TL;DR – We collect only the information we need to fulfil orders, support you and improve our services. We never sell your data. Your information may be processed across the Zoho One app suite and Paystack. You can access, correct or delete your data. For privacy matters, contact info@hydramatics.co.za.

1. Introduction

Hydramatics respects your privacy and complies with the Protection of Personal Information Act (POPIA). This policy explains what personal information we collect, how we use it, with whom we share it and your rights.

2. Information We Collect

We collect personal information in several ways:

• Account and Order Information: When you register an account or place an order, we collect your name, company name, email address, telephone number, VAT number, billing and delivery addresses, purchase history and payment references.

• Usage Data: We automatically collect technical information such as IP address, browser type and version, operating system, time zone, pages visited, search terms and cookies (see our Cookie Policy).

• Communication Records: We maintain records of your communications with us (emails, calls, online forms); calls may be recorded for quality assurance and training.

• Third‑Party Data: We may receive information from credit bureaus, payment processors, analytics providers and marketing partners.

3. How We Use Your Data

We may use your personal information for the following purposes:

• Account management and order fulfilment – to process your orders, deliver goods, provide invoices and manage your account.

• Customer service and technical support – to assist with enquiries, returns, warranties and technical issues.

• Personalisation and marketing – to recommend products and send marketing communications (with your consent) based on your preferences and purchase history.

• Analytics and improvement – to analyse website performance, improve our products and services and develop new offerings.

• Fraud prevention and credit checks – to verify identities, perform credit risk assessments and prevent fraud.

• Legal and regulatory compliance – to meet tax, accounting, export control and other legal obligations.

4. Legal Basis for Processing

We process personal data based on: (i) contractual necessity (to fulfil your orders and provide services); (ii) legitimate interests (to improve services, prevent fraud and promote our products, balanced against your rights); (iii) consent (for marketing emails and non‑essential cookies); and (iv) legal obligations (to comply with tax, export and regulatory requirements).

5. Sharing Your Data

We share personal information only as needed with:

• Service providers – across the Zoho One application suite (including Books, Inventory, Desk, Commerce and CRM), Paystack for payment processing, couriers, logistics partners, IT providers and security providers.

• Manufacturers and suppliers – such as Camozzi Automation and Hy‑Lok when technical support or warranty assistance is required.

• Professional advisors – including accountants, auditors, lawyers and insurers.

• Regulators and law enforcement – where required by law or to protect our rights.

• Successors – if we transfer or restructure our business, data may be transferred under appropriate safeguards.

Some of these partners operate outside South Africa; we ensure that adequate protection and safeguards are in place in line with POPIA and, where applicable, the General Data Protection Regulation (GDPR).

6. Retention

We retain personal data only as long as necessary for the purposes described above, including any legal, accounting or reporting obligations. For example, we retain order and invoice records for at least 6 years to comply with tax laws. When data is no longer required, we securely delete or anonymise it.

7. Your Rights

You have the right to:

• Access – request a copy of the personal information we hold about you.

• Correct – ask us to correct or update any inaccurate or incomplete information.

• Delete – request the deletion of your personal information when it is no longer required or if processing is unlawful.

• Object – object to processing based on our legitimate interests or to direct marketing.

• Withdraw consent – withdraw your consent at any time where processing is based on consent (e.g., marketing).

• Data portability – request that we provide your data in a structured, commonly used format (where technically feasible).

To exercise these rights, please email info@hydramatics.co.za. We may require proof of identity to verify your request. If you believe we have not complied with your rights, you may lodge a complaint with the Information Regulator or your local data protection authority.

8. Security

We employ industry‑standard security measures to protect your information, including encryption of data in transit (SSL), secure servers, firewalls, access controls, routine security audits and staff training. While we strive to protect your personal information, no online system is completely secure. You are responsible for keeping your account credentials confidential.

9. Changes to this Policy

We may update this Privacy Policy from time to time. Material changes will be posted on our website and, where appropriate, notified by email. Please review this policy periodically to stay informed.

10. Contact

For any privacy questions or requests, please contact info@hydramatics.co.za or call +27 11 608 1340. Our postal address is 15 Village Crescent, Linbro Business Park, Sandton 2065, South Africa.