Privacy Policy
How we collect, use, and protect your personal information.
Last updated: March 2026
1. Introduction
Smart Meeting Rooms Pty Ltd (trading as Smart Meeting Rooms SA), registration number pending, based in Hillcrest, Durban, KwaZulu-Natal ("we", "us", or "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA") and other applicable data protection legislation.
This Privacy Policy explains how we collect, use, store, and share your personal information when you visit our website (smartmeetingrooms.co.za), contact us, or use our services.
2. Information Officer
Our designated Information Officer responsible for ensuring compliance with POPIA is:
Jessica Bezuidenhout
Branch Manager & Business Development Manager
Email: [email protected]
Address: Hillcrest, Durban, KwaZulu-Natal, South Africa
3. Information We Collect
We may collect the following categories of personal information:
3.1 Information You Provide
- Contact details: Name, email address, phone number, company name, and job title when you complete our contact form, request a consultation, or communicate with us.
- Service enquiry details: Information about your meeting room requirements, building specifications, and technology preferences.
- Communication records: Records of correspondence between you and our team via email, WhatsApp, phone, or other channels.
3.2 Information Collected Automatically
- Device and browser information: IP address, browser type and version, operating system, screen resolution, and device type.
- Usage data: Pages visited, time spent on pages, referring website, and navigation patterns.
- Cookies and similar technologies: See Section 8 (Cookie Policy) below for details.
4. How We Use Your Information
We process your personal information for the following purposes, each with a lawful basis under POPIA:
| Purpose | Lawful Basis |
|---|---|
| Responding to your enquiries and consultation requests | Consent / Legitimate interest |
| Providing quotations and proposals | Pre-contractual measures |
| Delivering and supporting our services | Contract performance |
| Sending relevant product and service updates | Consent / Legitimate interest |
| Improving our website and user experience | Legitimate interest |
| Complying with legal obligations | Legal obligation |
5. Sharing Your Information
We do not sell your personal information. We may share your information with:
- Smart Meeting Rooms UK: Our parent company, for operational coordination and service delivery purposes. Smart Meeting Rooms UK adheres to UK GDPR standards.
- Technology partners: Manufacturers and suppliers (such as Microsoft, Crestron, Poly, Yealink) only when necessary to fulfil service delivery, and only with your knowledge.
- Service providers: Third-party service providers who assist with website hosting, analytics, and business operations, bound by data processing agreements.
- Legal requirements: When required by law, regulation, or legal process.
6. Data Retention
We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Specifically:
- Enquiry data: Retained for 24 months from last contact, unless a business relationship is established.
- Client data: Retained for the duration of the service agreement plus 5 years, as required by South African tax and commercial legislation.
- Website analytics: Aggregated and anonymised data may be retained indefinitely.
7. Your Rights Under POPIA
As a data subject, you have the right to:
- Access: Request confirmation of whether we hold your personal information and obtain a copy.
- Correction: Request correction or deletion of inaccurate, irrelevant, or outdated personal information.
- Objection: Object to the processing of your personal information for direct marketing purposes.
- Deletion: Request deletion of your personal information where it is no longer necessary.
- Complaint: Lodge a complaint with the Information Regulator if you believe your rights have been infringed.
To exercise any of these rights, contact our Information Officer at [email protected]. We will respond within 30 days of receiving your request.
Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Email: [email protected]
Website: inforegulator.org.za
8. Cookie Policy
Our website uses cookies and similar technologies to enhance your browsing experience. Cookies are small text files stored on your device when you visit our website.
8.1 Types of Cookies We Use
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential | Required for the website to function properly (e.g., cookie consent preferences) | 1 year |
| Analytics | Help us understand how visitors use our website to improve content and functionality | Up to 2 years |
| Marketing | Used to deliver relevant advertisements and measure campaign effectiveness | Up to 2 years |
8.2 Managing Cookies
When you first visit our website, you will be presented with a cookie consent banner allowing you to accept or decline non-essential cookies. You can change your cookie preferences at any time by clearing your browser cookies and revisiting our website, or by adjusting your browser settings.
Most web browsers allow you to control cookies through their settings. Please note that disabling certain cookies may affect the functionality of our website.
9. Data Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:
- SSL/TLS encryption for data transmitted via our website
- Secure hosting infrastructure with regular security updates
- Access controls limiting data access to authorised personnel only
- Regular review of our data protection practices
10. Cross-Border Data Transfers
As a branch of Smart Meeting Rooms UK, some of your personal information may be transferred to and processed in the United Kingdom. The UK maintains data protection standards through the UK GDPR that are recognised as providing adequate protection for personal information. We ensure that any cross-border transfers comply with POPIA requirements.
11. Third-Party Links
Our website may contain links to third-party websites (such as technology partner websites, social media platforms, and WhatsApp). We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any third-party websites you visit.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable legislation. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.
13. Contact Us
If you have any questions about this Privacy Policy, wish to exercise your rights, or have concerns about how we handle your personal information, please contact us: