Firearm Licensing Assistance SA

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Privacy Policy

Last updated: 27 June 2026

Firearm Licensing Assistance SA, trading as FLA SA (“FLA SA”, “we”, “us” or “our”), respects your privacy and is committed to processing personal information responsibly and in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).

This policy explains how we collect, use, store and share personal information when you visit firearmlicencesa.co.za, submit an enquiry, contact us through WhatsApp or email, or engage us for administrative assistance.

FLA SA is an independent administrative support service. We are not SAPS or another government authority. Final decisions concerning firearm licence and competency matters remain with the relevant authorities.

1. Responsible party

The responsible party is:

Firearm Licensing Assistance SA, trading as FLA SA
14 Reghoek Street
George, Western Cape
South Africa

Email: info@firearmlicencesa.co.za
Phone and WhatsApp: 062 147 3365
Information Officer: [Insert confirmed name]

Questions or requests concerning personal information may be sent to these contact details.

2. Information we collect

Depending on how you interact with us, we may collect:

  • Your name.
  • Phone or WhatsApp number.
  • Email address.
  • Region or location.
  • The service you require.
  • Information included in your message.
  • Communication and follow-up records.
  • CRM records used to manage enquiries and client matters.
  • Billing and administrative information if you become a client.
  • Basic technical information, such as your IP address, browser, device, access time, referring page and pages visited, where collected by the website or active analytics tools.
  • Additional information reasonably required to provide an agreed service.

If you become a client, later administrative records may contain identity information, licence or competency history, or other sensitive personal information. This information is not requested through the website’s first-contact form and should only be provided through a later process agreed with FLA SA.

3. Do not submit sensitive documents through the website

The website contact form is intended only for an initial enquiry. It is not a document-submission portal.

Please do not enter or submit:

  • Identity numbers or copies of identity documents.
  • Licence or competency documents.
  • Criminal-history information.
  • Medical information.
  • Financial account information.
  • Other confidential or sensitive documents.

If further information is required, FLA SA will explain what is needed and agree on a suitable communication method.

4. How we collect information

We may collect personal information:

  • Directly from you through the website form.
  • When you contact us by telephone, WhatsApp or email.
  • During conversations and the delivery of agreed services.
  • Automatically through website logs, cookies or analytics tools, where enabled.
  • From someone you have authorised to communicate with us.
  • From another lawful source where permitted by POPIA.

5. Why we process information

We may process personal information to:

  • Receive and respond to enquiries.
  • Contact you about a service you requested.
  • Determine whether FLA SA can assist you.
  • Provide and administer agreed services.
  • Create and maintain enquiry or client records.
  • Manage communication, appointments, follow-ups and billing.
  • Maintain the security and performance of the website.
  • Understand general website usage where analytics are enabled.
  • Prevent misuse, fraud or security incidents.
  • Meet legal, regulatory, accounting or record-keeping obligations.
  • Establish, exercise or defend legal rights.

Providing information through the website is voluntary. However, we may be unable to respond or assist if you do not provide the information reasonably required for your enquiry.

6. Grounds for processing

Depending on the circumstances, we process personal information because:

  • You have consented to the processing.
  • Processing is necessary to respond to your request before entering into an agreement.
  • Processing is necessary to perform an agreement with you.
  • Processing is required or authorised by law.
  • Processing protects a legitimate interest of you, FLA SA or another party, provided that it remains reasonable and lawful.

Where processing depends on consent, you may withdraw that consent. This will not invalidate processing that was lawful before the withdrawal.

7. Website form, email and WhatsApp

The website contact form is provided through Elfsight. Information submitted through the form may pass through Elfsight’s systems before reaching FLA SA or an integrated business system.

Email messages are processed through the relevant email providers. When you contact us through WhatsApp, your use of that service is also governed by WhatsApp’s terms and privacy practices.

These providers may operate or process information outside South Africa.

8. Sharing personal information

We do not sell personal information.

