Privacy Policy

Effective Date: 01/08/2025

Company: XTIAN
Email: privacy@xtian.co.za
Address: Meyerspark, Pretoria
Phone: 0713875199

1. About Us

XTIAN is a South African company providing custom IT solutions, e-commerce services, and digital products. We are committed to protecting your privacy and complying with the Protection of Personal Information Act (POPIA).

2. Definitions

Personal Information: Information that can identify you, such as name, email, phone number, or address.
Processing: Any operation performed on personal information, including collection, storage, use, and deletion.
POPIA: Protection of Personal Information Act, 2013.

3. What Information We Collect

We collect the following types of personal information:

  • Identification Information: Name, surname, email address, phone number
  • Account Information: Username, password (encrypted)
  • Payment Information: Billing address, payment method (processed securely by third-party gateways)
  • Technical Information: IP address, browser type, device information, pages visited
  • Cookies: Small files stored on your device to enhance user experience

4. Purpose of Processing

We process your personal information for the following purposes:

  • To process orders and deliver products/services
  • To communicate with you regarding orders, support, and updates
  • To improve our website and user experience
  • To comply with legal obligations
  • To prevent fraud and ensure security

5. Lawful Basis for Processing (POPIA Section 11)

We process your personal information based on:

  • Consent: You have given explicit consent for specific purposes
  • Contractual Necessity: Processing is necessary to fulfill our contract with you
  • Legal Obligation: We are required by law to process certain information
  • Legitimate Interest: Processing is necessary for our legitimate business interests

6. How We Collect Information

We collect information through:

  • Information you provide directly (registration, orders, contact forms)
  • Automated technologies (cookies, analytics)
  • Third-party sources (payment processors, courier services)

7. Cookies and Tracking Technologies

We use cookies to enhance your browsing experience, remember your preferences, and analyze website traffic. You can control cookie settings through your browser, but disabling cookies may limit website functionality.

8. Who We Share Information With

We may share your personal information with:

  • Payment Processors: PayFast, PayPal, Stripe (to process payments)
  • Courier Services: To deliver products
  • Analytics Providers: Google Analytics (to understand website usage)
  • Hosting Providers: To store website data securely
  • Legal Authorities: When required by law

We do not sell or rent your personal information to third parties for marketing purposes.

9. Cross-Border Transfer (POPIA Section 72)

Some of our service providers (e.g., cloud hosting, payment gateways) may be located outside South Africa. We ensure that any cross-border transfers comply with POPIA requirements and that adequate safeguards are in place to protect your information.

10. How Long We Retain Information

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:

  • Contact Form Data: 12 months
  • Financial Records: 5-10 years (as required by tax laws)
  • Analytics Data: 26 months
  • Account Data: Until you request deletion or close your account

11. Your Rights Under POPIA

You have the following rights regarding your personal information:

  • Right to Access: Request a copy of the personal information we hold about you
  • Right to Correction: Request correction of inaccurate or incomplete information
  • Right to Deletion: Request deletion of your personal information (subject to legal retention requirements)
  • Right to Withdraw Consent: Withdraw consent for processing at any time
  • Right to Object: Object to processing based on legitimate interests
  • Right to Lodge a Complaint: File a complaint with the Information Regulator of South Africa

To exercise these rights, contact us at privacy@xtian.co.za.

12. Information Regulator Contact Details

Information Regulator (South Africa)
Email: inforeg@justice.gov.za
Website: https://www.justice.gov.za/inforeg/

13. Security Measures

We implement appropriate technical and organizational measures to protect your personal information, including:

  • SSL encryption for data transmission
  • Secure password storage (hashed and salted)
  • Access controls and authentication
  • Regular security audits and updates

While we take reasonable steps to protect your information, no method of transmission over the internet is 100% secure.

14. Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will notify you and the Information Regulator as required by POPIA.

15. Children's Privacy

Our website is not intended for children under 18 without parental or guardian consent. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a child without proper consent, we will take steps to delete it.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a revised effective date. Continued use of our website after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions or concerns about this Privacy Policy or how we handle your personal information, please contact us at:
Email: privacy@xtian.co.za
Phone: 0713875199
Address: Meyerspark, Pretoria