Privacy Policy
Document Title: Privacy Policy
Document Number: DET-POL-001
Document Type: Policy
Version: 1.0
Effective Date: 24 August 2026
Review Date: 23 July 2028
Policy Owner: Information Officer / Compliance Officer
Approved By: Managing Director / Chief Executive Officer
TABLE OF CONTENTS
Introduction
What Personal Information We Collect
How We Collect Personal Information
Purposes for Which We Collect and Use Personal Information
Change of Purpose
Sharing Your Personal Information
Transfers Across Borders
Security of Your Personal Information
Direct Marketing
What Are Your Rights?
Cookies and Similar Technologies
Social Media
Links to Third-Party Websites and Applications
Retaining Your Personal Information
Changes to Our Privacy Policy
How to Contact Us
Validity and Document Management
1. INTRODUCTION
Digital Express Technologies (referred to in this Privacy Policy as “Digital Express Technologies”, “DET”, “we”, “us” or “our”) respects the privacy of individuals and recognises the importance of protecting personal information entrusted to us.
Digital Express Technologies is committed to processing personal information responsibly, transparently and securely in accordance with applicable data protection and privacy legislation.
Where applicable, Digital Express Technologies acts as a responsible party in terms of the South African Protection of Personal Information Act, 2013 (POPIA) and may act as a controller or processor under other applicable data protection legislation, including the EU General Data Protection Regulation (GDPR) where its requirements apply.
This Privacy Policy explains how we collect, use, store, disclose, protect and otherwise process personal information in the ordinary course of conducting our business.
This Policy applies to personal information processed through our business operations, products and services, websites, online platforms, applications, communications, customer and supplier relationships, recruitment activities and other interactions with Digital Express Technologies.
This Privacy Policy should be read together with any other privacy notices, contractual provisions or specific processing notices that we may provide when collecting or processing personal information.
Digital Express Technologies does not intentionally provide services directed at children and does not knowingly collect personal information relating to children unless permitted by applicable law and appropriate consent or authorisation has been obtained.
2. WHAT PERSONAL INFORMATION WE COLLECT
When you interact with Digital Express Technologies, you may provide us with personal information, or we may collect personal information from you where permitted or required by law, contract or legitimate business requirements.
You may choose not to provide certain personal information when requested. However, where such information is necessary for us to provide a product, service, quotation, support service or other business function, our ability to provide that service may be affected.
We aim to collect and process only personal information that is reasonably necessary for legitimate business purposes.
Depending on the nature of your relationship or interaction with us, the personal information we may collect includes:
Personal identifying information, such as your name, surname, job title, email address, telephone number and other contact details.
Business and organisation information, including company name, business address, department, role and professional contact details.
Account and authentication information, including usernames, account identifiers, access credentials and information required to authenticate users.
Customer and service information, including information relating to products, services, quotations, orders, contracts, support requests, installations and service engagements.
Billing and transaction information, including invoicing, payment and related financial information where necessary to process transactions.
Technical information, including IP addresses, device information, browser type, operating system, network information, connectivity information and configuration data.
Website and usage information, including pages visited, navigation patterns, referring websites, access times and interactions with our digital platforms.
Marketing preferences, including communication preferences and information about your interests in our products and services.
Employment-related information, where you apply for employment or otherwise interact with us as a prospective employee.
Information provided through communications, including enquiries, feedback, complaints, support requests and correspondence.
Other information that you voluntarily provide to us or that we are permitted to collect under applicable law.
Where we combine information that is not personal information with information that identifies or can reasonably identify an individual, we will treat the combined information as personal information where required by applicable law.
3. HOW WE COLLECT PERSONAL INFORMATION
We may collect personal information in a variety of ways, including when you:
Engage Digital Express Technologies to provide products or services.
Request a quotation, proposal or demonstration.
Enter into a contract or service agreement with us.
Create or use an account or customer portal.
Place an order or make a payment.
Request technical support or customer assistance.
Contact our employees or representatives.
Submit an enquiry through our website or other communication channels.
Provide feedback regarding our products or services.
Register for an event, workshop, webinar, training session or seminar.
Subscribe to newsletters or other communications.
Respond to surveys or marketing communications.
Interact with our website, applications or digital platforms.
Apply for employment with Digital Express Technologies.