Where reasonably necessary, information may be processed by or shared with:

  • Website hosting and maintenance providers.
  • WordPress, Elementor and website-security providers.
  • Elfsight, which provides the contact form.
  • Email and telecommunications providers.
  • WhatsApp and its related service infrastructure.
  • The CRM used to manage enquiries and client records.
  • Backup and information-technology providers.
  • Analytics providers, if analytics are enabled.
  • Payment, bookkeeping, accounting or professional advisers.
  • Regulators, courts, law-enforcement bodies or public authorities where disclosure is required or authorised by law.
  • Another person where you instruct or authorise us to share the information.

Where providers process information on our behalf, appropriate confidentiality and security requirements should apply.

9. Cross-border processing

Some website, form, communication, CRM, hosting, backup or analytics providers may store or process information outside South Africa.

Where personal information is transferred outside South Africa, FLA SA will seek to use a lawful basis and appropriate safeguards permitted by POPIA. These may include adequate privacy protections, binding agreements, consent where appropriate, or a transfer necessary to provide a service or take steps requested by you.

10. Cookies and analytics

The website may use cookies or similar technologies for:

  • Essential website operation.
  • Security and contact-form functionality.
  • Remembering website settings.
  • Measuring website traffic and performance.
  • Understanding how visitors use the website.

Where required, non-essential cookies will be used only after an appropriate choice has been provided.

You can control cookies through your browser settings, although disabling essential cookies may affect website functionality.

11. Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, or for as long as retention is required or authorised by law, a contract, consent or another lawful purpose.

Retention may differ between enquiries, client records, emails, WhatsApp conversations, CRM records, financial records, security logs and backups.

When we are no longer authorised to retain personal information, we will delete, destroy or de-identify it as soon as reasonably practicable, subject to lawful backup and record-management processes. This reflects POPIA’s retention requirements. Official POPIA text

Before publication: FLA SA must confirm how long information is actually retained across Elfsight, email, WhatsApp, the CRM and backups. No fixed retention period has yet been supplied.

12. Information security

We use appropriate and reasonable technical and organisational measures designed to protect personal information against:

  • Loss or damage.
  • Unauthorised destruction.
  • Unlawful access.
  • Unauthorised disclosure.
  • Unlawful processing.

These measures may include access controls, account security, software updates, backups, confidentiality requirements and service-provider safeguards.

No internet, email, messaging or storage system can be guaranteed completely secure. If a security compromise occurs, we will respond and notify the Information Regulator and affected individuals where required by POPIA.

13. Your rights

Subject to POPIA and other applicable laws, you may:

  • Ask whether we hold personal information about you.
  • Request access to your personal information.
  • Ask us to correct inaccurate or outdated information.
  • Request deletion where we are no longer authorised to retain the information.
  • Object to certain processing on reasonable grounds.
  • Withdraw consent where consent is the basis for processing.
  • Ask us to stop direct marketing.
  • Lodge a complaint with the Information Regulator.

We may request reasonable proof of identity before processing a request. Some rights may be limited where retention or disclosure is required or permitted by law.

Requests may be sent to info@firearmlicencesa.co.za.

14. Direct marketing

Responding to your enquiry or following up on a service you requested does not automatically give FLA SA permission to send unrelated marketing.

Electronic direct marketing will only be sent where permitted by POPIA. Marketing messages will identify the sender and provide a reasonable, free method of opting out.

15. Automated decisions

FLA SA does not use the website form or CRM to make decisions with legal or similarly significant effects based solely on automated processing.

Final decisions about firearm licence and competency matters are made by the relevant authorities, not FLA SA.

16. Complaints

We encourage you to contact FLA SA first so that we can try to resolve your concern.

You may also lodge a complaint with the Information Regulator:

Information Regulator (South Africa)
Woodmead North Office Park
54 Maxwell Drive
Woodmead, Johannesburg, 2191

Telephone: 010 023 5200
Toll-free: 0800 017 160
General enquiries: enquiries@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
Website: inforegulator.org.za

The Regulator’s current complaint process and POPIA Form 5 are available on its official complaints page.

17. Changes to this policy

We may update this policy when our website, services, providers or legal obligations change. The latest version will be published on the website with its effective date.

18. Contact FLA SA

For privacy questions or requests:

FLA SA
14 Reghoek Street
George, Western Cape
South Africa

Email: info@firearmlicencesa.co.za
Phone and WhatsApp: 062 147 3365