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PRIVACY POLICY

Last updated: September 2026

Bios Bois (Pty) Ltd (“Bios Bois”, “we”, “us” or “our”) respects your privacy and is committed to protecting personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African law.

This Privacy Policy explains what personal information we may collect, why we collect it, how we use and protect it, when it may be shared, and the rights available to you.

This Policy applies to visitors to our website, prospective and existing clients, suppliers, service providers and other persons who interact with Bios Bois.

1. RESPONSIBLE PARTY

For purposes of POPIA, the responsible party is:

Bios Bois (Pty) Ltd

Registration Number: 2023/790197/07

Physical Address: Velddrif, South Africa

Email: helpme(at)biosbois.co.za

Telephone: 0763165207

Website: https://biosbois.co.za

2. PERSONAL INFORMATION WE MAY COLLECT

The information we collect depends on how you interact with us and which services you use.

We may collect information including:

  • your name and surname;

  • business or organisation name;

  • email address;

  • telephone or mobile number;

  • billing and physical address;

  • company registration, VAT or other business information where required;

  • information submitted through website enquiry or contact forms;

  • correspondence and communications between you and Bios Bois;

  • quotation, invoice, payment and transaction information;

  • information necessary to provide hosting, domain, email, website or other services;

  • domain registration and administrative information;

  • website, server and technical information;

  • IP addresses, browser, device and usage information;

  • information supplied for website development, content creation, eCommerce, social media or other contracted services;

  • account usernames or access credentials where these are required to perform a contracted service; and

  • any other information that you voluntarily provide to us.

We aim to collect only information that is reasonably necessary for the purpose for which it is required.

We do not intentionally request special personal information unless it is reasonably necessary and lawful for us to process it.

3. HOW WE COLLECT INFORMATION

We may collect personal information:

  • directly from you when you contact us;

  • when you request a quotation or purchase a service;

  • when you complete a form on our website;

  • through email, telephone, messaging or other communications;

  • when you make a payment or enter into a business relationship with us;

  • when you provide information necessary for us to perform contracted services;

  • automatically through our website, server logs, cookies and similar technologies;

  • from publicly available sources where reasonably necessary for a legitimate business purpose;

  • from registrars, hosting providers, software providers and other service providers involved in delivering services to you; or

  • from another person or organisation where they are lawfully authorised to provide the information to us.

Where POPIA requires us to notify you about information obtained from another source, we will do so as required by law.

4. WHY WE PROCESS PERSONAL INFORMATION

We may process personal information where reasonably necessary to:

  • respond to enquiries and communicate with you;

  • prepare quotations and proposals;

  • process orders and provide requested services;

  • create, develop, host, maintain or manage websites;

  • provide email and hosting services;

  • register, renew, transfer or manage domain names;

  • provide graphic design, desktop publishing, content creation, social media and related services;

  • manage Client accounts;

  • issue invoices and process or reconcile payments;

  • provide customer support;

  • communicate about service renewals, expiry dates, maintenance, security or account matters;

  • investigate technical, security, spam or abuse issues;

  • maintain and improve our website and services;

  • maintain business and accounting records;

  • protect our rights, systems, clients and infrastructure;

  • prevent fraud, abuse and unlawful activity;

  • comply with contractual, regulatory, tax, accounting and other legal obligations;

  • establish, exercise or defend legal rights; and

  • perform other legitimate business activities compatible with the purpose for which the information was collected.

Depending on the circumstances, processing may be necessary to perform a contract, comply with a legal obligation, protect a legitimate interest, pursue our legitimate business interests, or may take place with your consent where consent is required.

5. INFORMATION REQUIRED TO PROVIDE SERVICES

Some personal or business information is necessary for us to provide particular services.

For example, we may require contact and billing details to create an account or invoice, domain-holder information to register a domain, or website and account access information to perform technical work.

Where required information is not provided, we may be unable to provide or complete the relevant service.

6. CLIENT INFORMATION WE PROCESS WHILE PROVIDING SERVICES

In providing website hosting, development, maintenance, eCommerce, email, content-management or other services, Bios Bois may have access to information belonging to or controlled by a Client.

This could include information submitted through a Client's website, customer information, website accounts, order information, comments, email-related information or other data stored within systems that we are required to access.

