Privacy Policy
How Wired IT collects, uses, shares and protects personal information
| Company | Wired IT Specialists (Pty) Ltd |
|---|---|
| Registration number | 2023/267841/23 |
| Effective date | 1 July 2026 |
| Last updated | 17 July 2026 |
Plain-language summary. This policy applies when you visit our website, submit an enquiry, request an offer, subscribe to marketing, become a client, supply services to us, or otherwise interact with Wired IT. It does not replace the privacy and data-processing terms in a signed client agreement.
1. About this Privacy Policy
This Privacy Policy explains how Wired IT Specialists (Pty) Ltd (“Wired IT”, “we”, “us” or “our”) collects, uses, stores, shares and protects personal information.
It applies to personal information processed through our website, contact forms, email and telephone communications, promotional campaigns, quotations, managed IT and cybersecurity services, support requests, supplier relationships, recruitment activities and other business interactions.
We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA), the Promotion of Access to Information Act 2 of 2000 (PAIA), and other applicable South African law.
2. Responsible party and contact details
| Responsible party | Wired IT Specialists (Pty) Ltd |
|---|---|
| Registration number | 2023/267841/23 |
| Information Officer | Stuart Withers |
| Deputy Information Officer | Julian Kruger |
| Privacy email | privacy@wired-it.co.za |
| General email | info@wired-it.co.za |
| Marketing email | hello@wired-it.co.za |
| Telephone | 011 262 6386 |
| Physical address | Unit 9, High Tech Village, Superior Road, Halfway House, Midrand, 1685, South Africa |
| Website | https://www.wired-it.co.za |
The Information Officer and Deputy Information Officer oversee Wired IT’s privacy and access-to-information responsibilities. Privacy enquiries and requests should be sent to privacy@wired-it.co.za.
3. Our role as responsible party and operator
Wired IT acts as the responsible party when we determine why and how personal information is processed for our own business purposes, such as managing enquiries, marketing subscriptions, contracts, suppliers, employees and our website.
When we provide managed IT, cloud, cybersecurity, backup, monitoring or support services, we may process information on behalf of a client. In that context, the client will ordinarily be the responsible party and Wired IT will ordinarily act as an operator under the client’s instructions and the applicable agreement.
A request relating to information controlled by one of our clients may need to be referred to that client.
4. Personal information we collect
4.1 Website enquiries and promotional requests
- Company name, industry and approximate number of employees.
- Contact name, surname, job title, email address and telephone or mobile number.
- The service, issue or business requirement described in the enquiry.
- Promotional offers, assessments or consultations selected.
- Communication preferences and optional marketing consent.
- Any information voluntarily included in a message or uploaded document.
4.2 Website and campaign information
- IP address, browser and device type, operating system and approximate location derived from technical data.
- Pages visited, dates and times of visits, referring page or website, and website interactions.
- Cookie identifiers and advertising or campaign parameters such as gclid, utm_source and related attribution information.
- Email delivery, opening, click and subscription information where permitted and supported by our email platform.
4.3 Clients and service users
- Company registration, billing, payment and authorised representative information.
- Contracts, quotations, purchase orders, correspondence and service records.
- User-account identifiers, device and system information, support tickets, security logs and access records.
- Network, cloud, backup, software, licence, monitoring and cybersecurity information required to deliver services.
- Incident, assessment, project, maintenance and change-management records.
4.4 Other business interactions
- Supplier, contractor and professional adviser contact, contractual, banking and compliance information.
- Job applicant information, including qualifications, employment history, references and information supplied during recruitment.
- Visitor, access-control, fraud-prevention, complaint, dispute and regulatory information where applicable.
We aim to collect only information that is adequate, relevant and not excessive for the purpose concerned.
5. How we collect personal information
- Directly from you when you submit a form, contact us, request a quotation, sign an agreement, open a support ticket or communicate with us.
- From your employer, organisation, authorised representative or a client that has instructed us to provide services.
- From systems, networks, devices and cloud services that we are authorised to manage, monitor, support or secure.
- From service providers, business partners, professional advisers, verification services and publicly available sources where lawful.
- Automatically through cookies, analytics tools, security logs and similar website technologies.
If you provide personal information about another person, you must be authorised to do so and should ensure that the person has received any privacy notice required by law.
