identity or passport numbers, dates of birth, nationality, residential and postal addresses, contact details, shareholding and other ownership details, appointment dates, signatures, and copies of identity documents. |
| Website visitors and people who enquire | The details you enter in our enquiry form and the messages you send us. Technical information, such as your IP address, is handled by our hosting and form providers as described in section 12. |
We do not ask for special personal information, such as information about health, religion or political beliefs, unless a filing legally requires it. We process the personal information of a child only where the law allows it, for example where a minor holds shares, and only with the consent of a parent or guardian.
3. How we collect it
- Directly from you, when you complete our enquiry form, email or WhatsApp us, accept a quote, or send us documents.
- From our clients about other people. A client often gives us information about its directors, shareholders and beneficial owners. Where this happens, the client confirms that it may share the information and that it has told those people about this policy.
- From public records, such as CIPC records, when we prepare or check a filing.
4. Why we use it
| Purpose | Lawful basis under POPIA |
|---|---|
| Responding to enquiries and preparing quotes | Steps you asked us to take before entering into an agreement |
| Preparing documents and filing them with CIPC | Performing our agreement with you, and complying with the Companies Act 71 of 2008 and its regulations |
| Keeping statutory records and securities registers for clients | Performing our agreement, and the client's legal duties under the Companies Act |
| Verifying identity and ownership | Complying with the law, including the Companies Act and, where it applies, the Financial Intelligence Centre Act 38 of 2001 |
| Invoicing, taking payment and keeping accounting records | Performing our agreement, and complying with tax law |
| Sending deadline reminders | Performing our agreement where you subscribed, otherwise your consent |
| Sending news about our services | Your consent, or our legitimate interest in contacting existing clients about similar services (see section 11) |
| Protecting our legal rights and resolving disputes | Our legitimate interests |
We do not use your personal information for any other purpose unless the new purpose is compatible with the original one, or we have your consent.
5. Is it required?
Most of the information we ask for is required by CIPC and the Companies Act for the filing concerned. If you do not provide it, we will not be able to complete the service. We will tell you when information is optional.
7. Information sent outside South Africa
Some of our service providers store or process information on servers outside South Africa. We use only providers that are subject to laws, binding corporate rules or agreements giving protection substantially similar to POPIA, as section 72 of POPIA requires.
8. Payment information
- Card payments are processed by PayFast on its secure payment page. You enter your card details there, not on our website.
- We never see or store your full card number or card security code. PayFast is certified to the Payment Card Industry Data Security Standard (PCI DSS) Level 1.
- We receive only a confirmation of payment, such as the amount, date, reference and payer name.
- For EFT payments, we keep the bank's proof of payment with our accounting records.
9. How we protect it
We take appropriate, reasonable technical and organisational measures to prevent loss, damage, and unauthorised access to or use of personal information. These include:
- keeping client records in password-protected business systems with restricted access,
- using reputable cloud providers with strong security controls,
- sharing documents through secure channels rather than open links, and
- requiring our service providers to protect information to the same standard.
10. How long we keep it
We keep personal information only as long as we need it for the purpose concerned, or as long as the law requires. In general, we keep client and transaction records for at least five years after our work for you ends, as tax and other laws require. We then delete or destroy the records securely, or de-identify them. Statutory records we keep for a client company under the Companies Act are handed over or destroyed according to the client's instructions when our mandate ends.
11. Marketing
We send news about our services only to people who have agreed to receive it, or to existing clients about services similar to those they used. Every message tells you how to opt out, and you can unsubscribe at any time by emailing info@libelulaconsult.com. We never share your details with others for their marketing.
12. Our website and cookies
- Our website does not use analytics or advertising cookies, and we do not track your behaviour on it.
- Our host keeps standard server logs, such as IP addresses and the pages requested, for security and to keep the site running.
- The page fonts load from Google Fonts. Your browser therefore connects to Google, which receives your IP address.
- Our enquiry form is provided by Microsoft Forms. Microsoft may set its own cookies when the form loads. What you enter in the form comes to us and is handled under this policy.
- Links to WhatsApp, PayFast and social media take you to services that have their own privacy policies.
13. Your rights
Under POPIA, you have the right to:
- ask whether we hold personal information about you and ask for a copy of it,
- ask us to correct information that is inaccurate, out of date or incomplete,
- ask us to delete information we are no longer allowed to keep,
- object to processing based on our legitimate interests, and to direct marketing,
- withdraw your consent where we rely on it, though this does not affect processing that already took place, and
- complain to the Information Regulator.
To use these rights, email info@libelulaconsult.com. We may need to verify your identity first. We respond within a reasonable time and in line with the Promotion of Access to Information Act 2 of 2000 (PAIA), which sets out the process for access requests. Our PAIA Manual explains how to make a request and what it costs.
The Information Regulator
If you are not satisfied with how we handled your personal information, please contact us first. You may also lodge a complaint with the Information Regulator:
| Address | Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 |
|---|---|
| enquiries@inforegulator.org.za | |
| Website | inforegulator.org.za |
14. If something goes wrong
If we believe that someone has accessed or acquired your personal information without authorisation, we will notify you and the Information Regulator as soon as reasonably possible, as section 22 of POPIA requires.
15. Changes to this policy
We may update this policy from time to time. The current version is always on this page, with its effective date at the top.