Where Bios Bois processes personal information on behalf of a Client solely for the purpose of providing contracted services, the Client generally remains responsible for determining the purpose and lawful basis for collecting and using that information.

Clients are responsible for ensuring that information collected through their own websites and business activities is collected and processed lawfully and that appropriate privacy notices and consents are provided where required.

Bios Bois will use information accessed on behalf of a Client only as reasonably necessary to provide the contracted service, comply with law, maintain security or otherwise act on lawful instructions.

7. HOSTING, EMAIL AND SERVER INFORMATION

Where you use hosting or email services supplied through Bios Bois, technical information may be automatically generated or recorded.

This may include:

  • IP addresses;

  • access and error logs;

  • email delivery and routing information;

  • failed or deferred email information;

  • storage and bandwidth usage;

  • login and authentication information;

  • security events;

  • malware or abuse information; and

  • other technical information necessary to operate, secure and troubleshoot the service.

This information may be processed to provide the service, maintain security, diagnose technical problems, prevent spam and abuse, protect server reputation and comply with legal or infrastructure-provider requirements.

8. DOMAIN REGISTRATION

Domain registration and management may require certain information to be supplied to domain registrars, registries or other domain-service providers.

The information required and the manner in which it is processed may depend on the applicable domain extension, registrar and registry rules.

By requesting domain registration, transfer or renewal through Bios Bois, you acknowledge that information reasonably required to provide the domain service may be supplied to the relevant registrar, registry or service provider.

9. PAYMENT INFORMATION

We may process information relating to invoices, payments and transactions for accounting, administration and legal purposes.

Where payments are processed through a bank, payment gateway or other payment provider, that provider may process payment information according to its own privacy and security practices.

Bios Bois does not necessarily receive or store complete card or banking credentials processed directly by a third-party payment provider.

10. COOKIES AND WEBSITE TECHNOLOGIES

Our website may use cookies and similar technologies.

Cookies are small pieces of information stored on your device or browser and may be used to:

  • enable essential website functionality;

  • remember preferences;

  • maintain website security;

  • understand how visitors use our website;

  • measure website performance; and

  • support analytics or other functionality.

Some cookies may be necessary for the website to function correctly. Other cookies, where used, may be controlled through a cookie consent mechanism where required.

You can also control or delete cookies through your browser settings, although disabling certain cookies may affect website functionality.

More information may be provided in our Cookie Policy or cookie notice where applicable.

11. WEBSITE ANALYTICS

We may use website analytics or similar services to understand how visitors use our website.

These services may collect information such as IP address, approximate location, device type, browser, pages visited, referring website and interaction information.

We use this information to understand website performance, improve usability and evaluate our online services.

Where third-party analytics providers are used, information may be processed according to their applicable privacy terms.

12. WHO WE MAY SHARE INFORMATION WITH

We do not sell personal information.

We may disclose or provide access to personal information where reasonably necessary to:

  • hosting and infrastructure providers;

  • domain registrars and registries;

  • email and communication providers;

  • payment processors, banks and financial institutions;

  • accounting, legal and professional advisers;

  • software and cloud-service providers;

  • stock imagery or creative-content providers where required for licensing;

  • contractors or service providers assisting us in delivering services;

  • security, fraud-prevention or technical service providers;

  • government authorities, regulators, courts or law-enforcement bodies where disclosure is lawfully required; and

  • other third parties where you have authorised us to do so or where disclosure is otherwise permitted by law.

We endeavour to disclose only information reasonably necessary for the relevant purpose.

13. THIRD-PARTY SERVICES

Our website and services may use or link to third-party websites, software, platforms and service providers.

Those third parties may process personal information according to their own privacy policies and terms.

Bios Bois does not control the privacy practices of independent third parties and encourages you to review their privacy information where appropriate.

14. CROSS-BORDER PROCESSING

Some of the service providers, software platforms, cloud services or infrastructure used by Bios Bois may operate or store information outside South Africa.

Where personal information is transferred outside South Africa, Bios Bois will take reasonable steps to ensure that the transfer is permitted under POPIA and that an appropriate basis or level of protection applies as required by law.

By using internet-based and cloud services, information may therefore be processed in jurisdictions other than South Africa where legally permitted.

