POPIA Compliance Policy

POPIA Policy

Written Aim

Effective Date: 2026/03/16

Written Aim respects the privacy of individuals and is committed to processing personal information in accordance with the laws of the Republic of South Africa, including the Protection of Personal Information Act.

This POPIA Policy describes how Written Aim collects, processes, stores, and protects personal information in the course of providing its services.

By using the Written Aim website and services, you acknowledge that your personal information may be processed in accordance with this policy.

1. Purpose of this Policy

The purpose of this policy is to ensure that Written Aim complies with the principles of lawful processing of personal information as required by the Protection of Personal Information Act.

This policy explains:

• how personal information is collected
• how personal information is processed
• how personal information is stored
• the rights of individuals whose personal information is processed

2. Definitions

For the purposes of this policy, the following definitions apply.

Personal Information

Information relating to an identifiable, living natural person, including but not limited to:

• identity numbers
• contact details
• personal opinions
• correspondence
• identifying documentation

Data Subject

The individual to whom the personal information relates.

Processing

Any operation concerning personal information including collection, storage, use, distribution, or destruction.

Responsible Party

The entity that determines the purpose and means of processing personal information.

3. Responsible Party

Written Aim acts as the Responsible Party in relation to the personal information collected through its website and services.

Written Aim determines the purpose and means by which personal information is processed.

4. Information Officer

In accordance with the requirements of the Protection of Personal Information Act, Written Aim designates an Information Officer responsible for ensuring compliance with the Act.

The Information Officer is responsible for:

• ensuring compliance with POPIA
• managing requests from data subjects
• handling privacy-related enquiries
• liaising with regulatory authorities where required

Requests relating to personal information may be directed to:

Email: info@writtenaim.co.za

5. Personal Information Collected

Written Aim may collect and process the following categories of personal information.

Personal identification information

• full name
• identity number
• residential address
• contact details
• email address

Firearm licence application information

Information submitted by clients for the purpose of generating firearm licence motivation documents.

This may include:

• firearm details
• intended purpose of ownership
• hunting or sport shooting experience
• organisational memberships
• safe storage information
• supporting documentation

Website usage information

Technical information such as:

• IP address
• browser type
• operating system
• device information

6. Lawful Basis for Processing

Written Aim processes personal information only where lawful grounds exist.

Processing may occur on the following grounds:

• the consent of the client
• the need to perform a service requested by the client
• compliance with legal obligations
• legitimate business interests

7. Purpose of Processing Personal Information

Personal information is processed for the following purposes:

• generating firearm licence motivation documents
• communicating with clients regarding services
• maintaining service records
• providing customer support
• maintaining website functionality and security

8. Security Safeguards

Written Aim takes reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, or disclosure.

Security measures may include:

• encrypted connections
• restricted administrative access
• authentication controls
• secure data storage systems

While reasonable measures are taken, no system can guarantee complete security.

9. Retention of Personal Information

Personal information is retained only for as long as necessary to fulfil the purposes for which the information was collected.

Information may be retained for:

• service delivery
• record keeping
• compliance with legal obligations
• dispute resolution

Where information is no longer required it may be securely deleted.

10. Sharing of Personal Information

Written Aim does not sell personal information.

Personal information may be disclosed only in the following circumstances:

• where disclosure is required by law
• where disclosure is necessary to comply with legal obligations
• where disclosure is required to provide services requested by the client
• where disclosure is authorised by the client

11. Rights of Data Subjects

Under the Protection of Personal Information Act, data subjects have the right to:

• request access to their personal information
• request correction of inaccurate personal information
• request deletion of personal information where legally permitted
• object to the processing of personal information in certain circumstances

Requests may be submitted to:

info@writtenaim.co.za

12. Complaints

If a data subject believes that personal information has been processed unlawfully, a complaint may be submitted to the relevant regulatory authority.

Complaints may be directed to the:

Information Regulator

Website: https://inforegulator.org.za

13. Updates to this Policy

Written Aim reserves the right to update this POPIA Policy from time to time.

Updates will be published on the Written Aim website.