Privacy Policy

1. Introduction

Novicus Systems respects the privacy of its clients, prospective clients, website visitors, suppliers, service providers and other individuals whose personal information we process. This Privacy Policy explains how Novicus Systems collects, uses, stores, protects and shares personal information when you use our website, contact us, submit an enquiry, upload information or files, request services, or otherwise interact with us. This Privacy Policy should be read together with our Terms & Conditions, Cookie Policy and POPIA Compliance Notice. For purposes of this Privacy Policy: Trading Name: Novicus Systems Legal Entity: Novicus Systems Registration Number: 2000/033314/23 Physical Address: 131 Gamka Avenue Sinoville Pretoria, Gauteng South Africa, 0182 Telephone: +27 12 543 2286 Email: [email protected] Website: https://www.novicus.com/

2. Applicable Law

Novicus Systems processes personal information in accordance with applicable South African law, including the Protection of Personal Information Act 4 of 2013 ("POPIA"). Where applicable, we also comply with the Promotion of Access to Information Act 2 of 2000 ("PAIA") and other legislation relevant to our business activities.

3. Information We May Collect

Depending on how you interact with Novicus Systems, we may collect information including:

• 3.1 Identification and contact information Your name, surname, company name, telephone number, email address, physical address and other contact details.
• 3.2 Business information

Information about your company, organisation, industry, employees, offices, systems, infrastructure and technology requirements.

• 3.3 Enquiry information Information submitted through our website contact forms, telephone conversations, email correspondence or other communications.
• 3.4 Uploaded files and images If our website form allows attachments, we may receive photographs, screenshots, diagrams, documents or other files uploaded by you. You should not upload confidential information that is not reasonably required for us to deal with your enquiry.
• 3.5 Lead management information When an enquiry is submitted, Novicus Systems may create and retain a lead record containing information such as:
• Name
• Company
• Email address
• Telephone number
• Requested service
• Enquiry message
• Submitted attachments
• Lead status
• Internal staff notes
• Date and time of submission
• Privacy consent record Internal notes are used to manage enquiries, communication and follow-up.
• 3.6 Website and technical information Our website or security systems may automatically collect information such as:
• IP address
• Browser type
• Device information
• Operating system
• Date and time of visit
• Pages visited
• Referring website or URL
• Source page
• UTM source
• UTM medium
• UTM campaign
• UTM term
• UTM content
• Website activity and security information This information may assist us with website security, troubleshooting, marketing attribution, website performance and understanding where enquiries originate.
• 3.7 Client and account information Where you become a client, we may process information relating to quotations, agreements, services, technical support, invoices, payments, accounts, infrastructure, licences and support records.
• 3.8 Communications We may retain emails, support tickets, correspondence and other communications between you and Novicus Systems.

4. How We Collect Information

We may collect personal information:

• Directly from you
• Through website forms
• Through email
• By telephone
• Through support requests
• During meetings
• Through quotation or onboarding processes
• Through cookies and website technologies
• From your employer or organisation
• From authorised representatives
• From publicly available business sources
• From service providers where lawful and appropriate

5. Purposes For Which We Use Personal Information

Novicus Systems may process personal information to:

• Respond to enquiries
• Provide quotations
• Contact prospective clients
• Provide ICT products and services
• Provide technical support
• Manage client relationships
• Manage leads and follow-ups
• Provide cloud, hosting, connectivity, VoIP and IT services
• Deliver hardware and software
• Administer licences and subscriptions
• Maintain service and support records
• Process invoices and payments
• Manage contracts
• Communicate service notices
• Improve our website and services
• Understand marketing and enquiry sources
• Prevent spam, fraud and abuse
• Maintain website and system security
• Comply with legal and regulatory requirements
• Exercise or defend legal rights
• Maintain appropriate business records

6. Contact Form Information

When you submit an enquiry using the Novicus Systems website, the information you submit may be stored within our website's lead management system. The lead record may include your contact information, enquiry, requested service, uploaded images or files, source page, referring URL, marketing campaign information and technical data.

Authorised Novicus Systems personnel may add internal notes and update the status of the lead for legitimate business follow-up purposes. Submitting a website form does not create a binding service agreement between you and Novicus Systems.

