Registration Number: CK 2015/051236/07  


Registered Office Address:  

5th Floor, The Point, 76 Regent Road, Sea Point, Cape Town, South Africa, 8060.  Prepared in terms of the Protection of Personal Information Act 4 of 2013 (‘POPI’),  in addition to OCTOTEL’s POPI/ PAIA Manual.  


1.1. “OCTOTEL” means Octotel (Pty) Ltd, a private company registered as  such in South Africa;  

1.2. “User” means any person who makes use of the OCTOTEL Website/ Mobile/ products and/  or services;  

1.3.“consent’’ means any voluntary, specific, and informed expression of will in terms of which  permission is given for the processing of personal information;  

1.4. ‘‘electronic communication’’ means any text, voice, sound, or image message sent over an  electronic communications network which is stored in the network or in the recipient’s terminal  equipment until it is collected by the recipient;  

1.5. “personal information’’ means information relating to an identifiable, living, natural person,  and where it is applicable, an identifiable, existing juristic person, including, but not limited to—  (a) information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or  social origin, colour, sexual orientation, age, physical or mental health, well-being, disability,  religion, conscience, belief, culture, language and birth of the person;  

(b) information relating to the education or the medical, financial, criminal or employment history  of the person;  

(c) any identifying number, symbol, e-mail address, physical address, telephone number,  location information, online identifier or other particular assignment to the person;  (d) the biometric information of the person;  

(e) the personal opinions, views or preferences of the person;  

(f) correspondence sent by the person that is implicitly or explicitly of a private or confidential  nature or further correspondence that would reveal the contents of the original correspondence;  (g) the views or opinions of another individual about the person; and  

(h) the name of the person if it appears with other personal information relating to the person or  if the disclosure of the name itself would reveal information about the person;  

1.6.‘‘processing’’ means any operation or activity or any set of operations, whether or not by  automatic means, concerning personal information, including— 

(a) the collection, receipt, recording, organisation, collation, storage, updating or modification,  retrieval, alteration, consultation or use;  

(b) dissemination by means of transmission, distribution or making available in any other form;  or  

(c) merging, linking, as well as restriction, degradation, erasure or destruction of information;  2. CONSENT  

By utilising the OCTOTEL website, mobile app, or any of OCTOTEL’s products or services, the  User agrees and consents to the collection and lawful processing of their personal information,  for a specific purpose as detailed within the provisions of this Privacy Policy.  


3.1. To register for any of the OCTOTEL products and/or services,  

the User will need to provide personally identifiable information which  

will be entered into the OCTOTEL database and lawfully processed.  

3.2. OCTOTEL may be a Responsible Party/ Operator as defined in the Protection of Personal  Information Act, 4 of 2013 (‘POPI’) and as such OCTOTEL will endeavour to take all reasonable  measures to protect the User’s personal information.  

3.3. Should the User provide OCTOTEL with personal information by way of  electronic mail correspondence, ticketing system, telephonically, chat  

or other direct means, that personal information will be utilised insofar  

as it is necessary to address the matters raised by the User in the  

correspondence. OCTOTEL may refer such personal information to a  

third party should it be necessary for such third party to assist with the  

query or concern.  

3.4. Except where the law and/or this Privacy Policy provides otherwise,  OCTOTEL undertakes to protect the confidentiality of the personal  

information supplied while contracting for the OCTOTEL  

products and/or services. OCTOTEL may however disclose the User’s  

personal information to:  

3.4.1. its employees;  

3.4.2. vetted third party service providers (Operator in terms of POPI) who assist OCTOTEL  with providing services and/or products to the User;  

3.4.3. law enforcement, government officials and fraud detection  


3.4.4. to any other person, should such disclosure be required in terms of  any applicable law, subpoena, order of court or legal process.  

3.5. OCTOTEL undertakes not to sell or otherwise dispose of the User’s  personal information. 

3.6. Notwithstanding the above, the User agrees that OCTOTEL may utilise  the User’s personal information to inform the User of special offers and  promotional material, provided that the User may opt-out of receiving  

such material and information.  

3.7. Should the User’s personal information change, the User is obliged to inform  OCTOTEL and provide the updated correct information to  

OCTOTEL. The User agrees that it will not impersonate or misrepresent  any of its personal information.  

