Privacy Policy
At SeniorMail, we take your privacy and data security seriously. We understand that seniors particularly value trust and security when using online services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our email service. Please read this privacy policy carefully. If you do not agree with these terms, please do not access our services.
POPIA Compliance Statement
SeniorMail is fully committed to compliance with the Protection of Personal Information Act (POPIA) of South Africa. This privacy policy has been developed in accordance with POPIA principles to ensure the lawful processing of your personal information. As a responsible party under POPIA, we implement appropriate technical and organizational measures to secure your personal information and prevent unauthorised access or disclosure. We do not keep any information not needed. We do not share any information with anyone other than in locations and ways needed to best provide services. We value our clients and their privacy.
Information We Collect
We collect information that you provide directly to us when you:
- Create an account with SeniorMail
- Use our email services
- Contact our customer support
- Subscribe to our newsletters
- Respond to surveys or promotions
The types of information we may collect include:
- Personal identification information (name, email address, phone number)
- Billing information (for payment processing)
- Account preferences and settings
- Email content and attachments
- Usage data (login times, email sending frequency, etc.)
- Device information (IP address, browser type, operating system)
How We Use Your Information
We may use the information we collect for various purposes, including to:
- Provide, maintain, and improve our services
- Process transactions and send related information
- Send administrative notifications, such as updates or security alerts
- Respond to your comments, questions, and requests
- Provide customer service and technical support
- Monitor and analyze usage patterns and trends
- Protect against, identify, and prevent fraud and other illegal activity
- Comply with legal obligations
Legal Basis for Processing (POPIA)
In accordance with POPIA, we process your personal information based on the following legal grounds:
- Your consent to the processing of your personal information for specific purposes
- Necessity for the performance of a contract to which you are a party (our service agreement)
- Compliance with legal obligations to which SeniorMail is subject
- Protection of your legitimate interests or those of a third party
- Pursuit of our legitimate interests, provided these interests are balanced against your rights and freedoms
Email Content
Your privacy is of utmost importance to us, especially when it comes to your email content. We want to assure you that:
- SeniorMail does not scan your emails for advertising purposes
- Your email content is stored securely and protected with industry-standard encryption
- Our staff can only access email content in very limited circumstances, such as when legally required or to provide technical support with your explicit permission
- We implement automated systems for spam filtering and virus protection, but these systems do not collect or use the content of your emails for marketing purposes
Data Storage and Security
We use various security measures to protect your personal information:
- All data is stored on secure servers located in South Africa
- We use encryption technologies to protect data transmission
- Access to your data by our employees is limited and regulated
- Regular security assessments and updates are performed
- Backup procedures are in place to prevent data loss
- We maintain documented security policies and procedures as required by POPIA
- We conduct regular staff training on data protection and privacy practices
While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security. However, we promptly address any identified security vulnerabilities or breaches in accordance with POPIA requirements.
Sharing Your Information
We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except in the following limited circumstances:
- With service providers who perform services on our behalf (such as payment processing)
- To comply with legal obligations, such as court orders or legal processes
- To protect our rights, property, or safety, or that of our users or others
- In connection with a business transfer, such as a merger or acquisition
When we share information with third-party service providers, we ensure they adhere to POPIA requirements and maintain appropriate security measures to protect your personal information.
Your Rights and Choices
Under POPIA, you have several rights regarding your personal information:
- Right to be informed: You have the right to be informed about the collection and use of your personal information
- Right of access: You can request a copy of the personal information we hold about you
- Right to correction: You can ask us to correct inaccurate or incomplete information
- Right to deletion: You can request that we delete your personal information
- Right to restrict processing: You can ask us to restrict the processing of your information
- Right to data portability: You can request a copy of your data in a structured, commonly used format
- Right to object: You can object to our processing of your personal information
- Right to withdraw consent: You can withdraw any consent you previously provided for the processing of your personal information
To exercise any of these rights, please contact our Information Officer using the contact information provided at the end of this policy. We will respond to your request within a reasonable timeframe, not exceeding 30 days.
Retention of Data
We will retain your personal information only for as long as necessary to fulfill the purposes outlined in this privacy policy, and as required by law. When we no longer need to retain your information, we will securely delete or anonymize it.
Our retention periods are determined based on:
- The duration of your account with SeniorMail
- Legal and regulatory requirements
- The nature and sensitivity of the information
- Potential risks of harm from unauthorized use or disclosure
Children's Privacy
SeniorMail services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information.
International Data Transfers
SeniorMail primarily stores and processes data within South Africa. However, in limited circumstances, we may transfer personal information to service providers in other countries. When we do so, we ensure adequate safeguards are in place to protect your personal information in compliance with POPIA requirements, including:
- Only transferring personal information to countries with adequate data protection laws
- Using contractual clauses that require third parties to protect your personal information
- Obtaining your consent for international transfers where required
Data Breach Notification
In the event of a data breach that may compromise your personal information, SeniorMail will:
- Notify the Information Regulator as required by POPIA
- Inform affected individuals in a timely manner if there is a reasonable risk of harm
- Provide information about the nature of the breach and recommendations to mitigate potential adverse effects
- Take appropriate measures to address the breach and prevent future incidents
Information Officer
In accordance with POPIA, SeniorMail has appointed an Information Officer who is responsible for ensuring our compliance with data protection laws. The Information Officer's duties include:
- Ensuring compliance with POPIA requirements
- Managing requests from individuals regarding their personal information
- Working with the Information Regulator in relation to investigations
- Conducting regular assessments of our data processing activities
Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For significant changes, we will provide a more prominent notice or direct notification. You are advised to review this Privacy Policy periodically for any changes.
Contact Us
If you have any questions about this Privacy Policy or would like to exercise your rights under POPIA, please contact our Information Officer at:
Email: info@seniormail.co.za
Phone: 087 822 2380
Address: SupportCALL, Pretoria, South Africa
You also have the right to lodge a complaint with the Information Regulator of South Africa if you believe we have not handled your personal information in accordance with POPIA. The Information Regulator's contact details can be found at https://www.justice.gov.za/inforeg/.
Last Updated: March 18, 2025