Legal

Privacy Policy

Somnizest Investments (Pty) Ltd t/a StorageZone (StorageZone, we, us or our) is responsible for personal information processed in operating our storage business. This policy applies to customers, business representatives, authorised users, visitors and website users. It explains our practices and commitments under the Protection of Personal Information Act 4 of 2013 (POPIA). It applies prospectively and does not retrospectively change contracts, permissions or accrued rights.

1 Information We May Collect

We collect information relevant and reasonably necessary for a stated purpose. Depending on your interaction with us, this includes identity and contact details; business and representative details; rental, booking, billing and payment records; authorised-user and emergency-contact details; vehicle registrations; correspondence; Unit condition photographs; access records; CCTV footage; and website technical information. Requested biometric enrolment is addressed separately below.

Before collection, we will identify required and optional information and explain the consequences of not providing it. Necessary identification, contact or payment information may be required to conclude or administer a rental. We will not require optional marketing or biometric consent as a condition of ordinary staffed-hours storage access.

2 How We Collect Personal Information

We collect information through enquiries, applications, our website, communications, payments, visits and security systems. Where information comes from someone else, we will identify its source in the relevant notice and provide the required information before collection or as soon afterwards as reasonably practicable, unless a lawful exception applies.

Please inform authorised users and emergency contacts before providing their details and direct them to this policy. This does not transfer our notification responsibilities to you. Children's information will only be processed with an applicable legal authorisation, including consent from a competent person where required.

3 Why We Process Your Information

We process information to answer enquiries, administer rentals and units, verify customers, manage authorised access, process payments and refunds, protect people and property, investigate incidents, resolve complaints, recover debts and meet legal obligations. Website improvement and marketing are subject to the safeguards below.

Depending on the activity, processing relies on contractual necessity, a legal obligation, legitimate interests recognised by POPIA, or specific consent. We will explain the applicable basis when needed. Where an objection satisfies section 11(3) of POPIA, we will stop the processing to which it applies, as required by section 11(4). We will not use information for an incompatible new purpose without a lawful basis and any required notice or consent.

Where cancellation is requested because of hospitalisation, we will request only information reasonably necessary to confirm hospitalisation and its effect on the booking. Detailed diagnoses and treatment records are not ordinarily required. Before collecting health information, we will explain the processing and establish an applicable authorisation under POPIA, including any consent required from the person concerned. Access and retention will be limited to the cancellation assessment and any legally justified recordkeeping or dispute.

4 Biometric Information

Biometric access outside staffed hours is optional and may be requested. Before enrolment, we will provide a separate notice identifying the technology and information collected, whether images or templates are retained, the provider, storage locations, authorised recipients, security arrangements, retention criteria and withdrawal process. We will not enrol you until these arrangements are established and your voluntary, specific and informed consent is separately recorded.

Biometrics will be used only for the disclosed access-control and related security purposes, not unrelated identification, profiling or marketing. You may decline or withdraw consent. This may prevent biometric after-hours access, but ordinary staffed access remains available during the hours in your Rental Schedule, including its disclosed public-holiday arrangements and lawful access provisions. Standard staffed hours are 08:00 to 17:00, Monday to Friday. Contact us for reasonable assistance if the system fails; alternative after-hours access is not guaranteed. A system failure affecting agreed after-hours access remains subject to the applicable service remedies in clause 13 of the Rental Agreement and the Refund Cancellation and Returns Policy.

5 CCTV and Security Monitoring

CCTV and access records are used for proportionate security, access management and incident investigation. Recording may operate continuously; this does not promise continuous live monitoring. Notices will identify monitored areas and direct people to further information. Camera positioning, access and retention will be limited to justified security needs. Audio recording or automated facial recognition is not authorised by this policy and requires a separate assessment, notice and lawful authorisation before introduction.

6 Payments and Banking Information

We use payment information to administer agreed charges, mandates and refunds. Before payment information is collected, the payment process will identify the provider and explain what information StorageZone receives and retains. We will limit access and retention to what is necessary and lawful. Please do not send full card details or card security codes by ordinary email or WhatsApp. Use the designated payment channel. A payment provider's own responsibilities do not exclude ours.

7 Sharing Personal Information

We do not sell personal information. Necessary information may be shared with payment, IT, communications and security providers, professional advisers, insurers, debt collectors and authorities for the stated purposes. We will limit disclosures to relevant information and establish lawful grounds. Credit checks or credit-bureau reporting will not begin without specific prior notice and satisfaction of applicable legal requirements.

