Privacy Policy

1. Purpose of this Privacy Policy

This Privacy Policy explains how Matimba Yeru Energy (Pty) Ltd collects, receives, uses, stores, shares, protects and otherwise processes personal information obtained through this website and related electronic communications.

This Policy is intended to serve as a privacy notice for purposes of POPIA and should be read together with our Website Terms of Use and any other applicable contractual or legal terms.

2. Responsible party

The responsible party for personal information processed through this website is:

References in this Policy to "Matimba Yeru Energy", "we", "us" or "our" refer to Matimba Yeru Energy (Pty) Ltd.

3. Personal information we may collect

The nature of the personal information we collect depends on how you interact with us.

When you submit an enquiry through this website, we may collect information including:

• your name;
• company or organisation name;
• email address;
• telephone number;
• project or enquiry type;
• project or site location;
• project requirements, specifications or other information included in your message; and
• any other information you voluntarily provide to us through the website or subsequent communications.

Our website, hosting infrastructure and security systems may also generate or process ordinary technical information such as IP addresses, request timestamps, browser or device information, diagnostic information, server logs and security-related information.

Please do not submit passwords, banking credentials, identity documents, medical information or other unnecessary sensitive or special personal information through the general website enquiry form.

4. How we collect personal information

We generally collect personal information directly from you when you:

• complete and submit a website enquiry form;
• email or telephone us;
• request a quotation, proposal or further information;
• engage with us regarding a potential project or service;
• provide information during an existing business relationship; or
• otherwise communicate with Matimba Yeru Energy.

We may also receive information from another person, organisation, contractor, professional adviser, project participant or publicly available source where permitted by law and reasonably necessary for legitimate business purposes.

5. Why we process personal information

Personal information may be processed for purposes including:

• responding to website and business enquiries;
• communicating with prospective and existing clients;
• understanding project requirements;
• preparing quotations, proposals and scopes of work;
• arranging meetings, inspections and site engagements;
• assessing technical and commercial project requirements;
• delivering products, projects and professional services;
• maintaining customer, supplier and project records;
• managing commercial and contractual relationships;
• complying with legal, regulatory, tax, accounting and contractual obligations;
• preventing fraud, spam, misuse and security threats;
• maintaining and securing our website and IT infrastructure;
• establishing, exercising or defending legal rights; and
• other purposes reasonably compatible with the reason for which the information was collected.

6. Lawful processing

Depending on the circumstances, we may process personal information because:

• you have consented to the processing;
• processing is necessary to respond to a request made by you before entering into a contract;
• processing is necessary for the performance of a contract;
• processing is necessary to comply with an obligation imposed by law;
• processing protects a legitimate interest of the data subject; or
• processing is necessary to pursue our legitimate interests or those of a third party where permitted by POPIA.

Providing information through the website enquiry form is voluntary. However, if sufficient contact or project information is not provided, we may be unable to respond meaningfully to your enquiry.

7. Website enquiry processing

Enquiries submitted through this website are transmitted electronically to Matimba Yeru Energy through cloud-based infrastructure.

The website currently uses service providers and technologies that may include Google Firebase for website hosting and server-side functionality, Resend for transactional delivery of website enquiry messages, and Microsoft 365 for business email and communications.

Information submitted through the contact form may therefore be processed by these service providers to the extent necessary to transmit, secure, deliver and store the communication.

8. Operators and service providers

We may make use of third-party operators, contractors and service providers to process information on our behalf or assist us with business operations.

These may include providers of:

• website hosting and cloud computing;
• email and electronic communications;
• IT support and cyber-security;
• data backup and storage;
• professional, legal, accounting and auditing services;
• project management and engineering services; and
• other infrastructure required to operate our business.

Where an operator processes personal information on our behalf, we seek to ensure that appropriate confidentiality, security and data protection requirements apply.

9. Disclosure of personal information

Personal information may be disclosed where reasonably necessary to:

• our employees, directors and authorised representatives who require the information for legitimate business purposes;
• our operators and technology service providers;
• engineers, contractors, subcontractors, suppliers and project partners where relevant to a requested project or service;
• professional advisers including attorneys, auditors, insurers and accountants;
• municipalities, Eskom, electricity distributors, regulators or other authorities where required for a project or compliance process;
• courts, regulatory bodies or law-enforcement authorities where required or permitted by law; or
• other persons where disclosure is necessary to establish, exercise or defend legal rights.

