Privacy Notice

Protection of Personal Information Act, 2013

Last updated: October 2026

This notice explains how Synesis (Pty) Ltd collects, uses and protects personal information, in line with the Protection of Personal Information Act 4 of 2013 (POPIA). It applies to visitors to our website, people who contact us or request a quote, and the clients and company officers whose information we handle while providing our services.

Who we are

What we collect

When you contact us or request a quote: your name, email address, phone number if you give it, company or organisation, the service you are interested in, and anything you include in your message.

When we act for your company: the information needed to keep statutory records and make filings, such as directors’ and Shareholders’ names, identity or passport numbers, contact and residential details, shareholdings and appointment dates, together with minutes, resolutions and other company records.

When we carry out a Board evaluation: the names and contact details of participating directors and Committee members, their questionnaire responses and any interview notes, including their views on the performance of the Board, its Committees, the Chair and individual directors. Individual responses are kept confidential and reported only in consolidated form, unless the Board agrees otherwise before the evaluation starts.

When you browse our website: basic technical information such as your browser type and the pages you visit, collected by our website host for security and anonymous visitor statistics.

Why we use it

• To reply to your enquiry and prepare a quote.
• To deliver the services you engage us for, including CIPC filings, maintaining statutory records and Board evaluations.
• To invoice you and keep proper business records.
• To meet our own legal and regulatory obligations.
• To send governance updates and reminders, but only if you have opted in. You can unsubscribe at any time.

We process personal information on the basis of your consent, to conclude or perform a contract with you, to comply with the law, or where it is necessary for our legitimate interests or yours, as permitted by section 11 of POPIA.

Who we share it with

We do not sell personal information. We share it only where needed to provide our services or where the law requires it, for example:

• The Companies and Intellectual Property Commission (CIPC) and other authorities, when we file on your company’s behalf.
• Service providers who act as our operators, including Microsoft (email and document storage) and WordPress.com (website hosting). They may process information only on our instructions and must keep it secure.
• Professional advisers, such as auditors or attorneys, where your matter requires it and you have agreed.

Information sent outside South Africa

Some of our service providers store information on servers outside South Africa. We use only providers bound by data-protection terms that give a level of protection comparable to POPIA, as section 72 of POPIA requires.

How we protect it

We use reasonable technical and organisational measures, including two-step sign-in on all business accounts, access limited to the people who need it, and encrypted cloud storage. If we have reason to believe your information has been accessed without authorisation, we will notify the Information Regulator through its eServices portal, and you, as soon as reasonably possible.

How long we keep it

Enquiries that do not lead to an engagement are deleted within 12 months. Client records are kept for as long as our engagement and the law require, after which they are securely deleted or returned to you.

Your rights

You may ask us to confirm what personal information we hold about you, and to correct or delete it. You may object to processing, withdraw consent you have given, and opt out of marketing at any time. Send requests to info@synesis.co.za, marked for the attention of the Information Officer. We may need to verify your identity first.

If you are unhappy with how we have handled your information, please contact us first. You also have the right to lodge a complaint, using the prescribed complaint form, with the Information Regulator of South Africa at inforegulator.org.za.

Changes to this notice

We may update this notice from time to time. The date at the top shows when it was last changed. Our PAIA Manual explains how to request access to records we hold.