My Community Solutions — Privacy Policy

Effective date: 30 April 2025

This Privacy Policy explains how My Community Solutions (“MCS“, “we”, “us”, “our”) collects, uses, shares, and safeguards personal information when you visit https://mycommunitysolutions.co.za/ (the “Website”), contact us, or use our products and services (the “Services”). It is aligned to the Protection of Personal Information Act, 2013 (POPIA) and, where relevant, the Electronic Communications and Transactions Act, 2002 (ECTA) and Consumer Protection Act, 2008 (CPA).

By using our Website or Services, you agree to this Policy. If you do not agree, please discontinue use.

1) Who we are (Responsible Party)

Information Officer: The proprietor (or appointed delegate).
Contact for privacy enquiries: info@mycommunitysolutions.co.za

2) What personal information we collect

The personal information we collect depends on how you interact with us. We may collect:

2.1 Identity & contact details — name, surname, organisation, role, email address, phone number, billing/shipping address, ID or VAT number (where legally required).

2.2 Transaction & payment data — order details, invoices, amounts paid, last four digits of card or masked payment references. We do not store full card details; these are processed by our payment gateways.

2.3 Communications — emails, chat messages, feedback, support requests, call notes.

2.4 Website & device data — IP address, device/browser type, pages visited, referring pages, timestamps, cookies, pixels, and similar technologies.

2.5 Service delivery data — materials you provide for projects (e.g., documents, images, stakeholder lists), attendance registers for events/workshops, recordings where sessions are recorded (with notice).

2.6 Marketing preferences — newsletter subscriptions, event RSVPs, consents/opt‑outs.

Special personal information (as defined in POPIA) is not intentionally collected unless necessary and lawful (e.g., criminal checks for specific roles, or health/safety info for catered events) and then only with appropriate notices and safeguards.

3) How we collect information

  • Directly from you when you contact us, request a quote, pay online, attend events/workshops, or submit forms.

  • Automatically via cookies/analytics when you use the Website.

  • From third parties such as payment processors, webinar platforms, or publicly available sources (e.g., your organisation’s website or social profiles) where lawful.

4) Purposes and lawful bases for processing

We process personal information for the following purposes under POPIA’s lawful grounds (consent, contract, legal obligation, legitimate interests):

  1. Provide Services and fulfil contracts — to scope, deliver, invoice, provide support, and manage accounts.

  2. Payments & fraud prevention — to process transactions via secure gateways and detect/prevent fraudulent activity.

  3. Communications — to respond to enquiries, send operational notices, and service updates.

  4. Events/workshops — to register attendees, manage access, distribute materials, and certify participation.

  5. Marketing (direct marketing rules apply) — to send newsletters, offers, surveys, or event invites. You can opt out at any time (see Section 10).

  6. Website analytics & improvement — to understand usage and improve content, security, and performance.

  7. Legal & compliance — to keep statutory records, comply with tax and accounting laws, and address disputes/claims.

5) Cookies and analytics

We use cookies and similar technologies to operate the Website, remember preferences, and measure performance.

  • Essential cookies — required for security and core features (cannot be disabled).

  • Analytics cookies — help us understand traffic and content performance.

  • Marketing cookies — used if we run campaigns or embedded media.

You can control cookies in your browser settings. If we use analytics tools (e.g., Google Analytics or similar), they may set their own cookies and receive de‑identified usage data. Disabling non‑essential cookies may affect Website functionality.

6) Payment processing

Online payments are handled by third‑party payment gateways. We receive confirmation of payment and limited transaction metadata; we do not collect or store full card numbers. Your card information is processed under the gateway’s security and privacy standards (e.g., PCI‑DSS). Please review the relevant gateway’s privacy policy during checkout.

7) Sharing and disclosure

We share personal information only as necessary and with safeguards:

  • Operators (processors) who assist us in delivering the Services (e.g., payment gateways, email and cloud hosting, project tools, webinar platforms, couriers). They are bound by confidentiality and POPIA‑aligned data processing obligations.

  • Professional advisers (legal, accounting, auditing) under confidentiality.

  • Legal/regulatory — where required by law, court order, or to protect our rights, users, or the public.

  • Business transfers — if we restructure or transfer parts of the business, information may form part of the transferred assets (subject to POPIA).

We do not sell personal information.

8) Cross‑border transfers

Some Operators or systems may be located outside South Africa. When we transfer personal information cross‑border, we do so in compliance with POPIA section 72, using appropriate safeguards (e.g., processing in countries with adequate protection, contractual clauses, or your consent).

9) Security

We implement reasonable, appropriate technical and organisational measures to protect personal information, including access controls, encryption in transit (HTTPS), least‑privilege access, and regular updates. However, no method of transmission or storage is 100% secure. If we become aware of a security compromise that may materially affect you, we will notify you and the Information Regulator where required by law.

10) Your rights (POPIA data subject rights)

You have the right to:

  • Access the personal information we hold about you.

  • Request correction of inaccurate, incomplete, or outdated information.

  • Request deletion where retention is no longer necessary or lawful.

  • Object to certain processing (including direct marketing) or withdraw consent where processing is based on consent.

  • Request restriction of processing in certain cases.

  • Data portability (where applicable) for information you have provided to us in a structured, commonly used format.

To exercise your rights, contact info@mycommunitysolutions.co.za. We may require verification of identity and will respond within the timeframes required by POPIA. You may also lodge a complaint with the Information Regulator (South Africa)—see their website for current contact details: https://inforegulator.org.za/.

11) Direct marketing

We may send you marketing communications in compliance with POPIA section 69 and ECTA. You can opt out at any time by using the unsubscribe link in emails or by contacting info@mycommunitysolutions.co.za. We will honour opt‑out requests promptly.

12) Retention

We keep personal information only as long as necessary for the purposes described, including to meet legal, accounting, and reporting requirements (e.g., tax records). When retention is no longer required, we take reasonable steps to delete, de‑identify, or anonymise information.

13) Children

Our Services are intended for adults and general business audiences. We do not knowingly collect personal information from children under 18 without appropriate consent as required by law. If you believe a child has provided us information, please contact us to delete it.

14) Third‑party links

The Website may contain links to third‑party sites or services not operated by MCS. We are not responsible for their privacy practices. We encourage you to review their policies before providing personal information.

15) Changes to this Policy

We may update this Policy from time to time. The latest version will be posted on the Website with a revised Effective date. Your continued use after changes take effect constitutes acceptance of the updated Policy.

16) Contact us

Questions or requests about this Policy or your personal information:

My Community Solutions
426–428 Bartle Rd, Umbilo, Durban, KwaZulu‑Natal, South Africa
Email: info@mycommunitysolutions.co.za
Phone: 068 923 6600
Website: https://mycommunitysolutions.co.za/