6. Why we process personal information
| Purpose | Examples |
|---|---|
| Enquiries and sales | Responding to enquiries, understanding requirements, assessing offer eligibility, arranging consultations and preparing quotations. |
| Contracting and service delivery | Concluding and administering agreements; onboarding; providing managed IT, cloud, support, backup and cybersecurity services. |
| Security and risk | Authenticating users, protecting systems, detecting threats, preventing fraud, investigating incidents and maintaining business continuity. |
| Business administration | Billing, payment collection, accounting, auditing, supplier management, insurance, reporting and record keeping. |
| Marketing | Managing optional subscriptions, sending permitted marketing and measuring campaign performance. |
| Legal and regulatory | Complying with tax, company, labour, privacy, access-to-information and other legal obligations; establishing or defending legal rights. |
| Improvement and analytics | Understanding website use, improving services, measuring campaigns and identifying operational trends. |
Depending on the circumstances, processing may be based on consent, a request made by you, the conclusion or performance of a contract, a legal obligation, the protection of a legitimate interest, or Wired IT’s legitimate business interests where these do not unjustifiably infringe privacy rights.
We will not use personal information for a materially incompatible purpose unless the further processing is permitted by law.
7. Direct marketing
Submitting an enquiry, requesting a quotation or claiming a promotional offer does not automatically subscribe you to unrelated marketing communications.
Where consent is required for electronic direct marketing, our marketing checkbox will be separate, voluntary and not pre-selected. We may also communicate with an existing client about our own similar products or services where POPIA permits this and where the client is given a reasonable opportunity to object.
You may unsubscribe at any time by using the unsubscribe facility in a marketing message, emailing hello@wired-it.co.za, or emailing privacy@wired-it.co.za with the subject line “Unsubscribe”.
Operational communications such as service notices, security alerts, support updates, billing notices and messages needed to administer a contract are not marketing communications.
8. Cookies, analytics and advertising technologies
Our website may use cookies and similar technologies for essential functionality, security, preferences, analytics and advertising measurement.
- Essential cookies support core website operation and security.
- Analytics cookies help us understand website use and improve performance.
- Advertising and attribution technologies help us measure which campaigns generate enquiries.
- Email technologies may record delivery, opening or click activity where permitted and configured.
Wired IT’s Google Analytics property is configured to retain user-level and event-level data for 14 months. This setting does not necessarily remove aggregated standard reports after 14 months.
You may manage non-essential cookies through our cookie settings, where available, and through your browser. Restricting non-essential cookies should not prevent access to the main website, although some functionality or measurement may be affected.
9. Service providers and sharing
We may share personal information only where reasonably necessary for an authorised purpose. Relevant recipients and operators may include:
- MailerLite, Inc. and its approved subprocessors for email marketing, subscriber management, segmentation, automation and consent records.
- Google services, including Google Analytics, Google Ads and Google Tag Manager, for website analytics, campaign measurement and advertising attribution. Where enhanced conversion measurement is used, an irreversibly hashed version of an enquirer’s email address and telephone number may be shared with Google Ads for the sole purpose of matching an enquiry or signed agreement to an advertising click. The plain-text contact details are not shared with Google for this purpose, and Google’s terms restrict the use of this data to conversion measurement.
- Website hosting, cloud, data-centre, telecommunications, software, cybersecurity, monitoring, backup and support providers.
- Accounting, banking, payment, insurance, audit, legal and other professional service providers.
- Clients on whose behalf we process information, authorised group companies, regulators, law-enforcement bodies or public authorities where disclosure is permitted or required.
- Parties involved in a lawful business restructuring, sale, merger or transfer, subject to appropriate confidentiality and legal safeguards.
Operators processing information for Wired IT are expected to protect it, maintain confidentiality and process it only for authorised purposes. Wired IT does not sell personal information to third parties for their independent direct-marketing purposes.
10. International transfers
Some technology, cloud and marketing providers may process or store personal information outside South Africa. This may include processing in the United States, the European Union and other jurisdictions used by those providers and their approved subprocessors.
Where information is transferred outside South Africa, Wired IT will take reasonably practicable steps to ensure that the transfer is permitted under POPIA. Safeguards may include an adequate foreign legal framework, a binding agreement that provides appropriate protection, consent where appropriate, contractual necessity, or another lawful transfer basis.
11. How long we keep information
| Record type | General retention approach |
|---|---|
| Enquiries that do not become clients | Normally up to 24 months after the last meaningful interaction, unless a longer period is reasonably required for a dispute, legal obligation or legitimate business purpose. |
| Marketing subscribers | For as long as the subscription remains active. A limited suppression record may be retained after an unsubscribe to respect the opt-out and demonstrate compliance. |
| Client and financial records | For the client relationship and generally at least five years thereafter, or longer where required by tax, company, contract, legal or regulatory obligations. |
| Support, security and technical records | According to the applicable contract, service, operational, security, evidential and legal requirements. |
| Google Analytics user and event data | 14 months under the current property setting. Aggregated reports may remain available for longer. |
| Recruitment information | For the recruitment process and a reasonable period thereafter, unless a longer period is agreed or required by law. |
When information is no longer required, we will delete, destroy, de-identify or restrict access to it where reasonably practicable and legally permitted.
