POPIA Policy

PROTECTION OF PERSONAL INFORMATION ACT (POPIA) POLICY

Effective Date: Wednesday, January 8, 2026
Last Updated: Wednesday, January 8, 2026
Company: Apollo Energy ZAA (Pty) Ltd
Registration Number: 2024/303631/07
Contact: 062 523 0748 | Email: support@apolloenergyza.co.za
Physical Address: 21 Tlhoiwa Street, Tlhabane West, Rustenburg, 0299

1. INTRODUCTION AND PURPOSE

1.1 Our Commitment

Apollo Energy ZAA (Pty) Ltd (Registration Number: 2024/303631/07) (“we,” “us,” “our,” or “Apollo Energy”) is committed to protecting the privacy and security of your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable data protection laws. This POPIA Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with us.

1.2 Scope and Application

This policy applies to:

  • All customers, suppliers, employees, contractors, and visitors

  • All personal information processed by Apollo Energy in South Africa

  • All electronic and paper-based records containing personal information

  • All business operations including sales, installations, and support services

1.3 Definitions

  • “Personal Information” means information relating to an identifiable, living, natural person, and where applicable, an identifiable, existing juristic person.

  • “Processing” means any operation or activity concerning personal information.

  • “Data Subject” means the person to whom personal information relates.

  • “Information Officer” means the person responsible for ensuring POPIA compliance.

2. PRINCIPLES OF PROCESSING PERSONAL INFORMATION

We adhere to the following POPIA conditions for lawful processing:

2.1 Accountability

We take responsibility for ensuring compliance with POPIA and have appointed an Information Officer to oversee implementation.

2.2 Processing Limitation

We only process personal information:

  • With your consent, unless law permits otherwise

  • For a specific, explicitly defined, and lawful purpose

  • That is adequate, relevant, and not excessive for the purpose

2.3 Purpose Specification

We collect personal information only for legitimate business purposes, including:

  • Providing solar energy solutions and services

  • Processing quotations, orders, and payments

  • Installation and maintenance of energy systems

  • Customer support and communication

  • Legal and regulatory compliance

  • Marketing (with consent)

2.4 Further Processing Limitation

Any further processing of personal information will be compatible with the original purpose of collection.

2.5 Information Quality

We ensure personal information is complete, accurate, not misleading, and updated where necessary.

2.6 Openness

We maintain documentation of all processing activities and make this policy available to all data subjects.

2.7 Security Safeguards

We implement appropriate technical and organizational measures to protect personal information against:

  • Unauthorized access

  • Loss, damage, or destruction

  • Unlawful processing

2.8 Data Subject Participation

You have the right to:

  • Access your personal information

  • Request correction or deletion

  • Object to processing

  • Lodge a complaint with the Information Regulator

3. TYPES OF PERSONAL INFORMATION WE COLLECT

We may collect and process the following categories of personal information:

3.1 Contact Information

  • Full name and surname

  • Physical and postal addresses

  • Email addresses

  • Telephone and mobile numbers

3.2 Identity and Verification Information

  • South African ID number

  • Passport number (for non-citizens)

  • Proof of address

  • Company registration details (for juristic persons)

3.3 Financial Information

  • Bank account details

  • Credit card information (processed securely via payment gateways)

  • Payment history

  • Credit references

3.4 Property Information

  • Physical address for installation

  • Property ownership details

  • Electrical supply information

  • Building plans and specifications

3.5 Technical Information

  • IP addresses and device information

  • Website usage data via cookies

  • System performance data from installed equipment

  • Energy consumption patterns (with consent)

3.6 Special Personal Information

We generally do not process special personal information (religious beliefs, health information, etc.) unless required by law or with explicit consent.

4. HOW WE COLLECT PERSONAL INFORMATION

We collect personal information through:

  • Direct interactions (quotation requests, contracts, correspondence)

  • Our website and online portals

  • Telephonic communications

  • Site assessments and surveys

  • Third-party referrals (with consent)

  • Publicly available sources

  • Cookies and similar technologies (as per our Cookie Policy)

5. PURPOSES OF PROCESSING PERSONAL INFORMATION

We process personal information for the following legitimate business purposes:

5.1 Service Delivery

  • Providing quotations and proposals

  • Designing and installing energy systems

  • Maintenance and repair services

  • System monitoring and optimization

  • Billing and payment processing

5.2 Customer Relationship Management

  • Communicating about services

  • Responding to inquiries and complaints

  • Customer support and technical assistance

  • Service updates and notifications

5.3 Legal and Regulatory Compliance

  • Complying with tax laws (VAT records)

  • Meeting electrical compliance regulations (SANS standards)

  • Health and safety requirements

  • Consumer Protection Act compliance

5.4 Business Operations

  • Internal record keeping

  • Financial management and accounting

  • Quality assurance and improvement

  • Risk management and fraud prevention

5.5 Marketing Communications

  • Sending promotional materials (only with consent)

  • Informing about new products or services

  • Customer satisfaction surveys

  • Special offers and promotions

6. SHARING AND DISCLOSURE OF PERSONAL INFORMATION

6.1 Third-Party Service Providers

We may share personal information with:

  • Installation contractors and technicians

  • Equipment suppliers and manufacturers

  • Payment processing services

  • IT and cloud service providers

  • Marketing agencies (with consent)

  • Professional advisors (lawyers, accountants)

6.2 Legal Requirements

We may disclose personal information when required by:

  • South African Revenue Service (SARS)

  • National Energy Regulator of South Africa (NERSA)

  • Local municipal authorities

  • Law enforcement agencies

  • Courts or tribunals

6.3 Cross-Border Transfers

We generally process personal information within South Africa. Any cross-border transfers will comply with POPIA requirements and ensure adequate protection.

