Effective date: 20 October 2026
Last updated: 20 October 2026
1. Who we are
This website, https://harts.africa, is operated by HART Solutions (Pty) Ltd, Human Asset and Resource Tracking Solutions (“HARTS”, “we”, “us” or “our”). You can reach us using the details in section 2 or on our Contact page.
We respect your privacy and are committed to processing your personal information lawfully and responsibly, in line with the Protection of Personal Information Act 4 of 2013 (“POPIA”). This policy explains what personal information we collect through this website, why we collect it, how we protect it and the rights you have.
2. Our Information Officer
Our Information Officer is responsible for making sure we comply with POPIA. If you have any question about this policy or about how we handle your personal information, or if you want to exercise any of your rights, please contact:
• Information Officer: Michael Moore, Managing Director
• Email: mike@harts.africa
• Phone: +27 83 648 0321
• Address: please use the details on our Contact page, or email us and we will provide our postal and physical address.
3. What personal information we collect and how
We collect only the personal information we need, in the following ways:
• Contact form and direct enquiries: when you complete our contact form or email or phone us, we collect the details you give us, such as your name, company name, email address, phone number and the content of your message.
• Cookies: our website uses cookies and similar technologies, as described in section 5.
• Analytics: we use Google Tag Manager to manage the measurement tools on our website, and we may use analytics tools such as Google Analytics to understand how the site is used. These tools may collect information such as the pages you visit, how long you stay, the device and browser you use, your approximate location and how you arrived at our site.
• Server logs: like most websites, our hosting servers automatically record technical information when you visit, such as your IP address, browser type, the date and time of your visit and the pages requested. This is used for security and to keep the website running properly.
We do not ask for special personal information (such as health, religious or biometric information) through this website. Please do not send it to us through the contact form.
4. Why we process your information and our lawful basis
We process your personal information for the following purposes, relying on the lawful grounds in section 11 of POPIA:
• To respond to your enquiry and provide quotes or information you request: this is necessary to take steps at your request before concluding a contract, or to perform a contract with you (section 11(1)(b)), and is in our legitimate interest (section 11(1)(f)).
• To operate, secure and improve our website: this is in our legitimate interest in running a safe and functional website (section 11(1)(f)).
• To understand how visitors use our website through analytics and non-essential cookies: we do this based on your consent (section 11(1)(a)), where required, which you may withdraw at any time.
• To send you marketing communications: only with your consent, or where you are an existing customer, as set out in section 9 of this policy.
• To comply with the law: where processing is required by law (section 11(1)(c)).
We will not use your personal information for a purpose that is incompatible with the purpose for which it was collected.
5. Cookies
Cookies are small text files stored on your device when you visit a website. We use:
• Essential cookies: needed for the website to work and to keep it secure. These cannot be switched off.
• Analytics cookies: help us understand how visitors use the site, for example cookies set by Google Analytics through Google Tag Manager.
• Marketing or tracking cookies: if we use advertising or remarketing tools (for example to measure the results of our online advertising), these may set cookies that track your visits across websites.
Where required, we will ask for your consent before setting non-essential cookies. You can also block or delete cookies through your browser settings, and you can opt out of Google Analytics at https://tools.google.com/dlpage/gaoptout. Blocking some cookies may affect how the website works.
6. Sharing your information with operators and third parties
We do not sell your personal information. We share it only where necessary with trusted service providers (“operators”) who process it on our behalf, under written agreements that require them to keep it confidential and secure, as POPIA requires. These include:
• Website hosting provider: our hosting provider, located in South Africa, which hosts our website and server logs.
• Email service provider: our email provider, which delivers and stores contact form submissions and email correspondence.
• Analytics providers: Google, which provides Google Tag Manager and Google Analytics.
• Our website developer and support provider, who maintain the website and may have access to it for that purpose.
We may also disclose personal information where required by law, a court order or a regulator, or to protect our rights, property or safety.
7. Cross-border transfers
Our website is hosted in South Africa. Some of our operators, such as Google and our email provider, may store or process personal information on servers outside South Africa. Where this happens, we transfer personal information only in line with section 72 of POPIA, for example where the recipient is subject to a law, binding corporate rules or a binding agreement that provides an adequate level of protection substantially similar to POPIA, or where you have consented to the transfer.
8. How we protect your information
We take appropriate, reasonable technical and organisational measures to prevent the loss of, damage to, unauthorised destruction of and unlawful access to personal information, as required by section 19 of POPIA. These include a secure, encrypted (HTTPS) connection to our website, access controls and strong passwords, regular software and security updates, and limiting access to people who need it.
No method of transmission over the internet is completely secure. If we have reasonable grounds to believe your personal information has been accessed or acquired by an unauthorised person, we will notify you and the Information Regulator as required by section 22 of POPIA.
9. Direct marketing and opting out
We will send you electronic direct marketing (such as newsletters or promotional emails) only if you have given us your consent or, if you are an existing customer, about our own similar products or services, as permitted by section 69 of POPIA. Every marketing message will tell you how to opt out, and you can unsubscribe at any time, free of charge, by using the unsubscribe link or by emailing us at mike@harts.africa. We will act on your request promptly.
10. How long we keep your information
We keep personal information only for as long as we need it for the purpose it was collected, or as long as the law requires or allows (section 14 of POPIA). As a guide:
• Contact form enquiries and related correspondence: we keep enquiries only for as long as needed to respond and for our legitimate business records, and no longer than required by law.
• Customer records: for as long as required by tax, company and other applicable laws.
• Server logs: for a limited period, as needed for security and troubleshooting.
• Analytics data: only for as long as it is useful to understand how our website is used, in line with the retention settings of the analytics tool.
When we no longer need personal information, we delete, destroy or de-identify it securely.
11. Your rights
Under POPIA, you have the right to:
• Access: ask whether we hold personal information about you and request a copy of it.
• Correction: ask us to correct or update information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained.
• Deletion: ask us to delete or destroy information we are no longer authorised to keep.
• Objection: object, on reasonable grounds, to our processing of your information, and object at any time to processing for direct marketing.
• Withdraw consent: withdraw any consent you have given, without affecting processing that took place before you withdrew it.
• Complain: lodge a complaint with the Information Regulator.
To exercise any of these rights, please contact our Information Officer using the details in section 2. We may need to verify your identity before we act on your request.
If you are not satisfied with how we have handled your personal information, you may contact the Information Regulator (South Africa):
• Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
• General enquiries: enquiries@inforegulator.org.za
• POPIA complaints: POPIAComplaints@inforegulator.org.za
• Phone: 010 023 5200 (toll free: 0800 017 160)
• Website: https://inforegulator.org.za
12. Children
Our website and services are aimed at businesses and adults. We do not knowingly collect personal information from children under 18. If you believe a child has given us personal information, please contact us and we will delete it.
13. Links to other websites
Our website may contain links to other websites, such as social media pages or partner sites. We are not responsible for the privacy practices or content of those websites. Please read their privacy policies before giving them any personal information.
14. Changes to this policy
We may update this policy from time to time to reflect changes in the law or in how we process personal information. The latest version will always be published on this page with its effective date. Where changes are significant, we will take reasonable steps to let you know.
This policy is effective from 20 October 2026.