PRIVACY POLICY ASSET POOL (PTY) LTD
1. Definitions
- 1.1. “Consent” means any voluntary, specific and informed expression of will in terms of which
- permission is given for the processing of personal information.
- 1.2. “AssetPool” means Asset Pool (Pty) Ltd (registration number 2018/412711/07) as well as all
- of its subsidiary and sister companies, namely AssetPool Inc, a corporation incorporated
- under the laws of Canada having registered office at 1162 Fraserburg Rd, Bracebridge,
- Ontario, P1L 0A1, and AssetPool Ltd, a limited liability company incorporated under the
- laws of the United Kingdom, having its registered office located at Regina House, 124
- Finchley Road, London, United Kingdom, NW3 5JS.
- 1.3. “Personal information” means personal information as defined in POPIA.
- 1.4. “POPIA” means the Protection of Personal information Act 4 of 2013.
- 1.5. “The/this Policy” means this Privacy Policy, which applies to AssetPool, its shareholders,
- employees, suppliers, and operators, responsible parties and data subjects as defined in
- POPIA.
- 1.6. “Mobile application” means within the context of AssetPool, both the mobile applications it
- develops, and the web-based applications owned and managed by AssetPool.
- 1.7. “Processing” means processing as defined in POPIA.
- 1.8. “Services” means the technology and services of ASSETPOOL which generally relate to the
- in-situ onboarding of assets, asset management, asset compliance, asset verification, risk
- management systems and automated asset management.
- 1.9. “You” means any person who accesses this website or use any of our services or products
- for any purpose, and who thus provides consent for the processing of his, her or its
- personal information.
- 2.1. When you use our products your personal information will be
- processed and collected. We do this because it is necessary for us to accurately, and
- successfully monitor assets when they are entered into a database by you.
- 2.2. The personal information, which is collected from you will include, but is not limited to:
- 2.2.1. Your name and contact information
- 2.2.2. email address and company details which you may submit to us when you interact
- with the site.
- 2.3. We are collecting your information for the accurate processing and collection of
- information which is necessary for us to provide our services to you or the company you
- work for.
- 2.4. If you do not enter the personal information requested by the database, then the
- asset monitoring application will not function correctly.
- 2.5. It is your responsibility to ensure that all personal information entered into the database is
- complete, accurate, not misleading and regularly updated.
- 2.6. If you do not consent to the collection and processing of your information and the terms
- incorporated herein are not acceptable to you, do not continue to use our Mobile Application.
- 2.7. By continuing with the Mobile Application you consent that you are an
- adult with full contractual capacity.
- 2.8. By continuing with the Mobile Application you confirm that you have the necessary
- authority to interact on behalf with and bind your Company.
3. Collection When Visiting Our Website
- 3.1. When you use our Mobile Application, Asset Pool automatically receives and records
- information on our server logs from your browser, including your location, IP address, cookie information, and the page you requested.
- We treat this data as non-personal information, except where we are compelled to do otherwise by law or legal
- authority.
- 3.3. We track visitor information so that we can provide more meaningful, relevant and
- actionable Services to all our users, customers and visitors to our websites.
- 3.4. If you agree to visit, use and interact with our website, Assetpool will process the personal
- information that you submit to it, as well as information that it automatically receives from
- your use and access to the website.
- 3.5. If you do not consent to the collection and processing of your information and the terms
- incorporated herein are not acceptable to you, do not continue to browse or use our
- websites.
- 3.6. By continuing with the website, you consent that you are an adult with full contractual
- capacity, and you confirm that you have the necessary authority to interact on behalf of
- and bind your Company.
- 3.7. We collect the following information via our “Contact” page which you complete:
- 3.7.1. Your name and surname
- 3.7.2. Your email address
- 3.7.3. Your phone number
- 3.7.4. The company or business you represent
- 3.7.5. Your role in the company you represent
- 3.7.6. The country/region of the company
- 3.7.7. The reason for contacting us,
- 3.7.8. Any additional information you put into our comments section.
