Privacy policy

ORBIT INDUSTRIAL SUPPLIES PTY LTD

www.orbitindustrial.co.za

PRIVACY POLICY

Effective Date: 6 February 2025

Last Reviewed: May 2025

1. Introduction

Orbit Industrial Supplies PTY Ltd. ("Orbit Industrial", "we", "us", or "our") is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose information when you visit and interact with our website at www.orbitindustrial.co.za (the "Website") or engage with our services.

By using our Website, requesting a quote, or engaging with our services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this policy, please do not use our Website or services.

This policy is governed by the Protection of Personal Information Act 4 of 2013 ("POPIA") and applies to all personal information processed by Orbit Industrial in South Africa.

2. Who We Are

Orbit Industrial Supplies PTY Ltd. is a registered South African company and authorised B2B distributor of industrial lubricants, hygiene products, corrosion protection products and industrial tools. We operate from:

Unit 2, DuVille Industrial Park, 8 Arum Lily Street, Durbanville, 7550, Western Cape, South Africa

Telephone: +27 (21) 569-2530

Email: jaco@orbitindustrial.co.za

Our Information Officer, as required under POPIA, is responsible for ensuring compliance with this policy and may be contacted at the details above.

3. Information We Collect

We collect personal information only where necessary and with a lawful basis. The types of information we may collect include:

3.1 Information You Provide Directly

• Full name and job title

• Business name and physical address

• Email address and telephone number

• Information submitted through our quote request, contact, or enquiry forms

• Any additional information you choose to share when communicating with us

3.2 Information Collected Automatically

When you visit our Website, we automatically collect certain technical information including:

• IP address and approximate geographic location

• Browser type, version, and operating system

• Pages viewed, time spent on pages, and navigation paths

• Referring website address

• Device identifiers and screen resolution

This information is collected through cookies, web beacons, and similar technologies, and is used to improve the performance and usability of our Website.

4. Cookies and Tracking Technologies

Our Website uses cookies to enhance your browsing experience. A cookie is a small text file stored on your device by your browser. We use the following types of cookies:

Session Cookies

Temporary cookies that are deleted when you close your browser. These are essential for the Website to function correctly.

Preference Cookies

These cookies remember your settings and preferences (such as language or region) to personalise your experience on return visits.

Analytics Cookies

We use analytics tools (such as Google Analytics) to understand how visitors use our Website. This helps us improve content, layout, and performance. Data collected is aggregated and anonymised where possible.

Security Cookies

These cookies support security features and help detect and prevent fraudulent activity on our Website.

You may control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the Website. Our Website does not respond to "Do Not Track" browser signals at this time.

5. How We Use Your Information

Orbit Industrial processes your personal information for the following lawful purposes:

• To respond to quote requests, product enquiries, and customer service communications

• To process orders and manage ongoing supply agreements

• To provide technical product support and lubrication guidance

• To send relevant product updates, pricing changes, or service notifications where you have consented or where we have a legitimate interest

• To improve and maintain our Website, including troubleshooting technical issues

• To analyse how our Website is used and optimise content for our visitors

• To comply with legal and regulatory obligations applicable to our business

• To protect our rights, property, and the safety of our staff and customers

We will not use your personal information for purposes incompatible with those stated above without your prior consent.

6. Lawful Basis for Processing

Under POPIA, we process your personal information on the following lawful grounds:

• Contractual necessity — to fulfil orders, supply agreements, and service requests

• Legitimate interests — to improve our services, market our products to existing customers, and operate our business effectively

• Legal obligation — to comply with applicable South African law and regulation

• Consent — where you have expressly agreed to receive marketing communications or to the use of non-essential cookies

7. Sharing Your Personal Information

Orbit Industrial does not sell, rent, or trade your personal information to third parties for their own marketing purposes. We may share your information only in the following circumstances:

7.1 Service Providers

We engage trusted third-party service providers to support our operations, including IT infrastructure, website hosting, email delivery, and analytics platforms. These providers are contractually bound to process your information only on our instructions and may not use it for their own purposes.

7.2 Brand Partners and Authorised Suppliers

Where your enquiry relates to a specific brand (such as Mobil, Kimberly-Clark Professional, Quaker Houghton, Rymax Lubricants, or Lasher Tools), we may share relevant details with the applicable manufacturer for the purpose of fulfilling your order or providing technical support. We will inform you if this is required.

