How Office Stock collects, uses, shares and protects personal information under South Africa’s POPIA.
1. Scope and responsible party
Office Stock (Pty) Ltd (“Office Stock”, “we”, “us”) is the responsible party for personal information processed through officestock.co.za, customer accounts, quotation requests, orders, support channels and related business operations.
This notice applies to customers, prospective customers, website visitors, suppliers and business contacts. It is written in line with the Protection of Personal Information Act 4 of 2013 (“POPIA”).
2. Information we process
- Identity and contact details, including name, company, email and telephone number.
- Billing, delivery, order, quotation, return and warranty information.
- Account credentials and preferences. Passwords are protected and are not available to Office Stock staff in readable form.
- Payment status and transaction references. Complete card details are handled by authorised payment providers and are not stored by Office Stock.
- Messages, product-adviser questions, uploaded lists and other information you choose to submit.
- Device, browser, IP address, cookie, consent and website-usage information where permitted.
Please do not submit special personal information unless it is genuinely required and we have asked for it.
3. Why we use personal information
We process information only for a defined, lawful purpose, including to:
- prepare quotations, process orders, take payment and arrange delivery;
- manage accounts, returns, warranties, support and customer communications;
- verify transactions, prevent fraud and protect our systems and customers;
- maintain financial, tax, operational and legal records;
- improve website performance, product discovery and customer service; and
- send direct marketing where you have consented or where applicable law permits it.
We rely on your consent where required, steps necessary to conclude or perform an agreement, compliance with legal obligations, protection of legitimate interests, and other grounds permitted by POPIA. Information must be adequate, relevant and not excessive for its purpose.
5. Cross-border processing
Some technology providers may process or store information outside South Africa. Where section 72 of POPIA applies, we use providers subject to an adequate legal framework, binding agreements or another lawful safeguard, or obtain consent where required.
6. Retention and security
We keep personal information only for as long as its purpose, a contract, a dispute, fraud prevention or South African record-keeping law requires. Records are then securely deleted, destroyed or de-identified where reasonably practicable.
We use reasonable technical and organisational safeguards, including encrypted connections, access controls, service-provider due diligence, backups and monitoring. No internet service can promise absolute security. If a compromise creates a legally reportable risk, we will notify the Information Regulator and affected data subjects as required by POPIA.
7. Your POPIA rights
You may, subject to applicable law:
- ask whether we hold personal information about you and request access;
- request correction, updating, deletion or destruction of inaccurate information;
- object to processing in prescribed circumstances;
- withdraw consent without affecting processing already lawfully completed;
- object to direct marketing at any time; and
- complain to South Africa’s Information Regulator.
We may need to verify your identity before acting on a request. Email privacy@officestock.co.za or sales@officestock.co.za. The Information Regulator provides current contact details and prescribed forms at inforegulator.org.za.
8. Direct marketing and cookies
Marketing messages include a practical opt-out. You can unsubscribe at any time; we may retain a minimal suppression record so we do not contact you again by mistake. Essential service messages about an order or account are not marketing.
Our Cookie Policy explains which cookies are necessary, how consent is managed, and how to change your preferences.
9. Children and policy changes
The store is not directed at children and products must be purchased by an adult or an authorised organisation. If you believe a child supplied information without appropriate authority, contact us so we can investigate.
We may update this notice when our services, providers or legal duties change. The effective date above identifies the current version. Material changes will be highlighted where reasonably practicable.
Legal framework: the official text of POPIA is available from the South African Government.