DataSimplified (Pty) Ltd
Effective date: 1 September 2017
Last updated: 5 November 2026
1. Introduction
DataSimplified (Pty) Ltd (“DataSimplified”, “we”, “us” or “our”) is a South African technology company providing software development, technology consulting, data management, business intelligence and related services.
We also develop and operate software products and digital platforms.
We respect your privacy and are committed to protecting personal information in accordance with applicable data protection legislation, including South Africa’s Protection of Personal Information Act 4 of 2013 (POPIA).
Where applicable to particular activities, we also address requirements under the European Union General Data Protection Regulation (EU GDPR) and the United Kingdom General Data Protection Regulation (UK GDPR).
This Privacy Policy explains how we collect, use, share, store and protect personal information in connection with our corporate website, business enquiries and general company operations.
Individual products and platforms may have additional privacy notices explaining their specific processing activities. Those notices supplement this Policy and apply to the relevant services.
2. Responsible Party
Registered company: DataSimplified (Pty) Ltd
Company registration number: 2016/476148/07
Managing Director: Michael Hamilton
Country of registration: South Africa
Website: https://www.datasimplified.co.za
Email: info@datasimplified.co.za
Telephone: +27 (0) 87 378 1154
Business address: 44 Fuchsia Street, Durbanville, South Africa, 7550
DataSimplified is generally the responsible party for personal information processed for its own business purposes.
Where we process personal information on behalf of a customer, that customer may determine the purposes and means of processing, while DataSimplified acts as its contracted service provider or operator.
3. Information We Collect
Depending on your relationship with us, we may collect:
- Names and business contact details.
- Email addresses and telephone numbers.
- Company names and business information.
- Information submitted through contact forms or correspondence.
- Service enquiries, project requirements and proposals.
- Customer, supplier and contractual records.
- Billing and financial administration information.
- Technical information such as IP addresses, browser information and security logs.
- Website analytics and cookie information where such technology is used.
For individual software products, additional information may be collected as described in their relevant privacy notices and service agreements.
We aim to collect only information reasonably necessary for the purposes explained to you.
Where information is mandatory to provide a requested service, we will indicate this where appropriate. Choosing not to provide necessary information may prevent us from responding to an enquiry or delivering a service.
4. How We Collect Information
We may obtain information:
- Directly from you when you contact us.
- Through enquiries or forms submitted on our website.
- Through business correspondence and meetings.
- During customer or supplier onboarding.
- In connection with contracts and projects.
- From authorised business representatives.
- Through technical systems and website security functions.
- From lawful public or professional business sources where relevant.
5. How We Use Your Information
We process personal information to:
- Respond to enquiries and communicate with prospective customers.
- Prepare proposals and quotations.
- Establish and manage business relationships.
- Provide contracted services and technical support.
- Administer customer and supplier agreements.
- Maintain accounting and statutory records.
- Secure and maintain our systems and websites.
- Manage disputes and protect legitimate business interests.
- Comply with applicable laws.
- Send marketing communications where legally permitted.
We do not use personal information for unrelated purposes without an appropriate legal basis.
6. Lawful Grounds for Processing
Where applicable, we process personal information on grounds including:
- Performance of a contract or steps requested before entering into a contract.
- Compliance with a legal obligation.
- Legitimate business interests, where permitted and appropriately balanced against individual rights.
- Consent, where required.
- Other grounds permitted by applicable law.
Consent is not the only lawful basis for processing personal information.
Where processing depends on consent, you may withdraw that consent subject to applicable law.
7. Sharing Personal Information
We may share personal information with appropriate parties where reasonably necessary, including:
- Authorised employees and contractors.
- Hosting, infrastructure and technology service providers.
- Professional advisers, accountants and auditors.
- Contracted service providers.
- Regulatory or public authorities where disclosure is legally required.
- Other parties authorised by you or permitted by law.
Where DataSimplified processes information on behalf of customers, disclosure and access may also be governed by the relevant customer agreement or Data Processing Addendum.
We do not sell personal information to third parties as a standalone commercial product.
8. Software Products and Digital Platforms
DataSimplified develops and operates products and digital platforms, including HRSimplified and OffGrid Expeditions.
These services may process different categories of personal information and have different contractual arrangements.
