1. Who we are

RM Process (Pty) Ltd (“RM Process”, “we”, “us” or “our”) is the responsible party for personal information collected through rmprocess.co.za. We process personal information in accordance with South Africa’s Protection of Personal Information Act, 4 of 2013 (“POPIA”).

2. Information we collect

We may collect information that you provide directly through our enquiry form or by email, including:

• your name and business email address;
• your company and project location;
• the engineering capability or service you need;
• the project brief and any information included in your message; and
• records of our correspondence with you.

Our website and service providers may also collect limited technical information such as your IP address, browser and device type, pages visited, referring page and security or server-log information.

3. How we use personal information

We use personal information to:

• respond to enquiries and connect you with the appropriate technical lead;
• assess project requirements and prepare proposals or other pre-contract information;
• deliver and administer services where you engage RM Process;
• operate, secure, troubleshoot and improve our website;
• maintain business and legal records; and
• meet legal, regulatory or professional obligations.

We do not sell personal information. We do not use an enquiry to send unrelated direct marketing unless you have consented or the communication is otherwise permitted by law.

4. Grounds for processing

Depending on the circumstances, we process information because it is necessary to respond to your request, to take steps toward or perform a contract, to comply with a legal obligation, to protect legitimate business or security interests, or because you have given consent where consent is required.

5. Cookies and website analytics

The website may use essential cookies, security technologies, server logs and limited analytics tools to keep the site working, understand general usage and protect it from misuse. You can manage cookies through your browser settings. Blocking some technologies may affect website functionality.

6. Sharing and service providers

We may share information only where reasonably necessary with trusted providers that support our website, hosting, email, IT, security and professional services; with our advisers; or with regulators and authorities where required by law. Providers are expected to protect the information and use it only for the agreed purpose.

7. International processing

Some technology providers may process or store information outside South Africa. Where this occurs, we take reasonable steps to ensure that appropriate safeguards apply in line with POPIA.

8. Retention

We retain personal information only for as long as needed for the purpose for which it was collected, our legitimate operational needs, and applicable legal or professional record-keeping requirements. We then delete, destroy or de-identify it where reasonably practicable.

9. Security

We use reasonable technical and organisational safeguards designed to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. No internet service can be guaranteed to be completely secure, so please avoid including unnecessary sensitive information in a website enquiry.

10. Your rights

Subject to POPIA and applicable exceptions, you may ask us to confirm whether we hold your personal information, request access to it, ask for incorrect information to be corrected, request deletion where appropriate, object to certain processing, or withdraw consent where processing is based on consent.

11. Complaints

Please contact us first so that we can try to resolve your concern. You may also lodge a complaint with South Africa’s Information Regulator. Complaint forms and current contact channels are available at inforegulator.org.za.

12. Company portal and Google account data

Approved employees, consultants and contractors may use a Google Account to sign in to the RM Process Company Portal. When a user authorises the portal, we use the primary Google Account email address only to identify the approved portal profile, apply the correct role and project access, and protect the portal from unauthorised use.

The portal’s external-connection permission allows it to communicate with RM Process’s operational backend to load and submit authorised portal records. It does not give RM Process access to Gmail, Google Contacts, Google Calendar or Google Drive content. We do not sell Google user data or use it for advertising.

A user may remove the portal’s Google authorisation through their Google Account permissions, although doing so may prevent further portal access. Portal privacy or access questions may be sent to [email protected].

13. Updates to this notice

We may update this notice when our website, services or legal obligations change. The latest version will remain available on this page and will show the date of the most recent update.