Privacy Notice

Lex Sentry (Pty) Ltd (“Lex Sentry”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (“POPIA”). This notice explains what personal information we collect, why we collect it, how we use and protect it, and the rights you have in relation to it.

01 Who we are (Responsible Party)

02 Information Officer

POPIA requires us to designate and register an Information Officer with the Information Regulator. Our Information Officer is responsible for ensuring our compliance with POPIA and for handling data-subject requests. All such requests and queries may be directed to us using the details below.

03 What personal information we collect

Depending on your relationship with us, we may collect:

• Identity & contact details — name, firm name, professional role, email address, telephone number.
• Correspondence — the content of enquiries, discovery-call notes, and other communications you send us.
• Engagement information — where you become a client, information gathered to deliver our services, governed by a separate written services agreement and, where relevant, an operator agreement.
• Technical website data — limited server-log information such as IP address, browser type, and pages visited, retained for security and diagnostics (see section 6).

04 How we collect it

• Directly from you — when you contact us, request a practice review, or engage our services.
• During the course of providing services to you under a written agreement.
• Automatically through our website, on a limited basis (see section 6).

05 Why we process it & our lawful basis

• To respond to your enquiries and provide the services you request — performance of, or steps toward, a contract, and/or your consent.
• To comply with our legal, regulatory, and professional obligations.
• For our legitimate interests in the security, administration, and improvement of our practice, balanced against your rights.

06 Cookies & website data

This website does not set advertising or tracking cookies and does not run third-party analytics. Web fonts are loaded from Google Fonts; in serving those files, Google may receive your IP address. Our hosting provider may keep short-lived server logs (IP address and request metadata) for security purposes.

07 When we share information

We do not sell your personal information. We may share it:

• With operators (service providers such as hosting, email, and security platforms) under written operator agreements that require POPIA-compliant safeguards.
• Where required by law, regulation, court order, or a competent regulator.
• To protect our rights, property, or safety, or those of our clients, where permitted by law.

08 Cross-border transfers

Some of our service providers may process personal information outside South Africa. Where this occurs, we take reasonable steps under section 72 of POPIA to ensure the recipient is subject to laws, binding rules, or agreements that provide an adequate level of protection.

09 How we protect your information

We apply appropriate, reasonable technical and organisational measures to safeguard personal information against loss, damage, and unauthorised access — including access controls, multi-factor authentication, encryption, continuous monitoring, and staff awareness training, proportionate to the risk involved.

10 How long we keep it

We retain personal information only for as long as necessary to fulfil the purposes set out in this notice, or for longer where required or permitted by law (for example, financial, tax, or professional record-retention obligations). When no longer required, information is securely deleted or de-identified.

11 Your rights as a data subject

Subject to POPIA, you have the right to:

• Be notified that we hold your personal information.
• Request access to the personal information we hold about you.
• Request correction, updating, or deletion of inaccurate, irrelevant, excessive, or unlawfully obtained information.
• Object, on reasonable grounds, to the processing of your information.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the Information Regulator.

To exercise any of these rights, contact our Information Officer using the details in section 2.

12 Complaints to the Information Regulator

If you believe we have not handled your personal information lawfully, you may lodge a complaint with the Information Regulator:

13 Changes to this notice

We may update this notice from time to time. The current version is always available on this page, and the “last updated” date above reflects the most recent revision.

14 Contact us

For any questions about this notice or our handling of personal information, contact us at practice@lexsentry.co.za.