Privacy Policy

About this Privacy Policy

This policy applies to personal information processed by DSP in connection with our website, enquiries, quotations, customer relationships, orders, production work, communications and related business activities.

"Personal information" has the meaning given to it under POPIA and generally includes information that identifies, relates to or can reasonably be associated with an identifiable natural or juristic person.

Responsible party and Information Officer

For the purposes of this policy, Dynamic Signs & Print is the responsible party in relation to the personal information that it determines the purpose and means of processing.

Personal information we may collect

The information DSP processes will depend on how you interact with us and the nature of the work involved. It may include:

• your name and surname;
• business or company name and position;
• telephone and mobile numbers;
• email address;
• business, delivery or billing address;
• information supplied as part of an enquiry or quotation request;
• information relating to orders, jobs, invoices, quotations and customer communications;
• artwork, logos, photographs, specifications, measurements and other information supplied for a print, signage, branding or production job;
• payment or transaction-related information necessary for accounting and administration;
• correspondence sent to DSP by email, telephone, WhatsApp, social media or other communication channels; and
• technical website information such as IP address, browser or device information, pages visited, referring website, approximate location information, cookie identifiers and consent preferences where these are collected.

DSP aims to collect only information that is reasonably necessary for the relevant business, legal or operational purpose.

How we collect personal information

Personal information may be collected directly from you when you:

• submit an enquiry through the DSP website;
• request a quotation;
• place or discuss an order;
• contact DSP by telephone, email or WhatsApp;
• communicate with DSP through social media;
• visit DSP's premises;
• provide artwork, job information or business records; or
• otherwise interact with our team.

Some technical information may also be collected automatically when you use our website through cookies, server logs, analytics technologies and similar tools, subject to applicable consent requirements.

Why we process personal information

DSP may process personal information where this is permitted by POPIA and applicable law, including where processing is necessary to respond to an enquiry, enter into or perform a contract, comply with a legal obligation, pursue a legitimate business interest or where valid consent has been provided.

Personal information may be used to:

• respond to enquiries and requests for quotations;
• communicate about print, signage, branding, design and production requirements;
• prepare quotations and process orders;
• manage customer accounts and business relationships;
• prepare, design, produce and complete customer work;
• arrange collection, delivery or other practical aspects of a job where applicable;
• manage invoicing, accounting and financial administration;
• provide customer service and resolve queries;
• maintain and secure our website and systems;
• measure website performance and understand how visitors use the website;
• comply with legal, regulatory, tax, accounting and record retention obligations;
• establish, exercise or defend legal claims; and
• send marketing communications where this is permitted by law.

Website enquiries and file submissions

Information submitted through the DSP website enquiry or contact form is used to respond to the enquiry and, where appropriate, to prepare or discuss a quotation or production requirement.

The website enquiry form does not currently provide for artwork or other file attachments. Where files are required for a job, DSP will advise you of the appropriate method for supplying them.

DSP may introduce separate software or secure systems for file and artwork submission in future. Where this changes the way personal information is processed, this Privacy Policy will be reviewed and updated where necessary.

Cookies, analytics and digital tracking

DSP's website may use cookies and similar technologies to enable website functionality, remember preferences, improve performance, understand website usage and measure the effectiveness of digital marketing activities.

Types of cookies

Cookies used on the website may include:

• necessary cookies required for core website, security or consent functionality;
• preference or functional cookies that support website features or remember selections;
• analytics cookies that help DSP understand how visitors use the website; and
• advertising or measurement cookies where digital advertising or campaign measurement tools are enabled.

Where required, non-essential cookies will be controlled through the website's cookie consent mechanism. Visitors can use the available cookie preference controls to accept, reject or change their choices for non-essential cookies.

Cookie availability and names may change as website services are updated. The active cookie consent tool should provide more detailed information about cookies detected on the website.

Third-party platforms and service providers

DSP may use third-party suppliers and platforms to support the operation of its website and business. Depending on the service being used, these may include website hosting, analytics, advertising measurement, IT, communications, mapping, software, cloud storage and social media services.

