Privacy Policy

1. Introduction

FORMA (PTY) LTD (Registration Number: 2025/855438/07) ("we", "us", or "our") is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage with our services, in compliance with South Africa's Protection of Personal Information Act, 2013 (POPIA).

By using our website or services, you consent to the data practices described in this policy. If you do not agree with this policy, please do not use our website or services.

2. Information We Collect

2.1 Personal Information You Provide

We collect personal information that you voluntarily provide to us when you:

• Submit inquiries through our contact form
• Request information about our services
• Communicate with us via email or other channels
• Engage our strategic advisory services

This information may include:

• Full name
• Email address
• Phone number
• Company name and position
• Any other information you choose to provide in your message

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visits

3. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to your inquiries: We use your contact information to respond to questions, comments, or requests submitted through our contact form or email
• To provide our services: We use your information to deliver advisory services you have engaged us for
• To improve our website: We analyze usage data to understand how visitors interact with our website and improve user experience
• To communicate with you: We may send you information about our services, updates, or other relevant content (only with your explicit consent)
• To comply with legal obligations: We may process your information to comply with applicable laws and regulations

4. Legal Basis for Processing (POPIA Compliance)

Under POPIA, we process your personal information based on the following lawful grounds:

• Consent: You have given explicit consent for us to process your personal information for specific purposes (e.g., responding to contact form submissions)
• Contractual necessity: Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract
• Legitimate interests: Processing is necessary for our legitimate business interests, such as improving our services and website functionality
• Legal compliance: Processing is necessary to comply with legal obligations

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

• Service providers: We may share information with third-party service providers who assist us in operating our website and delivering services (e.g., email service providers, hosting providers). These providers are contractually obligated to protect your information and use it only for the purposes we specify
• Legal requirements: We may disclose your information if required by law, court order, or governmental authority
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity
• With your consent: We may share your information with third parties when you have given explicit consent

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using SSL/TLS protocols
• Secure storage of personal information
• Access controls and authentication mechanisms
• Regular security assessments and updates

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Contact form submissions: Retained for up to 2 years from the date of submission
• Client engagement records: Retained for 5 years after the completion of services, as required by professional standards and tax regulations
• Website analytics data: Retained for up to 26 months

After the retention period expires, we will securely delete or anonymize your personal information.

8. Your Rights Under POPIA

Under POPIA, you have the following rights regarding your personal information:

• Right to access: You have the right to request access to the personal information we hold about you
• Right to correction: You have the right to request correction of inaccurate or incomplete personal information
• Right to deletion: You have the right to request deletion of your personal information, subject to legal and contractual obligations
• Right to object: You have the right to object to the processing of your personal information for direct marketing purposes
• Right to data portability: You have the right to request a copy of your personal information in a structured, commonly used format
• Right to withdraw consent: Where processing is based on consent, you have the right to withdraw your consent at any time

To exercise any of these rights, please contact us using the details provided in Section 12 below.

9. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance user experience and analyze website traffic. Cookies are small text files stored on your device that help us understand how you use our website.

Types of cookies we use:

• Essential cookies: Necessary for the website to function properly
• Analytics cookies: Help us understand how visitors interact with our website

You can control cookie settings through your browser preferences. However, disabling cookies may affect the functionality of our website.

10. Third-Party Links

Our website may contain links to third-party websites, including our LinkedIn profile and articles. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete that information.

12. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights under POPIA, or have concerns about how we handle your personal information, please contact us:

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. We will notify you of any material changes by posting the updated policy on this page with a new "Last updated" date. We encourage you to review this Privacy Policy periodically.