Privacy Policy

This policy applies to personal information processed by Third Door Promotions through our website, email communications, telephone conversations, project engagements, events, digital platforms and other business activities.

For the purposes of the Protection of Personal Information Act 4 of 2013, commonly referred to as POPIA, Third Door Promotions may act as either a responsible party or an operator, depending on the nature of the service being provided.

A responsible party determines why and how personal information is processed. An operator processes information on behalf of another organisation under an agreement or instruction.

The type of information we collect depends on how you interact with us. It may include:

• Your full name, job title and company name.
• Your email address, telephone number and business address.
• Information submitted through contact or quotation forms.
• Details about your project, campaign, event or service requirements.
• Client, supplier and service-provider contact information.
• Billing, payment and transaction-related information.
• Correspondence, enquiries, feedback and support requests.
• Photographs, videos, artwork, campaign content or other materials supplied for a project.
• Technical information such as your IP address, browser type, device type, referring website and website activity.
• Information required to provide custom software, internal communication or employee-engagement services.

We aim to collect only information that is adequate, relevant and reasonably necessary for the purpose for which it is processed.

We may collect personal information:

• Directly from you when you contact or engage with us.
• When you complete a form on our website.
• During project consultations, meetings and correspondence.
• When you register for, attend or participate in an event.
• When you provide information as a client, supplier or contractor.
• From an organisation that has authorised us to process information as part of a project or service.
• Automatically through cookies, server logs and similar website technologies.
• From publicly available sources where collection is lawful and appropriate.

We may process personal information to:

• Respond to enquiries and quotation requests.
• Communicate with clients, suppliers and project stakeholders.
• Prepare proposals, agreements, invoices and project documentation.
• Provide internal communication, campaign design, corporate event, gifting and software-development services.
• Manage projects, deliverables, approvals and support requests.
• Arrange and administer corporate events or campaigns.
• Develop, maintain or support digital platforms and software.
• Maintain financial, tax and business records.
• Improve our website, services and customer experience.
• Protect our systems, business, clients and users against misuse.
• Comply with legal, regulatory and contractual obligations.
• Send relevant marketing communications where permitted and subject to your right to opt out.

We process personal information only where there is an appropriate legal justification. Depending on the circumstances, this may include:

• You have consented to the processing.
• Processing is necessary to enter into or perform a contract with you.
• Processing is required to comply with a legal obligation.
• Processing protects a legitimate interest of the data subject.
• Processing is necessary for our legitimate business interests or those of a third party, provided that your privacy rights are not unjustifiably infringed.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal will not affect processing that was lawful before consent was withdrawn.

Some Third Door Promotions projects may involve information supplied by a corporate client about its employees, contractors, customers, event attendees or other stakeholders.

Where we process this information only on a client’s documented instructions, the client generally remains the responsible party and Third Door Promotions acts as an operator.

In these circumstances, we will:

• Use the information only for the agreed project or service.
• Follow applicable contractual and confidentiality obligations.
• Limit access to authorised team members and service providers.
• Apply reasonable security safeguards.
• Return, delete or securely retain the information in accordance with the agreement and applicable law.

We do not sell personal information. We may share information only where reasonably necessary and permitted by law, including with:

• Authorised employees and contractors.
• Website, email, hosting and cloud-service providers.
• Software, analytics and technical-support providers.
• Printers, couriers, venues, caterers and event suppliers.
• Professional advisers, accountants, auditors or legal advisers.
• Payment-processing or financial-service providers.
• Regulatory authorities, law-enforcement bodies or courts where required by law.
• A purchaser, successor or relevant adviser in connection with a lawful business restructuring or transfer.

Service providers that process information on our behalf are expected to maintain confidentiality and appropriate security safeguards.

Some technology, hosting, cloud, email or software providers may process information outside South Africa.

Where personal information is transferred internationally, we will take reasonable steps to ensure that the recipient is subject to appropriate legal, contractual or organisational safeguards as required by applicable data-protection law.

Cookies are small files placed on a device when a website is visited. They may help a website function correctly, remember preferences, understand usage or improve performance.

Our website may use:

• Essential cookies: required for website functionality, security and form submission.
• Preference cookies: used to remember selected settings or choices.
• Analytics cookies: used to understand general website activity and performance where analytics tools are enabled.
• Third-party cookies: which may be created by embedded videos, maps, social-media content or external services.

You can manage or block cookies through your browser settings. Disabling essential cookies may affect certain website functions.

We may occasionally send information about relevant Third Door Promotions services, events, campaigns or business updates where we have consent or another lawful basis to do so.

Every electronic marketing communication will provide a reasonable method to unsubscribe or opt out. You may also request removal from marketing communications by contacting us directly.

We will not continue sending direct marketing communications after a valid opt-out request has been processed, except for essential service, contractual or administrative messages.

Third Door Promotions applies appropriate and reasonable technical and organisational measures designed to protect personal information against:

• Loss, damage or unauthorised destruction.
• Unlawful access, acquisition or use.
• Accidental disclosure or alteration.
• Misuse and unauthorised processing.

Safeguards may include access controls, passwords, secure hosting, software updates, backups, confidentiality obligations and restricted access to project information.

No electronic system is completely secure. Where there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will respond and provide notifications as required by applicable law.

We retain personal information only for as long as reasonably necessary to fulfil the purpose for which it was collected, meet contractual obligations, maintain legitimate business records, resolve disputes or comply with legal requirements.

Retention periods may differ depending on the type of information, the relevant project and applicable financial, tax, contractual or regulatory requirements.

When information is no longer required, it will be deleted, destroyed, anonymised or securely archived where continued retention is required by law.

Subject to POPIA and any applicable limitations, you may have the right to:

Submitting a request

To protect personal information, we may need to verify your identity before completing a privacy request. We will respond within a reasonable period and in accordance with applicable law.

Some requests may be subject to lawful limitations, prescribed procedures or reasonable fees where permitted.

Our website and general business services are not intentionally directed at children.

We will not knowingly collect or process a child’s personal information without an appropriate legal justification, the consent of a competent person or another authorisation permitted by law.

Where a corporate project involves children’s information, the relevant client must inform us in advance so that appropriate safeguards and instructions can be established.

Our website may contain links to external websites, social-media platforms or third-party services.

Third Door Promotions does not control the privacy or security practices of those third parties. You should review the privacy notice of an external service before supplying personal information.

We may update this Privacy Policy when our services, systems, processing activities or legal obligations change.

The latest version will be published on this page and the “Last updated” date will be amended. Material changes may also be communicated through another appropriate channel where required.

Questions, objections, correction requests, access requests or privacy complaints may be directed to:

Third Door Promotions

Website: thirddoor.co.za

Email: info@thirddoor.co.za

Information Officer: The Information Officer of Third Door Promotions

Information Regulator of South Africa

You may lodge a complaint with the Information Regulator if you believe that your personal information has been processed unlawfully or that a valid privacy request has not been addressed.

Visit the Information Regulator’s complaint portal