Matimba Yeru Energy does not sell personal information to data brokers.

10. Cross-border processing

Some cloud, hosting, communications and technology service providers used by Matimba Yeru Energy may operate infrastructure or process information outside the Republic of South Africa.

Where personal information is transferred outside South Africa, we will take reasonable steps to ensure that the transfer is permitted under POPIA and that an appropriate basis or safeguard exists for the transfer.

11. Retention of personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer period is required or permitted by law, contract, regulatory requirements or legitimate business needs.

A website enquiry that develops into a quotation, customer relationship, contract or project may become part of the relevant commercial or project record and may therefore be retained for the applicable legal, financial, contractual or operational retention period.

Where personal information is no longer required, it will be destroyed, deleted or de-identified where reasonably practicable and appropriate.

12. Security of personal information

Matimba Yeru Energy takes reasonable technical and organisational measures intended to protect personal information against loss, damage, unauthorised destruction, unlawful access and unlawful processing.

Measures may include:

• encrypted electronic communications;
• access controls and restricted permissions;
• secure cloud infrastructure;
• credential and secret management;
• software and security updates;
• system logging and monitoring; and
• appropriate controls imposed on service providers.

No internet-connected system can be guaranteed to be completely secure, and users should take reasonable precautions when submitting information electronically.

13. Security compromises

If there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, Matimba Yeru Energy will assess and manage the incident in accordance with POPIA and other applicable legal obligations.

Where legally required, the Information Regulator and affected data subjects will be notified of a qualifying security compromise.

14. Direct marketing

Submitting an enquiry through this website does not automatically constitute consent to receive unrelated electronic direct marketing.

Where Matimba Yeru Energy conducts direct marketing, personal information will be processed in accordance with POPIA and other applicable South African requirements.

Where required, recipients will be given an appropriate opportunity to consent, object or unsubscribe from further electronic marketing communications.

15. Cookies, browser storage and technical information

This website is not intended to use advertising or behavioural tracking technologies for the purpose of building advertising profiles about visitors.

The website and its supporting infrastructure may nevertheless use technical browser storage, connection information, logs or similar technologies where reasonably necessary for security, performance, functionality or operation.

Certain website features may also store limited information locally in your browser, such as preferences or selected product references, where required to preserve functionality between pages.

If analytics, advertising, remarketing or other non-essential tracking technologies are introduced in future, this Privacy Policy and the website's consent mechanisms will be reviewed and updated where necessary.

16. Your rights under POPIA

Subject to applicable law, you may have the right to:

• request confirmation of whether we hold personal information about you;
• request access to your personal information;
• request correction of information that is inaccurate, incomplete, misleading or outdated;
• request deletion or destruction of information where permitted by law;
• object to certain processing of your personal information;
• withdraw consent where processing is based on your consent, subject to applicable legal consequences;
• object to direct marketing; and
• lodge a complaint with the Information Regulator.

We may require reasonable proof of identity before providing access to, correcting or deleting personal information.

17. Requests for access, correction or deletion

Requests relating to personal information should be directed to the Information Officer of Matimba Yeru Energy (Pty) Ltd.

Until a dedicated privacy contact address is published, you may also contact us through the website's Contact page.

18. Promotion of Access to Information Act

Requests for access to records under the Promotion of Access to Information Act 2 of 2000 ("PAIA") must be made in accordance with the prescribed PAIA procedures and Matimba Yeru Energy's applicable PAIA Manual.

Our PAIA Manual provides further information regarding records held by the company and the procedure for requesting access to those records.

View our PAIA information →

19. Complaints to the Information Regulator

If you believe that your personal information has been processed in a manner that contravenes POPIA, you may lodge a complaint with the Information Regulator (South Africa).

20. Website Terms of Use

This Privacy Policy should be read together with the Matimba Yeru Energy Website Terms of Use.

Read our Website Terms of Use →

21. Changes to this Privacy Policy

Matimba Yeru Energy may update this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance, technology, service providers, website functionality or our business operations.

The current version will be published on this website together with its effective date.