Skip to content Skip to footer

1. Introduction

The South African Society of Archivists (SASA) (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our website hosted at www.saarchivist.co.za and related services.

We comply with South Africa’s Protection of Personal Information Act (POPIA) and the General Data Protection Regulation (GDPR) for visitors from the European Economic Area (EEA).

By using our website, you consent to the terms of this Privacy Policy.

2. Information We Collect

We collect personal data in the following ways:

2.1. Information You Provide

  • When you register or become a member on our site
  • When you subscribe to our newsletter
  • When you participate in forums and discussions
  • When you make payments for memberships or services
  • When you submit forms

2.2. Information Collected Automatically

  • Cookies and Tracking Data
  • IP Addresses and Device Information

2.3. Third-Party Data Collection

  • Payment Information
  • Social Media Data

3. How We Use Your Information

We use the collected data for the following purposes:

  • Membership & Community Features: To manage user accounts and enable community interactions
  • Communication: To send newsletters, updates, and important notices
  • Website Functionality: To process transactions, manage purchases, and provide end user support
  • Analytics & Improvements: To analyse site performance and improve user experience
  • Legal & Security Compliance: To prevent fraud and comply with South African & international data protection laws.

4. Legal Basis for Processing Personal Data

We process personal data based on:

  • User Consent (subscribing to newsletters, accepting cookies)
  • Contractual Necessity (membership registrations, event sign-ups)
  • Legal Obligations (data retention for tax purposes)
  • Legitimate Interests (analysing website traffic to improve services)

5. How We Share Your Data

We do not sell or rent personal data. However, we may share your information with:

  • Third-Party Service Providers for payment processing & communication
  • Analytics Providers to track website performance
  • Law Enforcement & Legal Compliance Authorities when required

6. Data Security & Storage

We implement the following security measures:

  • SSL Encryption for secure data transmission
  • Two-Factor Authentication (2FA) for user accounts (if enabled)
  • Regular Security Audits (via Wordfence or Sucuri Security plugin)
  • Data Minimization & Access Control (only authorized personnel can access user data)

7. Your Rights & Choices

Under POPIA and GDPR, you have the right to:
✅ Access your data
✅ Request correction of inaccurate data
✅ Request deletion (subject to legal obligations)
✅ Withdraw consent for data processing
✅ Opt-out of marketing communications
✅ Lodge a complaint with the Information Regulator (South Africa) or relevant GDPR authorities

To exercise these rights, please contact us at administrator@saarchivist.co.za

8. Cookies & Tracking Technologies

Our website uses cookies to enhance user experience. You can:

  • Accept or Decline Cookies using our Cookie Consent Popup
  • Control Cookies in Your Browser Settings

For more details, refer to our Cookie Policy.

9. Data Retention

We retain user data only for as long as necessary:

  • Membership Data – Retained for the duration of the user’s membership
  • Financial Data – Stored for 10 years for tax compliance
  • Analytics Data – Retained for 2 years for website performance analysis

10. International Data Transfers

If you are located outside South Africa, your data may be transferred internationally, in compliance with GDPR regulations.

11. Third-Party Links

Our website may contain links to external sites. We are not responsible for their privacy policies. Please review their terms before sharing personal information.

12. Updates to This Privacy Policy

We may update this Privacy Policy periodically. Users will be notified of any significant changes via email or a website notice.

13. Contact Us

For any questions about this Privacy Policy, please contact us:

📧 Email: administrator@saarchivist.co.za
📞 Phone: +27 82 580 6320
📍 Address: Office D68, 239 Madiba Street, Pretoria, Gauteng, South Africa, 0001

E-mail
Password
Confirm Password