POPIA
Privacy notice
This notice explains how IMKHONA handles personal information from this website and from its business dealings, and what you can ask us to do with it. It gives the information section 18 of the Protection of Personal Information Act 4 of 2013 (POPIA) requires.
1. Who we are
IMKHONA (Pty) Ltd is the responsible party, as POPIA defines it, for the personal information described here. We are a South African private company providing mining engineering, business improvement, haulage and logistics, commodity supply and asset finance services.
- Company
- IMKHONA (Pty) Ltd, registration number 2019/523163/07
- Address
- 321 Greenstone Gate, Greenstone Hill, Edenvale 1609, Gauteng
- Information Officer
- Matthew Magwalivha, Chief Executive Officer
- info@imkhona.co.za
- Telephone
- +27 (0)11 467 2021
2. What this website collects
The site sets no cookies and runs no analytics, advertising or tracking code. It loads no scripts, fonts or images from other companies. Every file comes from our own web server, which is hosted in South Africa.
Server logs
Like every web server, ours records each request it receives: your IP address, the date and time, the page or file requested, the address of the page that linked you here and the name of your browser. Our hosting provider keeps these logs to keep the server secure and to diagnose faults, and deletes them on its own rotation schedule. We do not use them to profile visitors or combine them with other information.
The fleet estimator and finance calculator
Both tools run in your browser. The figures you type stay on your device unless you press the button that copies them into the enquiry form and then send that form. To show the current prime lending rate, our server reads the rate the South African Reserve Bank publishes. Your browser does not contact the Reserve Bank, and no information about you is passed to it.
The enquiry form
The form asks for your name and email address, which we need to reply, and your consent. Company, phone, commodity, tonnage, route, Incoterm, service and message are optional. When you press send, our server emails the enquiry to info@imkhona.co.za and keeps no copy on the web server. If you do not tick the consent box, we cannot send the form, so you would need to email or phone us instead.
Email, phone and WhatsApp
If you email or phone us, we receive whatever you choose to tell us. The WhatsApp button opens WhatsApp, which WhatsApp LLC (part of Meta Platforms) operates under its own privacy policy. Messages you send us there are processed by WhatsApp, partly outside South Africa.
3. Information from clients and suppliers
When we quote, contract or work with you, we collect the business contact details of the people we deal with: name, job title, company, email, phone and, where a contract or payment needs it, identity or registration number, VAT number, physical address and bank details. Mine sites and ports may also require us to hold the details of people who visit them on our behalf. How we handle information about our employees, drivers and job applicants is set out in our PAIA manual.
4. Why we use it
We use personal information only for the purpose for which we collected it, and each use rests on one of the grounds in section 11(1) of POPIA:
| Purpose | POPIA ground |
|---|---|
| Replying to an enquiry and preparing a quote | Your consent, section 11(1)(a), and steps you asked for before a contract, section 11(1)(b) |
| Delivering services, invoicing and collecting payment | Performing a contract, section 11(1)(b) |
| Tax, company, labour and road-transport records | Complying with the law, section 11(1)(c) |
| Keeping the website and our systems secure | Our legitimate interest, section 11(1)(f) |
We do not sell personal information, and we do not send marketing by email, SMS or WhatsApp unless you have asked for it. Section 69 of POPIA requires that consent.
5. Who receives it
We share personal information only where a purpose above needs it:
- our web and email hosting provider, which stores the website and our mailboxes in South Africa and acts on our instructions as an operator under section 21 of POPIA;
- auditors, accountants, lawyers, banks, funders and insurers, when a contract, a finance application you asked for, or the law requires it;
- mines, wash plants, ports and shipping agents involved in a load, limited to what they need to admit people and cargo;
- SARS, the Companies and Intellectual Property Commission and other authorities, when the law obliges us to.
6. Information sent outside South Africa
The website and our email are hosted in South Africa. Some contracts involve buyers, shipping agents and port operators in other countries, including Mozambique for cargo through Maputo. For those contracts we send the business contact details needed to perform them, as section 72(1)(c) and (d) of POPIA allow. WhatsApp messages are processed by WhatsApp, as described in section 2.
7. How long we keep it
| Record | Period |
|---|---|
| Enquiries that do not lead to work | Deleted 12 months after our last contact with you |
| Company accounting records | 7 years, section 24 of the Companies Act 71 of 2008 |
| Records that support tax returns | 5 years from the date the return is submitted, section 29 of the Tax Administration Act 28 of 2011 |
| Employee records | 3 years from the last entry, section 31 of the Basic Conditions of Employment Act 75 of 1997 |
| Web server logs | The hosting provider's rotation period |
When a period ends, we delete the record or remove what identifies you, as section 14 of POPIA requires, unless a law, a contract or a legal claim requires us to keep it longer.
8. How we protect it
The site is served only over encrypted HTTPS. Mailboxes and business systems need a password, and only staff who need a record for their work can open it. Paper records are kept in locked storage at our Edenvale office. Operators who handle information for us must protect it under a written agreement, as section 21 of POPIA requires. If we believe someone has gained unauthorised access to your personal information, we will tell you and the Information Regulator, as section 22 requires.
9. Your rights
Under POPIA you may:
- ask whether we hold personal information about you and for a copy of it, section 23;
- ask us to correct, update or delete it, section 24;
- object to our use of it where we rely on our legitimate interest, section 11(3);
- withdraw your consent at any time, section 11(2)(b), which does not affect what we did before you withdrew it.
Email info@imkhona.co.za with the subject line "Privacy request" and enough detail for us to find your records. We may ask you to confirm your identity first. We reply within 30 days. A request about your own enquiry is free. A formal request for other records follows the procedure and fees in our PAIA manual.
10. Complaints
Please raise any concern with our Information Officer first. You may also complain to the Information Regulator at any time:
- POPIAComplaints@inforegulator.org.za
- Telephone
- 010 023 5200, toll free 0800 017 160
- Address
- Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg 2191
- Website
- inforegulator.org.za
11. Visitors outside South Africa
IMKHONA operates from South Africa and this website is meant for businesses in Southern Africa, so POPIA governs how we handle your information. If the law where you live gives you further rights over your information, write to us and we will deal with your request on those terms.
12. Changes to this notice
We will update this notice when our practices or the law change, and the effective date at the top will show the current version. The website is meant for businesses, and we do not knowingly collect personal information from anyone under 18.
Matthew Magwalivha, Information Officer, IMKHONA (Pty) Ltd. 27 October 2026.