15. INFORMATION SECURITY

Bios Bois takes reasonable technical and organisational measures appropriate to the nature of the information we process to protect personal information against loss, damage, unauthorised access, interference, alteration, disclosure or destruction.

Measures may include, where appropriate:

  • access controls;

  • passwords and authentication;

  • SSL encryption;

  • server and hosting security measures;

  • backups;

  • malware and abuse controls;

  • software security measures; and

  • limiting access to information to persons who reasonably require it.

No internet transmission, website, email system, server or electronic storage system can be guaranteed to be completely secure. We therefore cannot guarantee absolute security.

If we become aware of a security compromise involving personal information, we will take the steps required by applicable law.

16. RETENTION OF PERSONAL INFORMATION

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to provide services, maintain legitimate business records, resolve disputes, enforce agreements or comply with legal, accounting, tax or regulatory requirements.

Different categories of information may therefore be retained for different periods.

When information is no longer required and we are not legally permitted or required to retain it, we will take reasonable steps to delete, destroy, de-identify or otherwise dispose of it securely.

Information may remain temporarily within backups until those backups are overwritten or expire in accordance with applicable retention cycles.

17. DIRECT MARKETING

Where permitted by law, Bios Bois may communicate with existing or prospective clients regarding our services.

Electronic direct marketing will be conducted in accordance with applicable law.

Where consent is required, we will seek the necessary consent before sending marketing communications.

Marketing communications will provide an appropriate means to opt out or unsubscribe where required.

Requests to unsubscribe from marketing do not prevent us from sending necessary service-related communications, such as invoices, security notices, domain-renewal notices or information concerning an active service.

18. YOUR RIGHTS

Subject to POPIA and other applicable law, you may have the right to:

  • ask whether Bios Bois holds personal information about you;

  • request access to personal information held about you;

  • request correction or updating of inaccurate information;

  • request deletion or destruction of information where legally appropriate;

  • object to certain processing of your personal information;

  • withdraw consent where processing is based upon consent, subject to applicable legal limitations;

  • object to direct marketing; and

  • lodge a complaint concerning the processing of your personal information.

We may require reasonable proof of identity before providing access to or making changes to personal information.

Certain information may need to be retained despite a deletion request where retention is required or permitted by law, necessary for contractual or legal purposes, or otherwise authorised under POPIA.

19. REQUESTING ACCESS, CORRECTION OR DELETION

Requests relating to personal information, including requests for access, correction or deletion, may be submitted to Bios Bois using the contact details provided in this Privacy Policy.

We may require reasonable proof of identity before processing a request and will deal with requests in accordance with applicable law.

Access to certain records may also be governed by the Promotion of Access to Information Act (PAIA).

20. COMPLAINTS

If you have a concern about how Bios Bois processes your personal information, please contact our Information Officer first so that we have an opportunity to investigate and address the matter.

You also have the right to lodge a complaint with the Information Regulator (South Africa).

Information Regulator (South Africa)

Website: https://inforegulator.org.za/

Telephone: 010 023 5200

Email: enquiries@inforegulator.org.za

Postal Address: P.O. Box 31533, Braamfontein, Johannesburg, 2017

21. CHILDREN'S INFORMATION

Bios Bois's website and services are primarily intended for businesses and adults and are not directed at children.

We do not intentionally collect personal information from children through our website unless there is an appropriate lawful basis and, where required, authorisation from a competent person.

A Client using Bios Bois services remains responsible for ensuring that any children's information collected through the Client's own website or business is processed lawfully.

22. LINKS TO OTHER WEBSITES

Our website may contain links to websites operated by third parties.

Bios Bois is not responsible for the privacy practices, security or content of independent third-party websites. You should review the applicable privacy policy before providing personal information to another website.

23. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our business, services, technology, service providers or legal requirements.

The current version will be published on our website together with the date on which it was last updated.

Material changes may be communicated through our website or another appropriate method where reasonably necessary or legally required.

24. CONTACT US

For questions about this Privacy Policy or the way Bios Bois processes personal information, please contact:

Bios Bois (Pty) Ltd

Email: helpme(at)biosbois.co.za

Telephone: 0763165207

Website: https://biosbois.co.za