12. Information security
Wired IT implements reasonable technical and organisational safeguards intended to protect personal information against loss, damage, unauthorised destruction, unlawful access, unauthorised processing, alteration and disclosure.
- HTTPS and TLS encryption for website transmissions.
- Role-based access controls and authentication measures.
- Endpoint, network, cloud and email security controls.
- Monitoring, logging, backup and recovery processes.
- Confidentiality obligations, policies, awareness and training.
- Supplier and operator security requirements, due diligence and written agreements where appropriate.
- Incident response, vulnerability management and business continuity measures.
No website, network, email system or electronic storage method can be guaranteed to be completely secure.
13. Security compromises
Where there are reasonable grounds to believe that personal information for which Wired IT is responsible has been accessed or acquired by an unauthorised person, we will investigate, contain and respond to the incident.
We will notify the Information Regulator and affected persons as soon as reasonably possible where POPIA requires notification, subject to any lawful instruction that notification be delayed. When Wired IT acts as an operator, we will notify the responsible client in accordance with law and the applicable agreement.
14. Your rights
Subject to POPIA, PAIA and other applicable law, you may:
- ask whether Wired IT holds personal information about you and request access to it;
- request correction or updating of inaccurate, incomplete, misleading, excessive or outdated information;
- request deletion or destruction where Wired IT is no longer authorised or required to retain the information;
- object on reasonable grounds to certain processing;
- withdraw consent where processing is based on consent;
- object to direct marketing at any time;
- request information about relevant third parties that have had access to your information, where applicable; and
- lodge a complaint with Wired IT or the Information Regulator.
Requests should be submitted to privacy@wired-it.co.za. We may request reasonable proof of identity and authority before acting. A request may be limited or refused where the law permits or requires us to retain or continue processing the information.
15. Children and special personal information
Our general website and business-to-business services are not directed at children. We do not intentionally collect personal information from children through general website forms unless a competent person has authorised the processing or another lawful basis applies.
Please do not submit health, biometric, religious, political, trade-union, criminal-conduct or other special personal information through a general enquiry form unless Wired IT has specifically requested it for a lawful purpose.
16. Third-party websites
Our website may contain links to services or websites operated by third parties. Wired IT does not control their privacy or security practices. You should review the relevant third-party privacy terms before submitting information to them.
17. PAIA Manual and access to records
Requests for access to records may be made under PAIA and Wired IT’s PAIA Manual.
- The PAIA Manual is made available through the PAIA section of the Wired IT website.
- It is available for public inspection during normal business hours at Wired IT’s principal place of business.
- An electronic copy may be requested from privacy@wired-it.co.za.
- Requests for access to specific records must comply with PAIA and may be subject to prescribed fees and lawful grounds of refusal.
18. Changes to this policy
We may update this Privacy Policy when our services, systems, providers, processing activities, legal obligations or privacy practices change. The latest version will be published on our website and the last-updated date will be amended.
19. Contact and complaints
Privacy questions, objections, correction or deletion requests, marketing opt-outs and complaints should first be sent to:
| Responsible party | Wired IT Specialists (Pty) Ltd |
|---|---|
| Registration number | 2023/267841/23 |
| Information Officer | Stuart Withers |
| Deputy Information Officer | Julian Kruger |
| Privacy email | privacy@wired-it.co.za |
| General email | info@wired-it.co.za |
| Marketing email | hello@wired-it.co.za |
| Telephone | 011 262 6386 |
| Physical address | Unit 9, High Tech Village, Superior Road, Halfway House, Midrand, 1685, South Africa |
| Website | https://www.wired-it.co.za |
If you are not satisfied with our response, you may lodge a complaint with the Information Regulator South Africa:
| Physical address | Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 |
|---|---|
| Postal address | PO Box 31533, Braamfontein, Johannesburg, 2017 |
| Telephone | 010 023 5200 |
| Toll-free | 0800 017 160 |
| General enquiries | enquiries@inforegulator.org.za |
| POPIA complaints | POPIAComplaints@inforegulator.org.za |
| Website | https://inforegulator.org.za |
Document status. This is Wired IT’s public website Privacy Policy. Client-specific processing, service security responsibilities and operator terms may also be governed by a signed managed-services agreement, service schedule or data-processing agreement.