7. DATA SECURITY MEASURES

7.1 Technical Security

  • Encrypted data transmission (SSL/TLS)

  • Secure password policies and multi-factor authentication

  • Regular security updates and patches

  • Firewalls and intrusion detection systems

  • Secure data backups and disaster recovery

7.2 Organizational Security

  • Confidentiality agreements with employees and contractors

  • Regular POPIA training and awareness programs

  • Access controls and permission management

  • Secure document disposal procedures

  • Physical security of premises and equipment

7.3 Incident Response

We have procedures to:

  • Detect and report security breaches

  • Investigate and contain incidents

  • Notify affected data subjects and the Information Regulator when required

  • Implement corrective actions

8. DATA RETENTION AND DESTRUCTION

8.1 Retention Periods

We retain personal information only as long as necessary for:

  • The purpose for which it was collected

  • Legal or regulatory requirements (e.g., tax records: 5 years)

  • Ongoing customer relationships

  • Legitimate business needs

8.2 Secure Destruction

When personal information is no longer needed, we securely destroy it using:

  • Secure shredding for paper documents

  • Digital wiping for electronic media

  • Certified destruction services for sensitive materials

9. DATA SUBJECT RIGHTS

You have the following rights regarding your personal information:

9.1 Right to Access

You may request:

  • Confirmation that we hold your personal information

  • Access to your personal information records

  • Information about third parties with whom we have shared your data

9.2 Right to Correction

You may request correction of inaccurate, outdated, or incomplete personal information.

9.3 Right to Object

You may object to the processing of your personal information, including for:

  • Direct marketing purposes

  • Processing based on legitimate interests

9.4 Right to Erasure

You may request deletion of your personal information when:

  • It is no longer necessary for the purpose collected

  • You withdraw consent (where processing is based on consent)

  • It has been processed unlawfully

9.5 Right to Complain

You may lodge a complaint with:

  • Our Information Officer (first instance)

  • The Information Regulator of South Africa

Information Regulator Contact Details:
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
P.O Box 31533, Braamfontein, Johannesburg, 2017
Email: complaints.IR@justice.gov.za
Website: https://www.justice.gov.za/inforeg/

10. MARKETING AND COMMUNICATIONS

10.1 Consent for Marketing

We will only send you marketing communications if:

  • You have given explicit consent, OR

  • You are an existing customer and we are marketing similar products/services

10.2 Opt-Out Mechanism

Every marketing communication includes an easy opt-out option. You can also unsubscribe by:

  • Email: support@apolloenergyza.co.za

  • Phone: 062 523 0748

  • Website: Account preferences page

11. COOKIES AND ONLINE TRACKING

Our use of cookies and similar technologies is detailed in our separate Cookie Policy, which forms part of this POPIA Policy.

12. CHILDREN’S PRIVACY

We do not knowingly collect personal information from children under 18 without parental consent. If we discover such collection, we will delete it immediately.

13. POLICY UPDATES AND NOTIFICATION

13.1 Updates to this Policy

We may update this policy periodically. The latest version will always be available on our website with the effective date.

13.2 Notification of Changes

For material changes, we will notify you via:

  • Email to your registered address

  • Notice on our website

  • SMS notification (if applicable)

14. CONTACT INFORMATION AND QUERIES

14.1 Information Officer

For POPIA-related queries, complaints, or requests:

Email: support@apolloenergyza.co.za
Telephone: 062 523 0748
Physical Address: 21 Tlhoiwa Street, Tlhabane West, Rustenburg, 0299

14.2 Response Times

We undertake to respond to your requests within:

  • Acknowledgement: 2 business days

  • Complete response: 30 calendar days (may be extended with notification)

14.3 Request Procedure

To exercise your rights, please:

  1. Complete our Personal Information Request Form (available on our website)

  2. Provide proof of identity

  3. Specify the nature of your request

  4. Submit via email or post to the Information Officer

15. GOVERNING LAW AND JURISDICTION

This policy is governed by the laws of South Africa. Any disputes shall be subject to the jurisdiction of the South African courts.

ACKNOWLEDGEMENT

By using our services, engaging with us, or providing your personal information, you acknowledge that you have read, understood, and agree to the terms of this POPIA Policy.

This document is reviewed annually or when significant changes occur in legislation or business operations.

APOLLO ENERGY ZAA (PTY) LTD
Registration Number: 2024/303631/07
21 Tlhoiwa Street, Tlhabane West, Rustenburg, 0299
062 523 0748 | support@apolloenergyza.co.za

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