Privacy Notice

Last updated: 12 May 2026  ·  Version 1.0

This Privacy Notice describes how Fate Ondaba ("we", "us", "our") collects, uses, discloses and protects personal information submitted through our website, in line with the Protection of Personal Information Act, 2013 (POPIA) of South Africa.

By submitting the quote request form, you confirm that you have read this notice and consent to your information being processed for the purposes set out below.

1. Who we are

Items in square brackets are placeholders. They should be updated with your registered company details before this notice goes live.

2. What personal information we collect

When you submit a quote request through this website, we collect the following information that you provide directly:

Identifying information

• Your name
• Company name (if applicable)
• Email address
• Phone number
• VAT or company registration number (if you choose to provide it)
• Your role (consultant, developer, property owner, contractor, other)

Project information

• Project location (suburb, area or address)
• Type of work required
• Whether the project relates to the City of Tshwane
• Programme dates (start, deadline)
• Indicative budget (if you choose to provide it)
• Drawings, BOQs, site photos and specifications you upload
• Free-text scope description and additional context

Technical information collected automatically

• Your IP address and approximate browser/device details (recorded for security and anti-spam purposes only)
• The date and time of your submission

We do not collect or store any payment card information, ID numbers, banking details, or special-category personal information (such as health, religion, or biometric data) through this form.

3. Why we collect it (purpose)

We process your personal information for the following specific, lawful purposes:

• To prepare and send you a quotation in response to your enquiry, including any clarifying communication required.
• To enter into a contract with you, should you accept our quotation.
• To meet legal and regulatory obligations applicable to municipal water and sanitation contracting in South Africa.
• To maintain records for accounting, tax, audit, and dispute-resolution purposes.
• To improve our services and the accuracy of future quotations through internal analysis.
• To detect and prevent fraud or abuse of our website (e.g. spam, malicious uploads).

4. Lawful basis for processing

We rely on the following lawful bases under POPIA section 11:

Activity	Lawful basis
Preparing a quotation in response to your enquiry	Your consent (POPIA s 11(1)(a)) and pre-contractual steps at your request (s 11(1)(b))
Performing a contract you enter into with us	Necessary for contract performance (s 11(1)(b))
Keeping accounting and tax records	Legal obligation (s 11(1)(c))
Security, anti-spam and fraud prevention	Legitimate interest (s 11(1)(f))

5. Who we share it with

We do not sell, rent or trade your personal information. We share it only with:

• Our staff, on a need-to-know basis, for the purpose of preparing your quotation and responding to your enquiry.
• Our email and hosting providers (currently Hostinger International) as the technical infrastructure that delivers the website and transmits your enquiry to us. These providers process data on our instructions only.
• Professional advisors (accountants, auditors, legal counsel) where reasonably necessary, and bound by confidentiality.
• Regulators or courts, where we are legally required to disclose information.

We do not transfer your information outside South Africa for marketing purposes. Where our service providers (such as Hostinger) operate data infrastructure abroad, we take reasonable steps to ensure equivalent levels of protection in line with POPIA section 72.

6. How long we keep it

We retain quote-request submissions for:

• Up to 12 months from submission if the enquiry does not result in a contract, after which the record is securely deleted.
• For the duration of any contract, plus the minimum period required by South African tax and company law (currently 5 years from the end of the relevant tax year, in line with the Tax Administration Act and the Companies Act).

7. How we protect it

We apply reasonable technical and organisational measures to protect your personal information, including:

• HTTPS encryption of all data submitted through this website.
• Restricted server-side storage that is not accessible via direct URL.
• Access controls limiting who within our organisation can view submissions.
• Authenticated SMTP for email notifications.
• File-type and size restrictions on uploads to reduce malware risk.

While we apply reasonable safeguards, no internet-based transmission is ever entirely secure, and you submit information at your own risk.

8. Your rights under POPIA

You have the right to:

• Access the personal information we hold about you.
• Correct any inaccurate or out-of-date information.
• Request deletion of your information where we no longer have a lawful basis to retain it.
• Object to the processing of your information for direct marketing purposes (we do not currently send marketing, but this right applies if that changes).
• Withdraw your consent to processing at any time, where consent was the basis for that processing (this will not affect processing that has already taken place).
• Lodge a complaint with the Information Regulator if you are unhappy with how we handle your information.

How to exercise your rights

Email us at info@fateondaba.co.za with the subject line "POPIA request" and tell us which right you wish to exercise. We will respond within a reasonable period and no later than 30 days from receipt of your request.

9. The Information Regulator

If you believe your rights under POPIA have been infringed, you may lodge a complaint with the Information Regulator of South Africa:

10. Cookies

Our website does not currently use tracking cookies or analytics that identify individual visitors. If this changes in future, this notice will be updated and you will be asked to consent to non-essential cookies before they are set.

11. Changes to this notice

We may update this Privacy Notice from time to time to reflect changes in our practices, technology, legal requirements or other factors. The "Last updated" date at the top of this page will reflect the most recent revision. Material changes will be highlighted on this page for a reasonable period after publication.

12. Contact us

Questions about this Privacy Notice or how we handle your personal information? Please contact our Information Officer at info@fateondaba.co.za.