[LEGAL]
Last updated: Oct 3, 2026
1. Who we are
This Privacy Policy explains how E-Waste Buddies NPC (“EWB”, “we”, “us”, “our”) collects, uses and protects your personal information when you visit ewastebuddies.co.za (the “Website”), book an e-waste collection, or enquire about our services.
EWB is the responsible party for your personal information. We are registered in South Africa under registration number [CIPC/NPO number], with our address at 132 Alexandra Road, Oude Molen Eco-village, Pinelands, 7405.
We process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA) and its regulations. If you are in the European Union or United Kingdom and we offer services to you there, the General Data Protection Regulation (GDPR) may also apply; where it does, you have the additional rights noted in section 8.
2. Information we collect
We collect only the personal information we need for the purposes in section 3, mostly directly from you.
Information you give us
- E-waste collection bookings: when you request a collection, we collect your name, company or organisation name (if applicable), phone number, email address, collection address, the type and approximate quantity of e-waste, preferred collection date and time, site access instructions (such as parking, loading bay or security gate details), and any other notes you add. [If applicable: photos of the items, and whether you need a certificate of recycling or data destruction.]
- Service enquiries: when you contact us about corporate e-waste services, school programmes, partnerships, e-waste drives, data destruction or any other EWB service, we collect your name, job title, organisation, phone number, email address and the details of your enquiry.
- General contact: your name, contact details and anything you write to us through the contact form, email, phone or social media.
- Newsletter and updates: your name, email address and a record of your consent (see section 4).
- [Include only if customers can buy refurbished products on the Website] Orders and payments: billing and delivery address, items purchased and order history. Card payments are processed by [payment provider name]; EWB does not see or store your full card number.
Information collected automatically
- Technical data: IP address, browser type, device type, operating system and approximate location (country or city).
- Usage data: pages visited, links clicked, time spent on pages and the site that referred you.
- Cookies and similar technologies: see section 4.
Information from others
- From your organisation, when a colleague books a collection or makes an enquiry and names you as the on-site contact, and from our service providers (such as analytics or, if applicable, payment providers).
Special personal information. EWB does not intentionally collect special personal information through the Website, such as information about religious or philosophical beliefs, race or ethnic origin, trade union membership, political persuasion, health, sex life, biometric information or criminal behaviour. Please do not include it in forms or messages. If we ever need it for a specific purpose, we will process it only where POPIA permits, for example with your explicit consent.
3. How we use your information
We use your information only for the purposes below, and only where the law gives us a lawful reason to do so.
| Purpose | Information used | Lawful basis (POPIA section 11) |
|---|---|---|
| Schedule and carry out e-waste collections | Collection booking details | Needed to fulfil your request (contract) |
| Issue recycling or data destruction certificates, and report on volumes collected | Collection details, organisation name | Contract; legal obligation under waste and environmental laws |
| Respond to corporate, school, partnership, e-waste drive and other enquiries | Enquiry details | Needed to take steps you asked for before an agreement; our legitimate interest in answering you |
| Send newsletters and updates | Name, email address | Your consent, or existing customer relationship (see section 4) |
| Run, secure and improve the Website | Technical and usage data | Our legitimate interest in a safe, working website |
| Understand how visitors use the Website | Analytics cookies, usage data | Your consent |
| [Only if online sales] Process and deliver orders | Order details | Contract |
| Keep financial and tax records | Invoices, payment records | Legal obligation |
We will not use your information for a new purpose that is unrelated to the one it was collected for without telling you first and, where required, asking for your consent.
We do not sell your personal information.
4. Direct marketing and newsletters
We follow section 69 of POPIA for electronic direct marketing by email, SMS or WhatsApp:
- New contacts: we send you marketing only if you have opted in, for example by ticking an unticked box when you book a collection or sign up on the Website.
- Existing customers: if you have used our services, we may tell you about similar EWB services, but only if we gave you the chance to opt out when we collected your details and you did not.
- Every message identifies EWB and includes a working unsubscribe link or opt-out instruction.
- Withdrawing consentis free and easy: click “unsubscribe”, reply “STOP”, or email [privacy email]. We will stop within [5] working days and keep only a record that you opted out, so we do not contact you again.
Service messages about a collection you booked (such as confirmations and driver updates) are not marketing and do not need opt-in consent.
5. Cookies and tracking
Cookies are small text files stored on your device when you visit a website. We use them as follows:
| Type | What it does | Tools used | Can you turn it off? |
|---|---|---|---|
| Strictly necessary | Keeps the Website working, e.g. form submission, security and remembering your cookie choice | [Website platform, e.g. WordPress / Wix] | No, the Website needs these |
| Analytics | Counts visits and shows us which pages are used | [Confirm: name only tools actually installed, or delete this row] | Yes |
| Marketing | Measures adverts and shows relevant ads on other sites | [Confirm: name only tools actually installed, or delete this row] | Yes |
When you first visit, our cookie banner lets you accept or reject non-essential cookies; rejecting is as easy as accepting. Analytics and marketing cookies load only after you accept. You can change your choice at any time through the “Cookie settings” link in the Website footer, or by deleting cookies in your browser.