7. Image And File Attachments

Our contact forms may permit users to upload images. Uploaded files may be stored on our website server or associated storage environment and linked to the relevant enquiry record. Files may also be attached to internal notification emails where configured. Users must not intentionally upload:

• Malware
• Viruses
• Illegal content
• Copyright-infringing content
• Highly sensitive information that is not necessary for the enquiry
• Material belonging to another person without appropriate authority

8. Privacy Consent

Where our website requires you to select a Privacy Policy consent checkbox, the date and time of that consent may be recorded. Consent to our Privacy Policy allows us to process information reasonably required to respond to and manage your enquiry. Where processing is permitted on another lawful basis, Novicus Systems may process information without relying solely on consent.

9. Cookies

The Novicus Systems website may use cookies and similar technologies. These may include essential cookies, security cookies, functionality cookies, analytics cookies and, where implemented, marketing or advertising cookies. Please refer to our Cookie Policy for further information.

10. Sharing Of Personal Information

Novicus Systems does not sell personal information. Where reasonably necessary, information may be provided to:

• Employees and authorised personnel
• IT and technical service providers
• Website and hosting providers
• Cloud service providers
• Email service providers
• Telecommunications providers
• Software vendors
• Payment providers
• Professional advisers
• Auditors
• Accountants
• Legal advisers
• Security providers
• Government authorities
• Regulators
• Law enforcement agencies where lawfully required Only information reasonably required for the relevant purpose should be shared.

11. Third-Party Service Providers

Novicus Systems uses third-party technologies and service providers in delivering its services. These may include providers of:

• Website hosting
• Server infrastructure
• Cloud platforms
• Microsoft services
• Email platforms
• Backups
• Cybersecurity
• Connectivity
• Telecommunications
• Payment processing
• Analytics
• Software licensing
• Remote support
• Business applications Third-party providers may process information according to their own privacy policies and contractual obligations.

12. International Data Processing

Certain cloud, software, email, security, backup or technology providers may process or store information outside South Africa. Where personal information is transferred internationally, Novicus Systems will take reasonable steps to ensure that the transfer is permitted under applicable law and that appropriate safeguards apply where required.

13. Security

Novicus Systems takes reasonable technical and organisational steps to protect personal information against:

• Loss
• Unauthorised access
• Unauthorised disclosure
• Alteration
• Destruction
• Misuse Security measures may include access controls, authentication, backups, firewalls, security software, monitoring and other technical safeguards. No internet-based system can be guaranteed to be completely secure.

14. Data Retention

Personal information will be retained only for as long as reasonably necessary for:

• The purpose for which it was collected
• Providing services
• Managing client relationships
• Business administration
• Legal obligations
• Accounting requirements
• Security
• Dispute resolution
• Contract enforcement Information that is no longer reasonably required may be deleted, anonymised or securely archived where appropriate.

15. Your Rights

Subject to applicable law, you may request:

• Confirmation of whether we hold your personal information
• Access to personal information we hold about you
• Correction of inaccurate or outdated information
• Deletion or destruction where legally permitted
• Objection to certain processing
• Restriction of certain processing where appropriate We may require reasonable proof of identity before processing a request.

16. Direct Marketing

Where Novicus Systems conducts direct electronic marketing, we will do so subject to applicable law. You may request that we stop sending marketing communications at any time. Service notices, account notifications and essential client communications are not necessarily marketing communications.

17. Children

The Novicus Systems website and ICT services are primarily directed at businesses and adults. We do not knowingly seek to collect children's personal information through our general website contact forms unless there is a lawful and appropriate reason to do so.

18. Information Officer

Information Officer: Wayne Rolfe Email: [email protected] Telephone: +27 12 543 2286 Physical Address: 131 Gamka Avenue Sinoville

Pretoria, Gauteng South Africa, 0182

19. Complaints

If you have a privacy concern, please contact Novicus Systems first so that we may attempt to address the matter. You may also lodge a complaint with the Information Regulator of South Africa. Information Regulator Woodmead North Office Park 54 Maxwell Drive Woodmead Johannesburg Telephone: 010 023 5200 Email: [email protected]

20. Changes To This Privacy Policy

Novicus Systems may amend this Privacy Policy when our services, website functionality, technologies or legal requirements change. The latest version published on our website will apply from the date shown at the top of the policy.

21. Contact