Engage with us through social media.
Visit our premises, where applicable.
Participate in a project, implementation, installation or technical engagement.
We may also obtain personal information from third-party sources where permitted by law, including business partners, technology vendors, service providers, publicly available sources and other organisations with which we conduct legitimate business activities.
When you interact with our websites or online services, we may automatically collect certain technical and usage information through cookies, server logs and similar technologies.
4. PURPOSES FOR WHICH WE COLLECT AND USE PERSONAL INFORMATION
We will process personal information only where permitted by applicable law and for legitimate and defined purposes.
Depending on the nature of our relationship with you, we may collect and use personal information to:
Provide, deliver, install, configure and support our products and services.
Respond to enquiries, requests and customer support matters.
Prepare quotations, proposals and tenders.
Establish, manage and maintain business relationships.
Process orders, contracts, invoices and payments.
Manage customer accounts and service records.
Communicate with customers, suppliers, partners and other stakeholders.
Deliver technical support and managed services.
Implement and maintain ICT, connectivity, cloud, cybersecurity, infrastructure, collaboration and digital transformation solutions.
Monitor, maintain and improve the performance, security and reliability of our services.
Authenticate users and manage access to systems and services.
Develop and improve our products, services and customer experience.
Personalise our interactions and communications where appropriate.
Conduct administrative, operational and business functions.
Maintain accurate business and financial records.
Manage supplier and partner relationships.
Conduct customer satisfaction and feedback activities.
Send service-related communications and notifications.
Send marketing communications where permitted by law and, where required, with appropriate consent.
Manage events, workshops, training and seminars.
Recruit and assess prospective employees.
Detect, prevent and investigate fraud, security incidents, misuse or other unlawful activities.
Protect the rights, property and security of Digital Express Technologies, our customers, employees, suppliers and other stakeholders.
Comply with legal, regulatory, contractual and statutory obligations.
Process and respond to privacy-related enquiries, requests and complaints.
5. CHANGE OF PURPOSE
We will generally use personal information for the purposes for which it was originally collected or for another purpose that is compatible with the original purpose and permitted by applicable law.
Where we need to process personal information for a materially different or unrelated purpose, we will take appropriate steps to notify you where required by law and, where necessary, obtain the required consent or establish another lawful basis for processing.
There may be circumstances in which Digital Express Technologies is permitted or required to process personal information without obtaining additional consent, including where processing is necessary to comply with legal obligations, protect legitimate interests, perform contractual obligations or otherwise comply with applicable law.
6. SHARING YOUR PERSONAL INFORMATION
We may share personal information with appropriate third parties where necessary to conduct our business, provide our products and services, fulfil contractual obligations or comply with applicable law.
These parties may include:
Employees and authorised representatives of Digital Express Technologies who require access to perform their duties.
Technology vendors and service providers.
Cloud service providers and hosting providers.
Telecommunications and connectivity providers.
Cybersecurity and managed service providers.
Hardware and software vendors.
Business partners and implementation partners.
Professional advisers, auditors and consultants.
Payment processors and financial institutions where necessary.
Contractors and subcontractors involved in delivering services.
Affiliates or associated entities, where applicable.
Government, regulatory or law-enforcement authorities where legally required.
Other parties where you have provided appropriate consent or where disclosure is otherwise permitted by law.
Where we engage third parties to process personal information on our behalf, we will take reasonable steps to ensure that such parties are contractually required to maintain appropriate confidentiality, security and data protection safeguards.
Third parties will only be permitted to process personal information for authorised purposes and in accordance with applicable legal and contractual requirements.
We may also disclose personal information in connection with a merger, acquisition, restructuring, financing, sale of assets or other corporate transaction involving all or part of Digital Express Technologies.
7. TRANSFERS ACROSS BORDERS
Digital Express Technologies may, where necessary, process, transfer or store personal information outside South Africa.
This may occur where we use international technology providers, cloud platforms, software applications, hosting services, cybersecurity providers, communication platforms or other service providers.
Where personal information is transferred across borders, we will take reasonable steps to ensure that the transfer and subsequent processing are conducted in accordance with applicable data protection laws.
Where required by applicable law, we will implement appropriate safeguards, contractual protections, consent requirements or other lawful mechanisms for international transfers.
