Privacy & Cookies Policy.

01Introduction and purpose

Linen Management Solutions (Pty) Ltd (registration number 2022/813563/07), referred to as "we", "us" or "our", is committed to protecting your personal information. We treat your privacy as a high priority and have taken steps to ensure your personal information is protected.

This document serves as our Privacy Policy and our data subject notification as required by section 18 of the Protection of Personal Information Act, 2013 ("POPI"). It explains what personal information we collect, why we collect it, how we "process" it, and the security measures we have in place.

"Process" means how we collect, use, store, share, destroy, or otherwise handle your personal information.

02Applicability

This Privacy Policy applies to your use of our public website (https://linenmanagement.co.za/) and your access to and use of our cloud-based linen management software, associated web application, and Android mobile application (collectively, "the Services").

By using our website or Services, you agree that we may process your personal information as explained in this policy.

We may change this Privacy Policy from time to time if the law or our business practices require it. The version displayed on our website at the time of your interaction will be the applicable one.

03What is personal information?

Personal information is any information that identifies you or specifically relates to you. This includes, but is not limited to:

• Identifiers: your name, identity number, email address, physical address, telephone number, and online identifiers.
• Employment details: employment history, education, and company information.
• Financial information: financial history or bank details (for billing).
• Technical data: location information, correspondence, and biometric data.
• Personal views: personal opinions, preferences, or beliefs.

04When we process your personal information

We will only process your personal information for lawful purposes relating to our business if one of the following applies:

• You have consented to it.
• It is necessary to conclude or perform under a contract we have with you (for example, to provide you with access to our software).
• The law requires or permits it.
• It is required to protect or pursue your, our, or a third party's legitimate interest.

05Mandatory vs. voluntary information

Some personal information is mandatory to provide, as required by laws such as the Companies Act or the Income Tax Act. If you do not supply this information, we cannot legally do business with you.

In other cases, supplying personal information is voluntary. However, we require this information to provide our Services to you (for example, we need your email address to create your software account). If you do not supply this information, we cannot provide our Services to you.

06Reasons for processing your personal information

We process your personal information for the following reasons:

• To create and manage your user account for our cloud software, web app, and Android app.
• To provide you with our products and Services, including linen tracking, inventory management, and laundry logistics.
• To process payments, subscriptions, and transactions.
• To respond to your enquiries and provide customer support.
• To communicate with you about your account and send service-related notices (for example, maintenance updates and security alerts).
• To comply with legal, regulatory, and compliance requirements.
• To develop, test, and improve our website, software, and apps.
• To conduct market or behavioural research.
• For security, identity verification, and to check the accuracy of your information.
• To market our products, goods, and services to you (see section 9).

07Special personal information

Special personal information includes details about your race, ethnic origin, health, religious beliefs, or biometric information. We will generally not process this type of information unless:

• You have explicitly consented.
• The processing is required by law.
• The information has been made public by you.

08Sources of personal information

We collect personal information:

• Directly from you when you sign up for our Services, contact us for support, or use our apps.
• From your employer if they have signed up for our Services and are creating user accounts for their staff.
• From your use of our Services, such as interaction data, technical data from our apps, or support queries.
• From public records.
• From third parties if you have given us consent to do so.

09Marketing

We may use your personal information to send you updates and information about our products and services. We may do this by post, telephone, or electronic channels like SMS and email.

If you are not our customer, we will only market to you electronically with your consent. You can request us to stop sending marketing communications to you at any time.

10Sharing your personal information

We will only share your personal information if:

• You have consented to it.
• It is necessary to perform under our contract with you (for example, sharing with our service providers).
• The law requires it.
• It is necessary to protect a legitimate interest.

We may share your information with:

• Our service providers: third parties who help us operate our business, such as our cloud hosting provider, payment processors, and customer support tools.
• Legal and regulatory bodies: law enforcement, fraud prevention agencies, or regulatory authorities when required by law.

11International transfer of information

As we use cloud-based software, your personal information may be stored and processed in other countries. We will only transfer your personal information to third parties in another country if:

• The information will be adequately protected under the other country's laws or an agreement.
• The transfer is necessary to perform our contract with you.
• You have consented to the transfer.

This transfer will happen within the requirements and safeguards of the law.

12Securing your information

We take appropriate and reasonable technical and organisational steps to protect your personal information. Our security measures include:

• Keeping our systems secure (for example, monitoring access).
• Storing our records securely.
• Controlling access to our buildings, systems, and records.
• Safely destroying or deleting records when no longer needed.

13How long we keep your information

We will keep your personal information for as long as:

• The law requires us to keep it.
• A contract between us requires us to keep it.
• You have consented to us keeping it.
• We require it for our lawful business purposes or for statistical purposes.

We may keep your personal information even if you no longer have a relationship with us, for example, to meet our legal or regulatory obligations.

14Our cookie policy

A cookie is a small piece of data sent from our website or applications to your browser or device. It helps us to:

• Personalise and improve your experience on our website and apps.
• Identify your device.
• Know that you have visited our website or app before.
• Prevent fraud and for analytics.

By using our website or applications, you agree that cookies may be sent to your computer or device.

15Your rights

You have rights regarding your personal information. You must provide proof of identity when exercising these rights. Please inform us when your personal information changes.

• Right to access: you have the right to request access to the personal information we hold about you. This includes confirmation that we hold your data and a copy of the record. We will attend to this in a reasonable time.
• Right to correction or deletion: you have the right to request us to correct or delete information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or unlawfully obtained.
• Right to object: you may object on reasonable grounds to the processing of your personal information. We may not be able to give effect to your objection if the processing is permitted by law or necessary for our contract.
• Right to withdraw consent: where you have provided consent, you may withdraw it at any time. We will explain the consequences of this.

To exercise any of these rights, please contact our Information Officer.

16How to complain

You have the right to file a complaint with us or with the Information Regulator about any alleged contravention of the protection of your personal information.

17Our contact details

For any queries about this policy or your personal information, please contact our Information Officer.