Where applicable, each platform provides supplementary information regarding:
- Its specific processing purposes.
- Categories of personal information.
- Third-party service providers.
- Account and user responsibilities.
- Retention and deletion procedures.
- Relevant privacy rights and contacts.
The privacy notice applicable to a particular platform should be read together with this corporate Policy.
Where product-specific information differs from this general Policy, the more specific notice explains the relevant processing arrangements.
9. Cookies and Website Analytics
Our websites may use cookies or similar technologies for essential functionality, security and website measurement.
Optional analytics or advertising technologies, where deployed, will be handled in accordance with applicable consent requirements.
Information about specific technologies and available preferences will be provided on the relevant website.
DataSimplified’s individual products may operate their own cookie consent mechanisms.
10. International Data Transfers
DataSimplified is based in South Africa, but some customers, contractors and technology providers may be located internationally.
Personal information may be accessed or processed outside South Africa where this is necessary for our services.
Where cross-border processing is subject to legal restrictions, we will use an appropriate lawful transfer mechanism and relevant safeguards.
Additional details may be provided in product-specific notices or relevant contractual agreements.
11. Information Security
We apply appropriate technical and organisational measures to protect information against unauthorised access, loss, misuse, alteration or disclosure.
Depending on the system and processing activity, these may include:
- Access controls and authentication.
- Secure communication protocols.
- Restricted administrative permissions.
- Security monitoring and logging.
- Backup and recovery procedures.
- Staff and contractor confidentiality obligations.
- Security incident investigation and response procedures.
No online system can guarantee absolute security.
Where a personal information security compromise requires notification under applicable law, we will take the necessary steps.
12. Data Retention
We retain personal information only for as long as reasonably necessary for the relevant purpose, or as required or permitted by applicable law.
Retention periods depend on the type of record, applicable contractual obligations, statutory requirements and legitimate business needs.
When information is no longer required, it will be securely deleted, anonymised or otherwise handled in accordance with applicable retention procedures.
Specific products may publish additional retention rules.
13. Your Privacy Rights
Subject to the applicable legislation and relevant exceptions, you may have the right to:
- Request access to your personal information.
- Correct inaccurate information.
- Request deletion where appropriate.
- Object to certain processing.
- Request restrictions on processing.
- Withdraw consent where consent applies.
- Request portability of information where applicable.
- Lodge a complaint with a relevant data protection authority.
We may need to verify your identity before responding to a request.
Requests can be submitted to:
Please use the subject line Privacy Request.
We will respond within applicable legal timeframes.
14. Marketing Communications
Where we send marketing communications, we will comply with applicable direct-marketing and privacy requirements.
Recipients may opt out of promotional communications through the mechanism provided or by contacting us.
Service-related and contractual communications are not necessarily marketing communications and may continue where legally appropriate.
15. Third-Party Websites
Our website may contain links to independently operated websites and services.
We are not responsible for those parties’ privacy practices.
You should review their privacy notices before providing personal information.
16. Children
Our corporate website and professional services are primarily intended for businesses and adult users.
We do not intentionally solicit personal information from children through our general corporate website.
Where an individual product processes children’s information, its specific privacy notice and applicable safeguards will govern that processing.
17. Changes to This Policy
We may update this Policy when our business practices, technology or legal requirements change.
The latest version will be published on our website with an updated effective date.
Material changes will be communicated where required by law.
18. Contact and Complaints
For questions about this Policy or the processing of personal information:
DataSimplified (Pty) Ltd
Registration: 2016/476148/07
Managing Director: Michael Hamilton
Email: info@datasimplified.co.za
Telephone: +27 (0) 87 378 1154
Website: https://www.datasimplified.co.za
You may also lodge a complaint with the South African Information Regulator or another competent data protection authority where applicable.
South African Information Regulator: https://inforegulator.org.za
Information Officer: Michael Hamilton Info@datasimplified.co.za
19. Access to Information (PAIA)
DataSimplified (Pty) Ltd complies with the Promotion of Access to Information Act 2 of 2000 (PAIA).
Our PAIA Manual explains the categories of records held by DataSimplified, the procedures for requesting access to information, and the contact details of our registered Information Officer.
You can view or download our PAIA Manual.
For information access requests, please contact info@datasimplified.co.za.