DSP also maintains social media or communication channels, including Facebook, Instagram and WhatsApp. When you interact with DSP through a third-party platform, that platform may also process information in accordance with its own privacy terms and policies.

DSP is not responsible for the independent privacy practices of third-party websites or platforms. You should review the privacy information provided by those services if you want to understand how they process your information.

Direct marketing and newsletters

DSP does not currently operate a regular email newsletter and no longer uses Mailchimp for newsletter distribution.

If DSP introduces email newsletters or other direct electronic marketing in future, personal information will be used for that purpose only as permitted under POPIA and applicable law. Marketing communications will include an appropriate method for opting out where required.

You may ask DSP at any time not to use your personal information for direct marketing.

When we may share personal information

DSP does not sell personal information to advertisers or other third parties.

Personal information may be disclosed where reasonably necessary to:

• DSP employees or authorised personnel who need the information to perform their work;
• service providers who support website hosting, IT, software, communications, data storage or other business functions;
• suppliers or service providers involved in fulfilling a particular customer requirement where sharing is necessary for the job;
• accountants, auditors, legal advisers or other professional advisers;
• regulators, courts, law-enforcement bodies or government authorities where disclosure is required or permitted by law; or
• another party where you have authorised DSP to make the disclosure.

Where third parties process personal information on DSP's behalf, DSP takes reasonable steps to require appropriate confidentiality and security measures.

Processing outside South Africa

Some technology, hosting, cloud, analytics, communications or social media service providers used by DSP may process or store information outside South Africa.

Where personal information is transferred outside South Africa, DSP will take reasonable steps to ensure that the transfer is made in accordance with POPIA and that an appropriate basis for the transfer exists.

How long we keep personal information

DSP generally retains customer and enquiry information for up to five years from the end of the relevant customer relationship, transaction, job or last meaningful interaction, depending on the nature of the record.

Information may be retained for a longer period where this is required by law, necessary for accounting or regulatory purposes, required for the establishment or defence of legal claims, or otherwise permitted under applicable law.

Information that is no longer required will be deleted, destroyed or de-identified where reasonably practicable and appropriate.

Information security

DSP takes reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, interference, alteration, disclosure or destruction.

Measures may include appropriate access controls, password and account security, system and device controls, staff awareness, backups, software safeguards and reasonable physical protection of records.

No electronic communication or information storage system can be guaranteed to be completely secure. DSP therefore continuously reviews its safeguards according to the nature of the information and the risks reasonably associated with its processing.

Security compromises

If DSP becomes aware of a security compromise involving personal information, the matter will be assessed and handled in accordance with POPIA, including notification to the Information Regulator and affected data subjects where required.

Your privacy rights

Subject to POPIA and other applicable law, you may have the right to:

• ask whether DSP holds personal information about you;
• request access to personal information held about you;
• request correction of information that is inaccurate, incomplete, misleading or out of date;
• request deletion or destruction of personal information where the legal requirements for doing so are met;
• object to certain processing of your personal information;
• withdraw consent where processing is based on consent, without affecting processing that was lawful before the withdrawal;
• object to or opt out of direct marketing; and
• lodge a complaint with the Information Regulator if you believe that your personal information has been processed unlawfully.

To exercise a privacy right, contact DSP's Information Officer using the details at the end of this policy. DSP may need to verify your identity before providing access to or changing personal information.

Access to records and PAIA

The Promotion of Access to Information Act 2 of 2000 ("PAIA") provides procedures through which qualifying requests for access to records held by private bodies may be made.

Requests for access to DSP records under PAIA should be directed to the Information Officer. Any request will be considered in accordance with the applicable requirements, grounds for access and grounds for refusal contained in PAIA.

Links to other websites

The DSP website may contain links to third-party websites or platforms. A link does not mean that DSP controls the third party's privacy practices.

When you leave the DSP website, the collection and processing of your personal information will be governed by the privacy terms of the relevant third party.

Changes to this policy

DSP may update this Privacy Policy from time to time to reflect changes in legal requirements, business processes, website functionality, technology or the services we use.

The latest version will be published on this page and the "Last updated" date will be amended accordingly.