POPI - Protection of Personal Information

POPIA AND PAIA MANUAL

Ramkat Web Hosting and Domains | Brainwave Projects 1123 T/A Besstel

1. Definitions
2. Introduction
3. Company Details and Information Officer
4. Records Held as per Legislation
5. Protection of Personal Information
6. Rights of Data Subjects
7. Information Security Measures
8. Cookie Policy
9. Request for Access to Information
10. Objection to the Processing of Personal Information
11. Request for Correction or Deletion of Personal Information
12. Fees
13. Review and Updates

1. Definitions

The following definitions apply for the purposes of this Manual, as contemplated in the Protection of Personal Information Act, 4 of 2013 (POPIA) and the Promotion of Access to Information Act, 2 of 2000 (PAIA):

Consent means any voluntary, specific and informed expression of will in terms of which permission is given for the processing of personal information.
Data Subject means the natural or juristic person to whom personal information relates.
Information Officer means the person designated in terms of Section 55 of POPIA and Section 51 of PAIA.
Information Regulator means the Information Regulator established in terms of Section 39 of POPIA.
Operator means a person who processes personal information for a responsible party in terms of a contract or mandate.
Personal Information means information relating to an identifiable, living natural person or existing juristic person as defined in POPIA.
Processing means any operation or activity concerning personal information, whether automated or manual.
Record means any recorded information in the possession or under the control of the Company.
Responsible Party means the body that determines the purpose and means of processing personal information.

2. Introduction

This Manual is published in accordance with Section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA), and Section 14 of the Protection of Personal Information Act, 4 of 2013 (POPIA).

It describes the records held by Ramkat Web Hosting and Domains | Brainwave Projects 1123 T/A Besstel and sets out the procedures for accessing information and exercising data subject rights.

This document also serves as the Company’s consolidated POPIA compliance manual and explains how personal information is collected, processed, stored, retained, protected, and disposed of in accordance with the eight conditions for lawful processing.

3. Company Details and Information Officer

Company Name:
Ramkat Web Hosting and Domains | Brainwave Projects 1123 T/A Besstel

Nature of Business:
Web Hosting, Domain Registration, Graphic Design, Web Design, and Web Development Services

Managing Director & Information Officer:
Henko Janse van Rensburg

Email:
support@ramkat.info

Physical Address:
George, South Africa

Website:
https://ramkat.info

4. Records Held as per Legislation

Records are retained in accordance with applicable South African legislation, including but not limited to:

Basic Conditions of Employment Act, No. 75 of 1997
Companies Act, No. 71 of 2008
Compensation for Occupational Injuries and Diseases Act, No. 130 of 1993
Constitution of the Republic of South Africa, 1996
Copyright Act, No. 98 of 1978
Electronic Communications Act, No. 36 of 2005
Employment Equity Act, No. 55 of 1998
Income Tax Act, No. 95 of 1967
Labour Relations Act, No. 66 of 1995
Occupational Health and Safety Act, No. 85 of 1993
Value Added Tax Act, No. 89 of 1991
Financial Intelligence Centre Act, No. 38 of 2001

5. Protection of Personal Information

The Company processes personal information lawfully, fairly, and transparently, and takes reasonable steps to ensure data accuracy, integrity, and security.

5.1 Categories of Personal Information Collected

Identification information (name, surname, company name)
Contact details (email, telephone number, address)
Client account credentials (WHMCS accounts)
Billing and transaction records
Technical data (IP addresses, server logs)
Support communications and correspondence

5.2 Purpose and Legal Basis for Processing

Provision and administration of services
Client communication and support
Billing and financial compliance
Legal and regulatory compliance
Security, fraud prevention, and system integrity

Processing is based on consent, contractual necessity, legal obligation, or legitimate business interests.

5.3 Retention of Personal Information

Client records: duration of relationship + 5 years
Financial records: 7 years
Support records: up to 12 months
System backups: up to 30 days

5.4 Third-Party Operators

Third-party service providers are contractually required to implement POPIA-compliant security and confidentiality measures.

5.5 Cross-Border Transfers

Where personal information is processed outside South Africa, adequate safeguards or POPIA-equivalent protections are applied.

6. Rights of Data Subjects

Right to be informed
Right of access
Right to correction or deletion
Right to object to processing
Right to object to direct marketing
Right to lodge complaints with the Information Regulator
Right to institute civil proceedings

7. Information Security Measures

Secure authentication and access control
Encryption where applicable
System monitoring and logging
Regular updates and patching
Secure backups

7.1 Data Breach Management and Notification

In the event of a data breach, the Company will investigate, contain, notify the Information Regulator, notify affected data subjects where required, and implement corrective actions.

8. Cookie Policy

The website uses essential cookies for functionality and analytics cookies (such as Google Analytics) for usage measurement. Analytics data is collected in an aggregated and de-identified manner.

9. Request for Access to Information

Data subjects may request access to personal information by completing the prescribed PAIA form and providing proof of identity. Requests are processed within 30 days.

10. Objection to the Processing of Personal Information

Data subjects may object to processing by submitting a request via a WHMCS support ticket, subject to legal retention obligations.

11. Request for Correction or Deletion of Personal Information

Requests for correction or deletion may be submitted via the WHMCS client portal or support ticket system.

12. Fees

PAIA fees apply as prescribed by regulation and may be amended from time to time. Records may be withheld until applicable fees are paid.

13. Review and Updates

This Manual is reviewed periodically and updated to reflect changes in legislation or business operations. The latest version is available upon request or on the Company website.