Privacy Notice
How PIACSystems (Pty) Ltd (registration number 2017/121483/07) collects, uses and protects personal information of clients, suppliers, contractors and users of its website (piacsystems.com) and Client Portal (piacsystems.net), as required by the Protection of Personal Information Act 4 of 2013 (POPIA), section 18. Employees: see the Employee Information and Privacy Notice (PIAC-HR-03).
PIAC-LEG-05 Privacy Notice, Rev 2 · Issued 8 October 2026
1. Who We Are
PIACSystems (Pty) Ltd (registration number 2017/121483/07) is the responsible party. Information Officer: the CEO, office@piacsystems.com, 072 600 6827.
2. What We Collect
- Clients, suppliers and contractors: contact details of contacts; site, plant and system information needed for the work; remote access session logs; invoices and payment details.
- Enquiries by email or phone: your name, company, contact details and what you tell us about your plant or request.
- Portal access requests and accounts: name, company, email, phone number and the reason for the request; username, the sections you may use, your password (stored only in scrambled form, never readable) and failed login attempts.
- Security records: the internet (IP) address of a visitor sending requests, kept briefly to stop abuse, and the web hosting provider's standard server logs.
- We do not need special personal information about clients or suppliers and avoid collecting it.
- Giving us information is voluntary, but without it we cannot reply to you, deliver the work or give Portal access.
3. Why We Use It
To quote, deliver and support our services, keep sites and systems safe and secure, manage Portal access, invoice and pay, meet legal duties (tax, safety, records) and answer enquiries. We do not sell personal information or use it for unrelated marketing.
4. Cookies and Browser Storage
The website uses no tracking, advertising or analytics cookies. The Portal sets one session cookie when you log in, which is needed to keep you logged in and is removed when you log out or close the browser. Your light / dark theme choice is saved only in your own browser.
5. Who Receives It
- Our employees and contractors who need it for the work (bound by confidentiality), our accountant, banks and authorities where the law requires it.
- Our web hosting provider (both domains), and cloud services we use to store documents and email (Microsoft 365), which may store data outside South Africa; we use providers with protection comparable to POPIA (s72).
6. How Long We Keep It
- As long as needed for the purpose and the law, then destroyed: accounting records 7 years, client project records 10 years (our records retention schedule).
- Enquiries and Portal access requests with no work or account following: 12 months. Portal accounts: deleted within 3 months after access ends. Security records: up to 12 months.
7. How We Protect It
Access-controlled systems, encrypted connections (HTTPS) and laptops, multi-factor authentication, scrambled passwords and a lock after repeated failed logins, and the remote access controls in our procedures.
8. Your Rights
You may ask what we hold about you, ask us to correct or delete it, object to processing, or withdraw consent you gave. Requests to the Information Officer; see also our PAIA Manual. If you are not satisfied, you may complain to the Information Regulator (inforegulator.org.za).