6. Who we share your information with
We share personal information only when needed, and only with:
- Operators (service providers) who process information on our behalf, such as website hosting, email and booking tools, logistics and collection partners, and [only if online sales] our payment provider. Under POPIA sections 20 and 21, they may use it only on our instructions and must keep it secure under a written agreement.
- Licensed recycling and processing partners, only where needed to process your e-waste and issue certificates. We share organisation and collection details, not marketing information.
- Professional advisers such as lawyers, auditors and accountants, where necessary.
- Regulators and authorities, such as the Department of Forestry, Fisheries and the Environment, SARS, courts or law enforcement, when the law requires it.
- A buyer or successor if our organisation is restructured or merged, in which case this policy will continue to protect your information.
Transfers outside South Africa. Some of our tools, such as [email, hosting or analytics providers], may store information on servers outside South Africa. Under section 72 of POPIA, we transfer personal information across borders only where the recipient is bound by laws, binding corporate rules or an agreement that gives adequate protection, or where you consent or the transfer is needed to carry out your request.
7. How long we keep it and how we protect it
Under section 14 of POPIA, we keep personal information only as long as we need it for its purpose, or longer where the law requires it.
| Information | How long we keep it | Reason |
|---|---|---|
| Collection bookings, collection records and certificates | [EWB to confirm, e.g. 5 years after collection] | Waste tracking and reporting duties under EWB’s waste licence / registration [EWB to confirm] |
| Invoices and accounting records | 7 years | Companies Act 71 of 2008 (section 24) |
| Tax-related records | At least 5 years from the date the return is submitted | Tax Administration Act 28 of 2011 (section 29) |
| Enquiries that did not lead to a service | [EWB to confirm, e.g. 12 months after last contact] | No longer needed after that |
| Newsletter subscriptions | Until you unsubscribe; opt-out record kept indefinitely | To respect your opt-out |
| Analytics data | [Match the retention setting in the analytics tool] | Website improvement |
After that, we delete, destroy or anonymise it.
Security. Under section 19 of POPIA, we use reasonable technical and organisational measures to protect your information, including encrypted (HTTPS) connections, access controls and secure hosting. No system is completely secure. If we have reasonable grounds to believe your information has been accessed by an unauthorised person, we will notify the Information Regulator and you as soon as reasonably possible, as section 22 requires.
8. Your rights
Under POPIA, you have the right to:
- Access the personal information we hold about you (section 23).
- Correct or delete information that is inaccurate, out of date, excessive or unlawfully held (section 24).
- Object to processing based on our legitimate interests, and to direct marketing at any time (section 11(3)).
- Withdraw consent at any time, without affecting processing that happened before.
- Complain to the Information Regulator (section 74).
If the GDPR applies to you, you also have the right to restrict processing and to receive your information in a portable, machine-readable format.
To use these rights, email our Information Officer at [privacy email]. We may ask you to verify your identity, and we will respond within a reasonable time, normally [30 days]. Access requests are handled under our PAIA manual, available at [link to EWB PAIA manual].
9. Children and school programmes
Parts of the Website describe EWB’s school and youth programmes, such as e-waste drives and recycling education. Those pages are meant for teachers, school administrators, parents and guardians, who make bookings and enquiries on a school’s behalf.
Under POPIA, a child is anyone under 18. EWB does not knowingly collect personal information from children through the Website without the consent of a parent, guardian or other competent person, as section 35 requires. We ask schools to send us only the adult contact details we need, not learners’ details. [If EWB collects learner names, photos or competition entries: describe what is collected, why, and how consent is obtained.] If you believe a child has sent us personal information without consent, contact us and we will delete it.
10. Links to other websites
The Website may link to sites we do not control. This policy does not cover them, so please read their privacy policies.
11. Changes to this policy
We may update this policy from time to time. We will post the new version on this page with a new “Last updated” date and, for significant changes, notify you by email or a notice on the Website.
12. Information Officer and complaints
For questions about this policy or your personal information, contact EWB’s Information Officer, registered with the Information Regulator:
- Name: [Registered Information Officer name]
- Email: [privacy email]
- Phone: [phone number]
- Address: 132 Alexandra Road, Oude Molen Eco-village, Pinelands, 7405
- Information Regulator registration number: [if available]
If you are not satisfied with our response, you may lodge a complaint with the Information Regulator (South Africa) at inforegulator.org.za. If the GDPR applies to you, you may also complain to your local data protection authority.