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Privacy Policy

Effective Date: 18/08/2025
Website Address: https://www.xeno-urban.com
Registered Company Name: Xeno Urban Architects (Pty) Ltd
Trading Name: Xeno-Urban / Xeno-Urban Architects

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Xeno Urban Architects (Pty) Ltd (“Xeno-Urban”, “we”, “us”, “our”) is committed to protecting the privacy of all individuals whose personal information we collect, use, and process in compliance with the Protection of Personal Information Act, No. 4 of 2013 (“POPIA”).

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This Privacy Policy describes how we collect, use, store, disclose, and safeguard your personal information when you interact with our website and services. By accessing or using our website, you consent to the practices described in this Privacy Policy.

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1. Definitions

  • “Data Subject” refers to the individual whose personal information is processed.

  • “Personal Information” refers to information as defined in Section 1 of POPIA.

  • “Processing” means any operation or activity concerning personal information, including collection, receipt, recording, storage, modification, use, dissemination, or destruction.

  • “Information Officer” refers to the individual appointed to oversee POPIA compliance at Xeno-Urban.

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2. Information We Collect

We may collect and process the following categories of Personal Information:

  • Identity Data: full name, company name.

  • Contact Data: email address, telephone number.

  • Address Data: residential address, postal address.

  • Technical Data: IP address, browser type, device identifiers, location data.

  • Usage Data: website usage patterns, interaction data.

  • Communication Data: records of correspondence and inquiries submitted to us.

 

We only collect Personal Information that is necessary, relevant, and not excessive for the purposes outlined in this Privacy Policy.

 

3. How We Collect Personal Information

  • Direct Collection: through forms, email communication, telephone calls, or any direct interactions with Xeno-Urban.

  • Automated Collection: via cookies, analytics tools, server logs, and similar technologies when you visit our website.

  • Third-Party Sources: where legally permissible, we may collect information from verified third parties.

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4. Purposes for Processing Personal Information

Your Personal Information is processed for the following lawful purposes:

  • To provide and deliver our products and services.

  • To respond to inquiries, requests, or feedback.

  • To fulfil contractual obligations.

  • To comply with legal and regulatory requirements.

  • For marketing communications, subject to your consent.

  • To improve and secure our website and services.

  • To detect, prevent, or address fraud, security breaches, or technical issues.

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5. Legal Basis for Processing

We process Personal Information based on one or more of the following legal bases:

  • Your explicit consent.

  • Performance of a contract or pre-contractual steps.

  • Legal obligation.

  • Legitimate interest, where such interest is not overridden by your privacy rights.

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6. Disclosure of Personal Information

We do not sell or rent your Personal Information. However, we may disclose your Personal Information to:

  • Authorised service providers and contractors assisting with our business operations under strict confidentiality obligations.

  • Regulatory or governmental authorities where required by law.

  • Legal advisors or auditors in compliance or due diligence scenarios.

  • Third-party platforms where you have expressly consented.

 

We ensure that all third-party recipients of Personal Information uphold data protection standards equivalent to POPIA.

 

7. Cross-Border Transfers of Personal Information

Should it be necessary to transfer Personal Information outside the Republic of South Africa, such transfer will occur only to jurisdictions that offer data protection laws that are substantially similar to POPIA, or with your explicit consent, or where appropriate safeguards are in place as per Section 72 of POPIA.

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8. Data Retention

Personal Information is retained only for as long as necessary to fulfil the purposes outlined herein or as required by law. Once no longer needed, such information will be securely deleted or de-identified.

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9. Security of Personal Information

We have implemented appropriate technical and organisational security measures to protect Personal Information against unauthorised access, loss, misuse, or destruction. However, no transmission over the internet is 100% secure, and we cannot guarantee absolute security.

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10. Your Rights as a Data Subject

You have the following rights under POPIA:

  • The right to access your Personal Information.

  • The right to request correction, update, or deletion of your information.

  • The right to object to the processing of your information.

  • The right to withdraw consent at any time.

  • The right to lodge a complaint with the Information Regulator of South Africa.

 

All requests regarding your rights can be directed to our Information Officer.

 

11. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your browsing experience, analyse website traffic, and tailor content. You may refuse or manage cookie preferences through your browser settings; however, this may affect website functionality.

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12. Third-Party Websites and Links

Our website may contain links to external websites. Xeno-Urban is not responsible for the privacy practices or content of such third-party sites. We encourage you to read the privacy policies of these websites before providing any Personal Information.

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13. Data Breach Notification

In the unfortunate event of a data breach compromising your Personal Information, Xeno-Urban will:

  • Notify you promptly and directly, where feasible.

  • Report the breach to the Information Regulator of South Africa as required by law.

  • Provide details of the breach and outline remedial steps taken.

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14. Information Officer Contact Details

For any queries, requests, or concerns regarding this Privacy Policy or your Personal Information, you may contact our appointed Information Officer:

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Information Officer: R. Bosman
Email: rbosman@xeno-urban.com
Telephone: 082 062 3160

 

15. Amendments to this Privacy Policy

We reserve the right to update this Privacy Policy periodically. All changes will be posted on our website, and where material changes occur, we will take reasonable steps to notify you.

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16. Lodging a Complaint

If you believe we are not handling your Personal Information in compliance with applicable laws, you have the right to lodge a complaint with the Information Regulator (South Africa):

Information Regulator (South Africa)
Website: https://www.inforegulator.org.za
Email: complaints.IR@justice.gov.za / inforeg@justice.gov.za
Telephone: +27 (0) 10 023 5200

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