You may contact our Information Officer for further information regarding applicable cross-border transfers and safeguards.
8. SECURITY OF YOUR PERSONAL INFORMATION
Digital Express Technologies is committed to protecting personal information against unauthorised access, loss, misuse, alteration, destruction or disclosure.
We use a combination of appropriate technical, organisational, administrative and physical safeguards designed to protect personal information.
Depending on the nature of the information and processing activity, these safeguards may include:
Access controls and user authentication.
Password and credential management.
Role-based access to information.
Network and endpoint security measures.
Encryption and secure transmission technologies where appropriate.
Security monitoring and logging.
Backup and recovery measures.
Physical security controls.
Confidentiality obligations for employees and service providers.
Security awareness and training.
Incident management and response procedures.
Supplier and third-party security requirements.
Periodic review of information security controls.
Access to personal information is limited to authorised persons who require the information for legitimate business purposes.
Although we take reasonable measures to protect personal information, no method of electronic transmission, storage or processing can be guaranteed to be completely secure. Accordingly, we cannot guarantee the absolute security of personal information transmitted to us over the internet.
Where a security incident involving personal information occurs, we will respond in accordance with applicable law and our internal incident management procedures.
9. DIRECT MARKETING
Digital Express Technologies may communicate with customers, prospective customers and other business contacts about our products, services, solutions, events and relevant technology developments.
Where required by applicable law, we will obtain appropriate consent before sending direct marketing communications.
You may opt out of receiving marketing communications from us at any time by:
Using the unsubscribe facility contained in an electronic marketing communication;
Contacting our Information Officer; or
Using the contact details provided in the relevant communication.
Opting out of marketing communications will not necessarily prevent us from sending important administrative, contractual, service or security-related communications where such communications are necessary.
Digital Express Technologies will not sell or rent personal information to third parties for their own direct marketing purposes.
10. WHAT ARE YOUR RIGHTS?
Subject to applicable law and any lawful limitations or exemptions, you may have rights relating to your personal information.
These may include the right to:
Request access
You may request access to personal information that Digital Express Technologies holds about you.
Request correction
You may request that inaccurate, incomplete or outdated personal information be corrected or updated.
Request deletion
In circumstances permitted by applicable law, you may request that personal information be deleted or removed where there is no lawful reason for us to continue processing it.
Object to processing
You may object to certain processing activities where permitted by applicable law, including direct marketing.
Request restriction of processing
In certain circumstances, you may request that we restrict or suspend the processing of your personal information.
Withdraw consent
Where we rely on consent as the lawful basis for processing, you may withdraw your consent at any time.
Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.
Request data portability
Where applicable, you may request that certain personal information be provided to you or a nominated third party in a structured, commonly used and machine-readable format.
Lodge a complaint
You may contact Digital Express Technologies regarding concerns about how your personal information is processed.
To protect your information, we may need to verify your identity before processing certain requests.
We will endeavour to respond to legitimate privacy requests within the period required by applicable law. Where additional time is reasonably required due to the complexity or number of requests, we will communicate this to you where required.
We generally do not charge a fee for legitimate requests. However, where permitted by law, we may charge a reasonable fee for requests that are manifestly unfounded, repetitive or excessive.
11. COOKIES AND SIMILAR TECHNOLOGIES
Our websites and digital platforms may use cookies and similar technologies to improve functionality, security, performance and user experience.
These technologies may be used to:
Enable website functionality.
Authenticate users.
Maintain sessions.
Remember preferences and settings.
Understand how visitors use our websites.
Analyse website performance.
Measure website traffic.
Improve our online services.
Compile statistical information.
Support marketing and communication activities where appropriate.
The information collected through these technologies may include technical information such as IP address, browser type, operating system, device information, pages visited, referral source, visit duration and website navigation patterns.
We may also use third-party analytics or technology providers that use cookies or similar technologies to assist us in understanding website usage and improving our services.
You can configure your web browser to accept or reject cookies. Disabling certain cookies may affect the functionality or performance of our websites.
Where required by applicable law, we will provide appropriate cookie notices and obtain consent for cookies or similar technologies that require consent.
12. SOCIAL MEDIA
Digital Express Technologies may operate official pages, accounts or channels on social media and other online platforms to communicate with customers, partners, employees and members of the public.
