Privacy Policy

IP Office (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA). This policy explains what information we collect, why we collect it, how we use and protect it, and the rights you have over it.

Last updated: June 2026

1. Who we are

This website, ipoffice.co.za, is operated by IP Office (Pty) Ltd, trading as IP Office, a company registered in South Africa.

We supply, install and maintain business communication and security solutions — including PABX and switchboard systems, hosted/cloud VoIP, IT networking, video conferencing, and access control — to customers across South Africa.

Under POPIA, we are the Responsible Party for the personal information we process.

Email: pranesh@ipoffice.co.za Phone: +27 83 471 9023 

2. What personal information we collect

Information you give us through our quote/contact forms:

  • Your full name
  • Your email address
  • Your mobile or telephone number
  • The service you are interested in
  • (Optional) your company name, number of users/extensions, region, preferred contact time, and any message or details you provide

Information collected automatically when you visit the site:

  • Your IP address and approximate location
  • Browser type, device and operating system
  • Pages visited, time on site, and how you arrived (referrer / campaign source)
  • Cookie and analytics data (see section 7)

We do not intentionally collect special or sensitive personal information (such as health, race, or religious belief) through this website, and we ask that you do not submit such information through our forms.

3. Why we collect it and our lawful basis

We process your personal information for the following purposes:

Purpose Lawful basis under POPIA
To respond to your quote request or enquiry and contact you about it Your consent, and to take steps at your request before entering into a contract
To prepare quotations, proposals and arrange installation or service Performance of, or steps towards, a contract
To provide ongoing support, maintenance and account servicing Performance of a contract / our legitimate business interests
To improve our website and understand how visitors use it Our legitimate interests, subject to your cookie choices
To send you marketing about our products and offers Only with your separate opt‑in consent (see section 5)
To meet legal, tax and regulatory obligations Compliance with the law

We will only use your information for the purpose for which you gave it, unless you agree otherwise or the law allows it.

4. Who we share your information with

We do not sell your personal information. We share it only with parties who help us run our business (“Operators” under POPIA), and only to the extent necessary. These may include:

  • Our website hosting and email service providers
  • Our customer-relationship/lead-management system [e.g. specify CRM]
  • Our email-marketing platform, if you opt in [e.g. specify, such as Mailchimp/MailerLite]
  • Analytics providers [e.g. Google Analytics, Microsoft Clarity]
  • Suppliers, installers or technicians where needed to fulfil your request
  • Professional advisors, or authorities where we are legally required to disclose

Every operator we use is required to keep your information confidential and secure, and to process it only on our instructions.

Cross-border transfers: Some of our service providers (for example analytics or email platforms) may store data on servers outside South Africa. Where this happens, we take reasonable steps to ensure your information receives a level of protection comparable to POPIA, as required by section 72 of the Act.

5. Direct marketing

We will only send you electronic marketing (email, SMS or similar) if you have specifically opted in by ticking the marketing consent box on our form, or where the law otherwise permits.

You can withdraw your consent or unsubscribe at any time — every marketing email contains an unsubscribe link, or you can email pranesh@ipoffice.co.za with the word “Unsubscribe”. Withdrawing marketing consent will not affect our handling of an active quote or service request.

6. How long we keep your information

We keep your personal information only for as long as necessary for the purpose it was collected:

  • Enquiries that do not become customers: [e.g. up to 24 months], after which they are deleted or anonymised.
  • Customers: for the duration of our relationship and for as long afterwards as required to meet legal, tax and warranty obligations.

When information is no longer needed, we securely delete or de‑identify it.

7. Cookies and analytics

Our website uses cookies and similar technologies to function properly, remember your preferences, and understand how visitors use the site (for example through [Google Analytics / Microsoft Clarity]).

When you first visit, you can accept or decline non-essential cookies through our cookie banner. You can also control or delete cookies through your browser settings. Declining non‑essential cookies will not stop you from using the core parts of the site.

8. How we protect your information

We take reasonable technical and organisational measures to protect your personal information against loss, unauthorised access, and misuse — including secure hosting, access controls, and SSL encryption on our website. While no system can be guaranteed completely secure, we work to keep your information safe and will notify you and the Information Regulator if a security compromise affecting your data occurs, as required by POPIA.

9. Your rights under POPIA

You have the right to:

  • Be informed about how we process your personal information
  • Access the personal information we hold about you
  • Request correction of information that is inaccurate or out of date
  • Request deletion or destruction of your information where appropriate
  • Object to the processing of your information in certain circumstances
  • Withdraw your consent at any time (where processing is based on consent)
  • Lodge a complaint with the Information Regulator

To exercise any of these rights, contact our Information Officer at pranesh@ipoffice.co.za. We will respond within a reasonable time and may need to verify your identity first.

10. Complaints to the Information Regulator

If you believe we have not handled your personal information lawfully, you may lodge a complaint with the Information Regulator:

The Information Regulator (South Africa) General enquiries: enquiries@inforegulator.org.za POPIA complaints: POPIAComplaints@inforegulator.org.za Website: https://inforegulator.org.za Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg

We would, however, appreciate the chance to address your concerns directly first — please contact us before approaching the Regulator.

11. Changes to this policy

We may update this policy from time to time. The current version, with its “Last updated” date, will always be available on this page. Material changes will be highlighted on the website.

12. Contact us

IP Office Email: pranesh@ipoffice.co.za Phone: +27 83 471 9023 Website: https://ipoffice.co.za