Draft pending legal review. This policy is written to the Protection of Personal Information Act 4 of 2013 (POPIA) but has not yet been signed off by Dynamic Auctioneers’ attorney.

Who we are

Dynamic Solutions 1068 (Pty) Ltd, trading as Dynamic Auctioneers, is the responsible party for the personal information described in this policy. Our office is at 187 Gouws Avenue, Raslouw AH, Centurion.

Requests to exercise your rights under this policy, and requests for access to records under the Promotion of Access to Information Act, should be addressed to our Information Officer:

Anshow Singleton, Legal Advisor
info@dynamicauctioneers.co.za
086 155 2288
187 Gouws Avenue, Raslouw AH, Centurion
PO Box 68516, Highveld Park, Centurion, Gauteng

What we collect

Contact details: name, telephone number, email address and physical address.
What you tell us in an enquiry: your message, the asset, auction or business you ask about, and the choices you make on the form, such as the kinds of assets and areas you want to hear about.
Your marketing choice: whether you ticked a box asking us to send you upcoming auctions and auction alerts.
Identity and verification information: identity or passport number and proof of address, where required to register you as a bidder or to accept a selling mandate. We are legally obliged to collect this under the Financial Intelligence Centre Act.
Asset information: details, documentation and photographs of assets you ask us to value or sell.
Transaction records: bids placed, lots purchased or sold, and payment records.
Technical information: standard web server logs when you visit this site.

Why we process it

To respond to your enquiry and provide valuations and auction services.
To send you upcoming auctions and auction alerts, where you have asked for them. You can stop them at any time.
To meet our obligations under the Financial Intelligence Centre Act, the Consumer Protection Act and auction regulations.
To verify that a person instructing a sale is entitled to instruct it.
To administer bidder registration, the auction itself, payment and transfer.
To keep the records our accreditation bodies and the law require us to keep.

Who we share it with

We share personal information only where it is necessary: with conveyancers and attorneys acting on a transfer, with the relevant registering authority for vehicle transfers, with the Master of the High Court or appointed trustees where an estate is involved, with our payment and banking providers, and where the law requires disclosure. We do not sell personal information. The services that process it for us, on our instruction only, are described under “Where your information goes” below.

How long we keep it

Transaction and verification records are retained for the periods required by the Financial Intelligence Centre Act and other applicable legislation.

Enquiries and alert sign-ups are kept in our office email and in our customer records system for as long as we need them for your enquiry and any sale that follows from it, and alert sign-ups for as long as you want the alerts. We delete them when you ask us to, unless the law requires us to keep them. Our website server keeps its own copy of an enquiry only until it has been filed in the customer records system; if it cannot be filed, the server keeps it for a limited period so that our staff can file it by hand, and then deletes it automatically.

Cookies and tracking

This website sets no cookies. It loads no fonts, scripts, analytics, advertising pixels or embedded media from anyone else, and it does not track you across other sites. There is no consent banner because there is nothing to consent to.

One thing is kept on your device, and only there. While you fill in the selling enquiry, what you have typed is saved to your browser’s local storage as you go, so that if you leave and come back within 24 hours you can pick up where you left off. It never leaves your device until you press send: we cannot see it, and it is not sent to us or to anyone else. It is removed when you send the enquiry. If you never send it, it is not sent anywhere either. It is discarded the next time the selling page opens after 24 hours, and you can remove it sooner by clearing this site’s data in your browser.

If that ever changes (if we add analytics, or embed something hosted elsewhere), this section changes with it and, where the law requires it, we will ask you first.

Where your information goes

When you send an enquiry or sign up for alerts on this website, it goes to our own website server, which does two things with it. It emails what you typed to our office, through our Microsoft 365 email. It also passes the same details to our customer records system, GoHighLevel, which is operated for us, so that our staff can follow up and, where you asked for them, send you upcoming auctions and alerts. Both Microsoft and GoHighLevel are operators in POPIA’s terms: they process your details on our instruction and for no purpose of their own. If scripting is switched off in your browser, the form goes instead through a form-handling service called FormSubmit, an operator in the same way, which emails it to our office; FormSubmit’s own documentation says it retains form submissions for 30 days. Everything else on this site (the pages, the pictures, the video) is served from our own domain and involves nobody else.

In the customer records system we keep your name, email address and telephone number, a note of what you sent us and the page you sent it from, and labels for the choices you made, such as the kinds of assets and areas you want to hear about, the auction you asked about, and whether you ticked the box asking for upcoming auctions and alerts. If you have contacted us before, the new enquiry is added to your existing record, and any contact details missing from that record are filled in.

We send upcoming auctions, auction alerts and other marketing messages only to people who have agreed to receive them. On this website that means ticking the box that asks for them. On an enquiry form the box is optional and changes nothing about how we handle your enquiry; the alert sign-up asks for it because sending alerts is all that form does. You can stop them at any time by telling us, by replying to one, or by using the unsubscribe link where there is one.

Our office and our staff are in South Africa. Some of the services we use to run the website, keep our customer records, store files and send email are operated by companies outside South Africa, which means personal information you send us may be processed in another country.

Section 72 of POPIA allows this only where the receiving country, or the contract we have with that provider, gives your information a level of protection substantially similar to POPIA’s own conditions.

Keeping it safe

We take reasonable technical and organisational steps to protect personal information against loss, damage and unauthorised access, as section 19 of POPIA requires: access limited to staff who need it, the terms of the providers who process information for us, and the security controls those services provide.

No system is perfectly secure, and we do not claim otherwise. If personal information in our care is accessed or acquired by someone unauthorised, section 22 of POPIA requires us to notify the Information Regulator and, where the compromise affects you, to notify you as soon as reasonably possible after discovering it. We will do that.

Getting access to a record: the PAIA procedure

The Promotion of Access to Information Act gives you a right to request records we hold. The full procedure, the categories of records we keep and the prescribed fees are set out in our PAIA Manual, which you can download here. In short:

Make the request in writing on the prescribed request form and send it to the Information Officer named above.
Say enough to identify the record and the form of access you want, and give an address we can reply to. If you are asking on behalf of someone else, say so and show your authority.
Explain which right you are exercising and why the record is needed to exercise or protect it. PAIA requires this of a request to a private body.
Fees. A request fee may be payable before we process the request, and an access fee for reproduction and search time. Both are prescribed by regulation, not set by us.
We must decide within 30 days and tell you the outcome in writing. That period can be extended in the circumstances PAIA allows, and we will tell you if it is.

If we refuse, we must give reasons, and you may take the matter to the Information Regulator or to court. Nothing here limits that.

Your rights under POPIA

You may ask us what personal information we hold about you, ask us to correct or delete information that is inaccurate or no longer required, object to processing in certain circumstances, and withdraw consent where processing is based on consent. Some information cannot be deleted where the law requires us to keep it.

To exercise any of these rights, contact our Information Officer at info@dynamicauctioneers.co.za or on 086 155 2288.

Complaints

If you are not satisfied with how we have handled your personal information you may lodge a complaint with the Information Regulator of South Africa.

Changes

We may update this policy. The current version is always the one published on this page.

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