- 4.1. We use your information for the following reasons:
- 4.1.1. To provide you with services you have requested and notify you about important
- changes or developments to these services;
- 4.1.2. To respond to your inquiries and/or complaints or process your requests in relation to
- your information;
- 4.1.3. To follow up as part of our customer care procedures;
- 4.1.4. For internal record keeping;
- 4.1.5. To improve our products and services;
- 4.2. Asset Pool processes your personal information for the purposes outlined above where:
- 4.2.1. The processing of your personal information is necessary to perform a contract or
- enter into a contract with you;
- 4.2.2. The processing of your personal information is necessary for us to comply with legal
- and regulatory obligations; or
- 4.2.3. The processing is necessary to support our legitimate interests in managing our
- business (or those of a third party) provided such interests are not overridden by your
- interests and rights.
5. What We Do With The Information Collected Via Our Website
- 5.1. By accessing AssetPool’s website, you provide your consent to AssetPool to process your
- personal information. AssetPool will typically process and use your information for the
- following purposes (which is not an exhaustive list):
- 5.1.1. Sending you marketing and promotional materials related to our services and
- offerings;
- 5.1.2. Contacting you via the channels provided by you, to discuss our services;
- 5.1.3. Contacting you to resolve questions, queries, or issues you may have;
- 5.1.4. Tracking your access and usage behaviour of our websites, and their functionality.
- 5.1.5. Tracking your behaviour to measure usage, abuse and potential wastage;
- 5.1.6. For internal record keeping;
- 5.1.7. To improve our products and services;
- 5.1.8. Sending you release notes and product updates related to the functionality of our
- services and offerings;
- 5.1.9. Sending you automated notifications which you have subscribed to in the applications
- notification channel.
- 5.2. Asset Pool processes your personal information for the purposes outlined above where:
- 5.2.1. The processing of your personal information is necessary for us to comply with legal
- and regulatory obligations; or
- 5.2.2. The processing is necessary to support our legitimate interests in managing our
- business (or those of a third party) provided such interests are not overridden by your
- interests and rights;
- 5.2.3. Where you have requested we contact you.
- 7.1. We are required to ensure that your personal information is accurate and maintained in a
- secure environment for a period of time no longer than necessary for the purposes for
- which we are processing your personal information.
- 7.2. We keep all information collected for the full term that we supply our services to your
- company/employer. Should our relationship with your employer/company terminate, we
- will delete your information in line with any agreement between AssetPool and your
- employer, or failing that, six months after the termination of our services.
- 7.3. Please note that you have a right to object to the processing of your personal information
- on the Mobile application, however your consent is required in order for you to use our
- products. Should you wish to opt out you must notify your employer, who will then instruct us to remove the
- appropriate records.
8. How Long Does AssetPool Keep Your Information: Website Guests and Visitors
- 8.1. We are required to ensure that your personal information is accurate and maintained in a
- secure environment for a period of time no longer than necessary for the purposes for
- which we are processing your personal information.
- 8.2. Any information you submit to us so we can contact you for whatever purpose (e.g., to
- discuss our products, resolves questions and queries), shall be kept for only so long as it is
- necessary to do so.
- 8.3. We keep personal information collected via our websites for a period of two years.
- Thereafter, we delete visitor information. However, in some cases we may need to keep
- personal information for longer.
- 8.4. Please note that you have a right to object to the processing of your personal information
- where that processing is carried out for our legitimate interests.
9. Security Safeguards
- 9.1. Asset Pool has technological and procedural security safeguards in place and will use its
- best endeavours to protect your personal information.
- 9.2. Should you suspect that your personal information has been compromised we request
- that you notify us immediately.
- 9.3. As soon as we become aware of a compromise of your personal information,
- we shall notify you via your last known email address.
- 10.1. When accessing our websites and products we use cookies, including third party
- cookies. Please refer to our Cookie Policy for more detail. It can be found here.
11. Changes To The Policy
- 11.1. AssetPool reserves the right to modify the Policy at any time, and you are therefore
- required to review it frequently.
- 11.2. Changes and clarifications to the Policy will take effect immediately upon their
- posting on this website.
- 11.3. If AssetPool makes material changes to the Policy, it will publish a notification
- thereof on the website (www.assetpool.com) that it has been updated, so that you are
- aware of what personal information of yours it processes and how it does so.
- 11.4. If AssetPool is acquired by or merges with another company, your personal
- information may be transferred to the new entity so that it can continue to sell products
- and provide the Services to you.