Providers acting as our operators must be bound by written agreements addressing authorised processing, confidentiality, appropriate security, incident reporting, subcontracting and return or deletion. Operators must notify us immediately of suspected unauthorised access or acquisition. Independent responsible parties remain accountable for their processing; we remain accountable for our disclosures.

8 Marketing Communications

Electronic direct marketing requires your consent unless the limited existing-customer exception applies: details obtained during a sale, marketing of our own similar services, and an opportunity to object when details are collected and in each message. Where permitted, we may approach you once to request consent if you have not previously refused it. Silence, ordinary website use and rental acceptance are not marketing consent.

Messages will identify us and offer a simple, free opt-out. We will respect objections and applicable national opt-out registry requirements, and complete required registration and list screening before marketing. Essential rental, payment and security communications may continue without promotional content.

9 Cookies and Website Information

Our website may use technologies supporting essential functions, preferences, analytics and advertising. Before optional tracking is introduced, a cookie notice will identify the actual technologies, providers, purposes, durations and available controls. We will establish a lawful basis and obtain consent before activation where relied upon or required. Browser settings offer additional control but do not replace our responsibilities. Declining optional tracking will not prevent essential booking functions.

10 Protecting Your Information

We will assess foreseeable risks and maintain appropriate technical and organisational safeguards, including controlled access, staff confidentiality and secure handling. Safeguards will be reviewed and updated, with protection proportionate to the information's sensitivity. No system is completely secure; this does not limit our legal duties or your rights.

11 Security Incidents

Where reasonable grounds exist to believe that personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and identifiable affected people as soon as reasonably possible, subject to POPIA's permitted exceptions and delays. We will investigate, contain the incident and provide information enabling protective action. Notification will not be postponed merely because our investigation is incomplete.

12 Retention of Personal Information

Rental, payment and account records are retained for administration and applicable legal recordkeeping, prescription and claim requirements. Unsuccessful enquiry records are retained only while needed for the enquiry or another justified purpose. Routine CCTV and access logs follow documented, proportionate retention and overwrite schedules; relevant incident evidence may be preserved separately.

Biometric records will be deleted when the authorised access purpose ends or consent is withdrawn, unless a specific lawful retention ground is identified and documented. They will not be retained merely because account records remain necessary. Once retention is no longer authorised, records will be destroyed, deleted or effectively de-identified. Justified holds will be reviewed, and backup copies protected pending controlled deletion.

13 Your Rights

You may request confirmation of whether we hold your information, access to it, correction or deletion where applicable, object to qualifying processing, withdraw consent and complain. Withdrawal does not invalidate earlier lawful processing; another applicable legal basis may require retention.

Contact our Information Officer below. We will provide accessible request methods, accept appropriate email, SMS, WhatsApp or written submissions, and assist with relevant forms. Telephone objections and correction/deletion requests will be recorded as required. Confirmation of holding information and objection or correction/deletion requests are free; any lawful access-copy charge will be explained. We may require proportionate identity verification and will communicate outcomes within applicable legal periods.

We will make our manual under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA) available as required by law. Contact our Information Officer for the manual and assistance with the process for requesting records.

14 Third-Party Websites and Services

Independent websites and services may have their own notices. Check these before providing information. Links do not authorise unrestricted sharing or exclude our responsibilities for our integrations, providers or disclosures.

15 Cross-Border Processing

Before overseas processing, we will identify relevant destinations and recipients in the applicable collection or service notice, explain the protection available and establish a permitted POPIA transfer basis. This may include enforceable adequate-protection arrangements or another statutory gateway. We will assess onward transfers and obtain prior regulatory authorisation where required, particularly for qualifying transfers of biometric or children's information. General acceptance of this policy is not consent to overseas transfers.

16 Information Officer and Privacy Enquiries

Address privacy enquiries and requests to the Information Officer, Somnizest Investments (Pty) Ltd t/a StorageZone, 6 Recreation Road, East London, Eastern Cape, South Africa. Email: admin@storagezone.co.za. Telephone: 043 726 3116.

17 Complaints to the Information Regulator

You may complain directly to the Information Regulator (South Africa) without first exhausting our process. Website and complaint information: https://inforegulator.org.za/complaints/. Email: POPIAComplaints@inforegulator.org.za. Telephone: 010 023 5200. The Regulator's website provides current forms and its eServices complaint portal.

18 Changes to This Policy

Updates will carry an effective date. We will draw material changes affecting existing processing to affected people's attention and obtain fresh consent where necessary. Publication alone does not authorise incompatible processing, alter the rental agreement or waive existing rights.

19 Acknowledgement

This policy provides information and records our privacy commitments. Reading it, using our website or providing information does not constitute blanket consent. Any consent required for a specific activity will be requested separately.