Privacy Policy

Last updated: September 2025

1. Purpose

This Privacy Policy explains how Haygrove Tunnels South Africa (Pty) Ltd (“Haygrove”, “we”, “our”, or “us”) obtains, collects, uses, discloses, and safeguards your personal information, in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

Haygrove is committed to protecting your privacy and ensuring that your personal information is processed lawfully, transparently, and securely.

This Policy applies to all personal information processed by Haygrove, whether through our website, during the provision of goods and services, through recruitment processes, or in the course of employment and contractor relationships.

2. Our Details

• Responsible Party: Haygrove Tunnels South Africa (Pty) Ltd
• Registration Number: 1997/001037/07
• Physical Address: Panorama Farm, Appletiser Road, Grabouw, 7160
• Postal Address: PO Box 498, Grabouw, 7160
• Telephone: +27 (0)21 859 1026
• Website:haygrove.co.za
• Email: privacy@haygrove.co.za
• Information Officer: Richard Mark Pritchett
• Admin Information Officer: Klaire Pritchett
• Contact: privacy@haygrove.co.za | Tel: +27 (0)21 859 1026

3. Information We Collect

We may collect and process the following categories of personal information depending on your interaction with Haygrove:

• Identity Information: Names, identity number, passport details, date of birth, nationality, gender, company registration numbers, and copies of identification documents.
• Contact Information: Telephone numbers, email addresses, postal and physical addresses.
• Financial Information: Bank account details, payment card details, VAT registration, invoices, credit checks, and payroll information (for employees).
• Employment Information: CVs, qualifications, work history, references, performance records, and compliance checks.
• Technical Information: IP address, browser type, device identifiers, operating system, and cookies when you use our website.
• Usage Information: Access logs, website interaction data, and purchasing history.
• Marketing & Communications Information: Marketing preferences, consent records, and communications history.
• Special Personal Information: Information relating to race, health, trade union membership, or biometrics, where required by law or with explicit consent.

We may also process aggregated/anonymised data for statistical, research, or service-improvement purposes.

4. Purpose of Collection and Lawful Basis

We process personal information only for lawful purposes and in accordance with POPIA. These purposes include:

• Contractual Necessity: Delivering products and services, processing payments, invoicing, and managing accounts.
• Legal Obligation: Compliance with South African tax, labour, health & safety, and regulatory requirements.
• Consent: Sending newsletters, marketing, or optional surveys (only where you have provided explicit consent).
• Legitimate Interest: Improving customer service, website performance, and internal administration.
• Employment: Managing recruitment, payroll, benefits, and HR functions.

5. Disclosure of Information

Haygrove will not sell or trade your personal information. Information may be disclosed only under the following conditions:

• Service Providers & Contractors: Couriers, IT support, cloud hosting providers, HR/payroll processors, and other suppliers, subject to written agreements and confidentiality undertakings.
• Group Companies & Successors: In the event of mergers, acquisitions, or restructuring, with equivalent data protection commitments.
• Professional Advisers: Auditors, lawyers, insurers, and consultants under confidentiality.
• Regulators & Law Enforcement: Where required by law or for fraud prevention, security breaches, or enforcement of contracts.
• Overseas Transfers: To service providers outside South Africa, subject to contractual safeguards ensuring compliance with POPIA.

6. Storage and Security

• We store personal information on secure servers or authorised third-party systems.
• Safeguards include encryption, firewalls, role-based access controls, and regular audits.
• While we take reasonable measures to protect your information, no system is 100% secure.
• In the event of a data breach, Haygrove will notify both the Information Regulator and affected individuals within the time periods required by law, and implement remedial action.

7. International Transfers

If personal information is transferred to or stored in jurisdictions without data protection laws equivalent to South Africa, we will take reasonable steps (such as contractual clauses or service provider agreements) to ensure that your information remains adequately protected.

8. Retention of Information

We will retain personal information only for as long as necessary to fulfil the purposes outlined in this Policy or as required by law. Retention periods are determined by:

• Applicable legal, regulatory, tax, or accounting requirements.
• The sensitivity of the information.
• The purposes for which it was collected.
• Legitimate business needs or evidentiary requirements.

When no longer required, information will be securely destroyed, deleted, or anonymised.

9. Accuracy and Updating of Information

We take reasonable steps to ensure that personal information is accurate, complete, and up-to-date. You are responsible for notifying us if your information changes, so we can maintain accurate records.

10. Your Rights Under POPIA

You have the right to:

• Request access to personal information we hold about you.
• Request correction or deletion of personal information.
• Object to the processing of your information in certain circumstances.
• Request restriction of processing.
• Withdraw previously granted consent.
• Lodge a complaint with the Information Regulator of South Africa.

Information Regulator Contact Details:

JD House, 27 Stiemens Street, Braamfontein, Johannesburg

PO Box 31533, Braamfontein, Johannesburg, 2017

Tel: +27 (0)10 023 5207

Email: complaints.IR@justice.gov.za

11. Children’s Privacy

Haygrove does not intentionally collect personal information of children under 18 years of age, unless required by law and with parental or guardian consent.

12. Cookies and Website Tracking

Our website may use cookies, log files, and analytics tools to improve performance and user experience.

• Essential cookies are necessary for site functionality.
• Non-essential cookies (analytics/marketing) require your consent, which can be managed via the cookie banner.
• You may disable cookies through your browser, though this may affect functionality.

13. Policy Updates

This Privacy Policy is reviewed annually and updated as necessary. Updates will be published on our website and, where material, communicated directly via notices or emails.

14. How to Contact Us

If you have queries about this Policy, or wish to exercise your rights under POPIA, please contact:

Information Officer

Haygrove Tunnels South Africa (Pty) Ltd

Email: privacy@haygrove.co.za

Tel: +27 (0)21 859 1026