POPIA Notice
1. Introduction
Firearm Licensing Assistance SA respects your privacy and is committed to protecting the personal information you share with us.
This POPIA Notice explains how we collect, use, store, share and protect personal information in accordance with the Protection of Personal Information Act, 4 of 2013.
Firearm Licensing Assistance SA is an independent private consultancy that assists clients with firearm licence applications, renewals, competency matters, appeals and related SAPS firearm administration. We are not part of or affiliated with the South African Police Service.
2. Personal information we may collect
We may collect personal information when you contact us through our website, WhatsApp, telephone, email, online forms or other communication channels.
This may include:
- Full name
- Mobile number
- Email address
- Town, province or service area
- Preferred contact method
- Service required
- Information you provide about your enquiry
- Documents or supporting information you may later choose to provide
- Communication records relating to your enquiry or service request
- Website usage information, where analytics or tracking tools are used
Please do not submit firearm serial numbers, SAPS reference numbers, identity documents or highly sensitive personal information through the general website enquiry form unless specifically requested through an appropriate channel.
3. Why we collect personal information
We collect and process personal information for the following purposes:
- To respond to your enquiry
- To identify the service you may need
- To contact you about your enquiry or requested service
- To provide information about package options and pricing
- To prepare checklists, documentation guidance or application-related administrative support
- To communicate with you during the service process
- To keep internal records of enquiries and services provided
- To improve our website, communication and client service
- To comply with applicable legal, administrative or business requirements
We only process personal information where it is reasonably necessary for the purpose for which it was provided.
4. How we collect personal information
We may collect personal information directly from you when you:
- Complete a website form
- Contact us by WhatsApp
- Phone us
- Send us an email
- Request a consultation or service
- Provide documents or information for administrative assistance
- Interact with our website
Where possible, we collect information directly from the person to whom the information relates.
5. Consent
By submitting your personal information to Firearm Licensing Assistance SA, you consent to us processing the information for the purpose of responding to your enquiry and providing information about the requested service.
Where a website form includes a POPIA consent checkbox, the checkbox must be selected by you before the form is submitted. It will not be preselected.
You may withdraw consent where legally appropriate, but this may affect our ability to respond to your enquiry or continue assisting you.
6. Sharing of personal information
We do not sell your personal information.
We may share personal information only where necessary and appropriate, including with:
- Internal team members who need the information to assist with your enquiry or service
- Service providers who assist with website hosting, email, CRM, analytics, form processing or technical support
- Professional advisers where required
- Accredited training providers where you request or agree to a referral
- Authorities or third parties where required by law
Any third-party service provider that processes personal information on our behalf is expected to handle that information responsibly and only for the purpose for which it was shared.
7. Use of website tracking and analytics
Our website may use tools such as Google Analytics, Google Tag Manager, Google Ads tracking, Meta Pixel or similar technologies where enabled.
These tools may collect information about how visitors interact with the website, such as page visits, clicks, form interactions, device information and general usage behaviour.
This information helps us understand website performance, improve user experience and measure enquiry activity.
Where cookies or tracking tools are used, they should be managed in accordance with our Privacy Policy and any applicable cookie settings or consent requirements.
8. Storage and security of personal information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.
Personal information may be stored in:
- Email systems
- Website form submissions
- CRM or lead management systems
- Secure business records
- Communication platforms such as WhatsApp or email
- Cloud-based tools used for business administration
We limit access to personal information to people who reasonably need it for the purposes described in this notice.
9. Retention of personal information
We will keep personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or allowed by law.
Enquiry information may be retained for record-keeping, follow-up communication, service history, legal, accounting or administrative purposes.
When personal information is no longer required, we will take reasonable steps to delete, destroy or de-identify it.
10. Your rights
Under POPIA, you may have the right to:
- Ask whether we hold personal information about you
- Request access to your personal information
- Ask us to correct or update inaccurate personal information
- Ask us to delete personal information where appropriate
- Object to certain processing of your personal information
- Withdraw consent where processing is based on consent
- Lodge a complaint with the Information Regulator
We may need to verify your identity before processing any access, correction or deletion request.
11. Accuracy of information
You are responsible for ensuring that the information you provide to us is truthful, accurate and complete.
Firearm Licensing Assistance SA relies on the information provided by clients when assisting with administrative preparation, document organisation and service guidance.
12. Children’s personal information
Our services are intended for lawful applicants and responsible adults dealing with firearm licensing and related administration matters.
We do not knowingly collect personal information from children through this website. If personal information of a child is provided where legally relevant, it must be provided by a parent, guardian or authorised person and handled in accordance with applicable law.
13. Links to other websites
Our website may contain links to third-party websites.
Firearm Licensing Assistance SA is not responsible for the privacy practices, content or security of third-party websites. You should review the privacy notices of any external websites you visit.
14. Contact details
For questions about this POPIA Notice or to request access, correction or deletion of your personal information, please contact us:
Firearm Licensing Assistance SA
Email: info@firearmlicencesa.co.za
Telephone: 062 147 3365
WhatsApp: 062 147 3365
Service area: George, Garden Route and South Africa
15. Information Regulator
You may also contact the Information Regulator of South Africa if you believe your personal information has not been handled correctly.
Information Regulator South Africa
Website: inforegulator.org.za
16. Updates to this notice
Firearm Licensing Assistance SA may update this POPIA Notice from time to time.
The updated version will be published on this website with the latest effective date.