3.8. The User may request access to any of their personal information held or stored  by OCTOTEL.  


4.1. When accessing OCTOTEL’s website or mobile a, the User agrees and  accepts that the following non-identifiable information will automatically  be collected and stored for OCTOTEL’s benefit:  

4.1.1. the internet protocol (IP) address from which the User accesses  OCTOTEL’s website or mobile app;  

4.1.2. the type of browser and operating system used by the User to  

access OCTOTEL’s website or mobile app;  

4.1.3. the date and time that the OCTOTEL website or mobile app is  

accessed by the User;  

4.1.4. the pages visited by the User.  

4.2. It is recorded and agreed by the User and OCTOTEL that the above  information referred to in this clause 4 will not identify the User  

personally and the User will remain anonymous.  


5.1. To automatically collect the anonymous information which is  

referred to in clause 4 above, the User accepts that OCTOTEL utilises  cookies, which is a small file that is placed on the User’s hard drive to  collect information about the use of the site.  

5.2. Should the User decide that it does not want information collected using  cookies, it shall be the User’s responsibility to alter the way the User’s browser identifies and  manages cookies. The User accepts however, should they alter the use of cookies on their  browser, certain services and features on the OCTOTEL website/app  

may not be available and the User’s use of the website/app may be  


5.3. If the User does not disable the cookies’ function, then the User is  deemed to consent to OCTOTEL’s use of the User’s personal information  collected from the cookies.  


Should OCTOTEL’s website/app contain any links to sites that belong to third  parties, OCTOTEL will not be responsible whatsoever for any use of the User’s  personal information on such sites.  


OCTOTEL makes use of third-party vendors based outside of South Africa, such  vendors will subscribe to similar or better Protection of Information flow than  POPIA.  

Insofar as the order, onboarding, delivery, and support, OCTOTEL will  ensure Third Parties will be addressed and clause 6 above will apply.  

Compliance per section 72 will be achieved through the use of the necessary  contractual commitments from the relevant third parties.  

Examples, some but not all, of third-party international vendors that OCTOTEL  utilise are listed below:  

Zoho: GDPR Privacy Policy  




8.1. OCTOTEL reserves the right, in its sole discretion, to amend this Privacy  Policy which will be displayed on OCTOTEL’s website /app.  

8.2. It is the User’s responsibility to ensure it is acquainted with the latest  terms of the Privacy Policy as displayed on the website /app.  


9.1. Whilst OCTOTEL will do all things reasonably necessary to protect the  User’s rights, OCTOTEL cannot guarantee or accept any liability  whatsoever for the unauthorised or unlawful disclosure of the User’s  personal information, which is in OCTOTEL’s possession, made by third  parties who are not subject to OCTOTEL’s control. 

9.2. The use of OCTOTEL’s website/app is entirely at the User’s own risk  and the User assumes full responsibility for any risk or loss resulting  

from the use of the website/app.  

9.3. OCTOTEL does not make any warranties or representations, whether  express or implied, that the information or files on OCTOTEL’s  


9.4. are free of viruses, spyware, malware, trojans or destructive material  which can corrupt, destroy, disrupt, or compromise the operation,  

stability, security or content of the User’s computer system.  


10.1. Data Messages (as defined in the ECT Act) will be deemed to have been received by us  when we respond to the Data Messages.  

10.2. Data Messages sent by us to a user will be deemed to have been received by such user in  terms of the provisions specified in section 23(b) of the ECT Act.  

10.3. Users acknowledge that electronic signatures, encryption and/or authentication are not  required for valid electronic communications between OCTOTEL and Users.  

10.4. Information to be provided in terms of section 43(1) of the ECT Act:  

10.4.1 Users warrant that Data Messages sent to us from any electronic device used by such  user, from time to time or owned by such user, were sent and or authorised by such user,  personally.  

10.4.2. This Website is owned and operated by OCTOTEL Pty Ltd.  

10.5. Address for service of documents per hand: 5th Floor, 76 Regent Rd, The Point Office  Tower, Seapoint, Cape Town 8060.  

10.6. Contact Number: 087 470 0800  

Website – located at  

Email address: