Silver Ivy Media (Pty) Ltd provides website design, website development, managed hosting, maintenance, website updates, support, ecommerce setup and related digital services for South African businesses.

This Privacy Policy / POPIA Notice explains how we collect, use, store, protect and share personal information when you contact us, complete a form, request a quote, become a client, use our website, or receive services from us.

Depending on how you interact with Silver Ivy Media, we may collect names, business names, job titles, contact details, email addresses, phone or WhatsApp numbers, billing details, payment status, website URLs, domain information, support messages, project notes, uploaded files, business content, website requirements, form submissions, analytics data, device/browser information, IP addresses and communication records.

We may also receive logos, images, brochures, menus, product lists, service descriptions, testimonials, brand materials and other content that you choose to send to us for your website project.

We process personal information to respond to enquiries, prepare quotes, onboard clients, plan website projects, provide website and hosting services, manage billing and subscriptions, provide support, secure websites, maintain records, comply with laws, improve our services and communicate important service information.

We do not sell personal information. We use information for the purpose for which it was provided, related business purposes, legal compliance, security, service delivery and client communication.

We process information where it is needed to take steps before entering into a contract, perform a contract, comply with legal obligations, protect legitimate business interests, protect website and account security, respond to client requests, or where consent is required.

Service-related communication is different from marketing. We may send messages about quotes, invoices, project updates, hosting, support, security, renewals, outages, account matters and important service information. Promotional marketing will only be sent where allowed by law, and marketing messages should include an opt-out where applicable.

When you complete a contact form, quote request, website wizard or onboarding form, we use that information to understand your business, respond to your request, prepare a quote, plan your website and manage your project if you choose to work with us.

Please do not submit passwords, OTPs, banking login details, full card details, private access credentials or other sensitive access information through ordinary forms, WhatsApp or normal email. If we need access details for a project, we will guide you on an appropriate method.

By submitting a form, you should confirm that the information is accurate to the best of your knowledge and that you are authorised to submit it on behalf of the business or organisation named in the form.

You may send us logos, artwork, product photos, service photos, brochures, menus, price lists, testimonials, website copy, product spreadsheets and other project materials. We use those materials to prepare, design, build, update and support your website according to the agreed service.

Silver Ivy Media stores its own client and project records securely and in accordance with POPIA-aware practices. This does not mean Silver Ivy Media is currently offering a public client-facing secure vault service.

We may share relevant information with hosting providers, domain registrars, payment processors, email providers, website platforms, security tools, analytics tools, professional advisers, contractors, support providers, regulators, authorities or other service providers where necessary for the service, legal compliance, security, billing, support or legitimate business operations.

We aim to share only what is reasonably necessary for the relevant purpose. Third-party providers may have their own privacy, security and processing terms.

Where Silver Ivy Media hosts, builds or maintains a client website that collects enquiries, orders, bookings, account details or customer information, the client is usually responsible for its own customer data and website privacy disclosures.

Silver Ivy Media may act as an operator/service provider for hosting, technical support, maintenance or website administration. The client must ensure that its own website has accurate privacy, returns, ecommerce, refund, warranty, industry and regulatory policies where applicable.

We use reasonable technical and organisational measures to protect personal information, including access controls, SSL setup where applicable, careful password practices, security monitoring, restricted access and internal record controls.

No website, email account, hosting system, cloud storage platform or payment provider can guarantee complete security. Clients must also protect their own passwords, devices, accounts, payment profiles, third-party tools and staff access.

We keep personal information only as long as reasonably needed for the purpose collected, service delivery, legal obligations, accounting records, client history, support records, disputes, backups, security records and legitimate business needs.

Old support records, backups and project files may be retained for reasonable operational and legal periods. Where appropriate and practical, information may later be deleted, archived, restricted or anonymised.

Some service providers, software tools, hosting platforms, email systems, payment tools, analytics tools or cloud services may process or store information outside South Africa.

Where this happens, we take reasonable steps to use providers with appropriate privacy and security safeguards for the type of service being provided.

Our website and client websites may use cookies or similar technologies for functionality, security, analytics, performance, troubleshooting or marketing where applicable.

If tracking tools, analytics platforms, advertising pixels or cookie-based marketing tools are used, additional cookie notices or consent tools may be added where appropriate for the type of tracking deployed.

Where applicable, data subjects may request access to their personal information, correction of inaccurate information, deletion or destruction of information, objection to processing, withdrawal of consent where processing is based on consent, and complaint escalation to the Information Regulator.

Some requests may be limited by law, contract, accounting duties, dispute records, security needs, backups or legitimate business reasons. We will review requests fairly and respond through the appropriate process.

If Silver Ivy Media becomes aware of a security compromise involving personal information under our control, we will investigate, take appropriate action and keep a record of the incident.

Where POPIA requires notification, we will notify the Information Regulator and affected data subjects or responsible parties as required by law.

POPIA deals mainly with the protection of personal information. PAIA deals with formal access-to-records requests. A PAIA request is not a general enquiry and does not give anyone automatic access to confidential client records or third-party personal information.

Formal access-to-records requests should follow the PAIA process and the Silver Ivy Media PAIA Manual. The PAIA Manual explains the categories of records we hold and the process for requesting access where legally permitted.

Privacy requests may be sent to [email protected].

Please include your name, business name where applicable, contact details, the nature of your request and enough information for us to identify the relevant record or project. We may need to verify your identity or authority before responding to certain requests.

Information Officer: To be confirmed by Silver Ivy Media before publishing. Physical / administrative address: To be inserted before publishing, with appointment-only wording where appropriate.