7.3 Legal Obligations

We may disclose your personal information where required by law, court order, or regulatory authority, or where we believe in good faith that disclosure is necessary to:

• Comply with a legal obligation binding on Orbit Industrial

• Protect and defend the legal rights or property of Orbit Industrial PTY Ltd.

• Prevent or investigate suspected fraud, illegal activity, or wrongdoing

• Protect the safety of our staff, customers, or the general public

• Defend against legal liability

8. International Transfers of Personal Information

Orbit Industrial operates primarily in South Africa. In certain cases, our service providers (such as cloud hosting or analytics platforms) may process your data on servers located outside South Africa. Where this occurs, we take reasonable steps to ensure that appropriate safeguards are in place consistent with POPIA requirements and that your information is treated with equivalent protection.

By using our Website and submitting personal information, you acknowledge that your data may be transferred and processed outside of South Africa where necessary for the purposes described in this policy.

9. Data Retention

We retain your personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by law. In practice:

• Customer and transactional records are retained for a minimum of 5 years in accordance with South African tax and commercial law

• Website analytics data is retained in accordance with our analytics provider's standard retention periods

• Marketing communications opt-in records are retained until you withdraw consent

• Information submitted via contact or quote forms is retained for the duration of any resulting business relationship, plus a reasonable period thereafter

When your personal information is no longer required, we will delete or anonymise it securely.

10. Security of Your Information

We take the security of your personal information seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, alteration, or disclosure. These measures include:

• Secure HTTPS encryption across our Website

• Access controls limiting staff access to personal information on a need-to-know basis

• Regular review of our data handling and storage practices

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, and you use our Website and provide information at your own risk. If you become aware of any security vulnerability or breach affecting our services, please notify us immediately at jaco@orbitindustrial.co.za.

11. Your Rights Under POPIA

As a data subject under the Protection of Personal Information Act 4 of 2013, you have the following rights in relation to your personal information held by Orbit Industrial:

Right of Access

You may request confirmation of whether we hold personal information about you, and request access to that information.

Right to Correction

You may request that we correct or update inaccurate, incomplete, or outdated personal information.

Right to Deletion

You may request that we delete your personal information where it is no longer necessary for the purposes for which it was collected, subject to our legal obligations to retain certain records.

Right to Object

You may object to the processing of your personal information where we rely on legitimate interests as our lawful basis, and we will consider your objection and cease processing unless we have compelling legitimate grounds that override your rights.

Right to Withdraw Consent

Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing prior to withdrawal.

Right to Complain

If you believe your rights under POPIA have been violated, you may lodge a complaint with the Information Regulator of South Africa:

The Information Regulator (South Africa)

Website: www.inforegulator.org.za

Email: complaints.IR@justice.gov.za

To exercise any of the above rights, please contact our Information Officer using the details in Section 2 of this policy. We will respond to requests within 30 days, as required by POPIA.

12. Links to Third-Party Websites

Our Website may contain links to third-party websites, including those of our brand partners (Mobil, Kimberly-Clark Professional, Quaker Houghton, Rymax, and Lasher Tools). These websites operate independently and have their own privacy policies. We have no control over, and accept no responsibility for, the content or privacy practices of any third-party website. We encourage you to review the privacy policy of any website you visit via a link from our Website.

13. Children's Privacy

Our Website and services are directed exclusively at business-to-business (B2B) clients and are not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe that a child has provided us with personal information without parental consent, please contact us immediately at jaco@orbitindustrial.co.za and we will take prompt steps to remove such information from our records.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law, or regulatory requirements. Where material changes are made, we will notify you by:

• Posting the updated policy on this page with a revised effective date

• Sending a notification to the email address associated with your account or enquiry, where applicable

We encourage you to review this Privacy Policy periodically. Continued use of our Website following the posting of changes constitutes your acceptance of the revised policy.

15. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the handling of your personal information, please contact our Information Officer:

Orbit Industrial Supplies PTY Ltd.

Attn: Information Officer

Unit 2, DuVille Industrial Park, 8 Arum Lily Street, Durbanville, 7550