Information that you post publicly on social media platforms may be accessible to other users and may be processed by the relevant social media platform in accordance with its own privacy policy.
When you interact with us through social media, the social media platform may process your personal information independently of Digital Express Technologies.
We may monitor comments, posts, messages and other interactions on our official social media channels for purposes such as customer engagement, service improvement, reputation management and responding to enquiries.
We are not responsible for personal information that you voluntarily disclose publicly through third-party social media platforms.
We do not endorse or accept responsibility for the privacy practices, content or policies of third-party social media platforms.
13. LINKS TO THIRD-PARTY WEBSITES AND APPLICATIONS
Our websites, communications and digital platforms may contain links to websites, applications or services operated by third parties.
Digital Express Technologies does not control the privacy practices, security or content of third-party websites or applications.
Your use of third-party websites and applications is subject to the relevant third party’s terms, conditions and privacy policies.
We encourage you to review the privacy policies of third-party websites before submitting personal information to them.
14. RETAINING YOUR PERSONAL INFORMATION
Digital Express Technologies will retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, provide services, maintain business records, comply with legal or regulatory requirements, resolve disputes, protect our interests or enforce agreements.
Retention periods will vary depending on the nature and purpose of the information.
When determining appropriate retention periods, we may consider:
Legal, regulatory or contractual requirements.
Tax, accounting and financial record requirements.
The period required to provide products or services.
Customer and supplier relationship requirements.
Potential disputes or legal claims.
Information security requirements.
Business and operational requirements.
Whether the information is required for legitimate business purposes.
Whether the information can lawfully be deleted or anonymised.
Personal information that is no longer required will be securely deleted, destroyed, anonymised or otherwise disposed of in accordance with applicable law and our information retention requirements.
Where personal information is required to be retained by law, it will be retained for the applicable statutory period.
15. CHANGES TO OUR PRIVACY POLICY
Digital Express Technologies may update this Privacy Policy from time to time to reflect changes in our business, technology, services, legal requirements or data protection practices.
Where appropriate, updated versions of this Policy will be published on our website and/or otherwise communicated to relevant stakeholders.
The updated Policy will include an updated version number and/or effective date.
Unless otherwise stated, the latest approved version of this Privacy Policy will supersede previous versions.
16. HOW TO CONTACT US
Digital Express Technologies has appointed an Information Officer or other responsible person to oversee privacy and personal information matters.
If you have questions about this Privacy Policy, wish to exercise your rights, have a privacy concern or wish to lodge a complaint regarding the handling of your personal information, please contact us using the details below.
Digital Express Technologies
Information Officer: Head of Legal and Corporate Governance
Email: legal@dets.co.za
Telephone: 063 736 7466
Physical Address: 41 Toon van der heever, Dan Pienaar, Bloemfontein, 9301
Postal Address: 41 Toon van der heever, Dan Pienaar, Bloemfontein, 9301
Website: www.dets.co.za
Privacy-related requests should preferably be marked “Privacy Request” or “For the Attention of the Information Officer”.
Digital Express Technologies will investigate legitimate privacy complaints and endeavour to resolve them in accordance with applicable law and our internal procedures.
17. VALIDITY AND DOCUMENT MANAGEMENT
Digital Express Technologies will keep this Privacy Policy under regular review.
The Policy Owner is responsible for ensuring that this Policy remains relevant to the organisation’s business operations, information processing activities and applicable privacy requirements.
The Policy will be reviewed at least annually and may also be reviewed when there are significant changes to:
Applicable legislation or regulatory requirements;
Digital Express Technologies’ business operations;
Products or services;
Information processing activities;
Technology platforms or systems;
Security requirements; or
Organisational structure.
The current approved version of this Privacy Policy will be maintained by Digital Express Technologies and made available to relevant stakeholders through appropriate communication channels.
Document Owner: Information Officer / Compliance Officer
Approved By: Managing Director / Chief Executive Officer
Version: 1.0
Effective Date: 24 August 2026
Next Review Date: 23 July 2028
APPROVAL
By approving this Privacy Policy, Digital Express Technologies confirms its commitment to responsible, lawful and secure processing of personal information and to protecting the privacy rights of customers, employees, suppliers, partners and other individuals whose personal information it processes.