Privacy Policy

1. Who we are

Water Cleanic (Pty) Ltd (“Water Cleanic”, “we”, “us” or “our”) provides water assessment, testing, analysis and treatment-related services in South Africa. For purposes of the Protection of Personal Information Act 4 of 2013 (“POPIA”), Water Cleanic is the responsible party for personal information that it determines the purpose and means of processing.

Our primary customer contact details are hello@watercleanic.com and +27 81 382 7969. Our public water-testing website is boreholes.watercleanic.com.

Company disclosure: WATER CLEANIC (PTY) LTD
Registration number: 2024/219014/07
Registered office: 833 Joan End, Erand Gardens, Midrand, Gauteng, 1685

2. Scope of this policy

This policy applies to personal information processed through Water Cleanic websites, enquiry and assessment forms, site visits, quotations, payment administration, laboratory-result workflows, email and WhatsApp communications, and related customer service activities. As additional Water Cleanic websites are brought under the same framework, they may link to this policy or a substantially consistent version of it.

3. Personal information we may collect

Depending on how you interact with us, we may process your name, telephone number, email address, company or organisation name, service or site address, water source, intended water use, estimated water demand, enquiry and assessment responses, site photographs, documents you choose to provide, sampling information, laboratory information and results, quotations, transaction and payment-status information, proof-of-payment documents, appointment information, project milestones and communications with us.

Our websites may also receive limited technical information such as browser/device information, timestamps, pages requested, security logs and similar information required to operate and protect the service.

Please do not submit personal information that is not reasonably necessary for your Water Cleanic enquiry or service.

4. Why we process personal information

We process information where reasonably necessary to respond to enquiries; identify and contact customers; assess water requirements; arrange and perform site visits; facilitate sampling and laboratory analysis; interpret results; prepare recommendations and quotations; administer payments; plan installations or services; send project and service updates; maintain service and transaction records; provide customer support; protect our systems; meet legal and regulatory obligations; and establish, exercise or defend legal rights.

Where consent is the appropriate basis for a particular processing activity, we may request it separately. Where processing is necessary to perform a requested service, comply with law, or pursue a legitimate operational purpose permitted by law, we may rely on the applicable lawful basis rather than consent alone.

5. When information may be shared

We may share information with personnel and contractors who need it to provide the requested service, laboratories involved in testing samples, technology and hosting providers supporting our systems, email/communications providers, payment service providers, professional advisers, and authorities where disclosure is required or permitted by law.

We expect service providers processing personal information on our behalf to handle it appropriately and only for authorised purposes. Some technology providers may process or store information using infrastructure outside South Africa. Where cross-border processing occurs, Water Cleanic will seek to handle transfers in accordance with applicable POPIA requirements.

We do not sell customer personal information.

6. Storage and security

We use reasonable technical and organisational safeguards appropriate to the information and our operations. These may include access controls, authenticated internal systems, restricted storage, security monitoring and controls used by our service providers. No internet-based service can guarantee absolute security, and customers should also take reasonable care when sending information electronically.

Proof-of-payment documents and other customer files should not be treated as confirmation that funds have cleared. Payment confirmation is subject to Water Cleanic’s verification processes.

7. How long we keep information

We retain personal information for as long as reasonably necessary for the purpose for which it was collected, to provide or support services, maintain appropriate business and transaction records, comply with legal or regulatory requirements, resolve disputes, and enforce agreements. When information is no longer reasonably required, we will take appropriate steps to delete, destroy, de-identify or otherwise dispose of it in accordance with applicable requirements.

8. Your privacy rights

Subject to POPIA and other applicable law, you may ask whether we hold personal information about you, request access to applicable records, ask for inaccurate or outdated information to be corrected, and in appropriate circumstances request deletion or object to certain processing. Some requests may be limited where Water Cleanic is required or permitted to retain or process information by law.

To make a privacy request, contact hello@watercleanic.com. We may need reasonable information to verify the request and protect customer records.

You may also raise a complaint with South Africa’s Information Regulator if you believe your personal information has been processed contrary to applicable law.

9. Cookies and website information

Water Cleanic may use essential browser storage, cookies or similar technologies where needed for website functionality, security, preferences or service operation. If non-essential analytics or advertising technologies are introduced in future, this policy and any required consent controls should be updated before they are used.

10. Email, telephone and WhatsApp communications

If you request an assessment or service, we may use the contact details you provide to send enquiry confirmations, quotation notices, payment and appointment information, site-visit confirmations, laboratory/project milestones, treatment-quotation updates and other service-related communications. Service communications are different from optional promotional marketing.

WhatsApp and other third-party communications platforms are operated by their respective providers and their own privacy terms may apply when you choose to communicate through them.

11. Children’s personal information

Our commercial water assessment and treatment services are intended to be requested by persons who are legally able to enter into the relevant transaction or by an authorised representative. We do not intentionally design our enquiry process to collect children’s personal information. If such information is required for a legitimate reason, it must be handled in accordance with applicable law.

12. Changes to this policy

We may update this policy as our services, technology or legal obligations change. The current version and effective date will be published on the relevant Water Cleanic website. Material changes may also be communicated through an appropriate channel where required.

13. Contact us

Privacy questions and requests may be sent to hello@watercleanic.com or raised by telephone at +27 81 382 7969.