Privacy Policy

Effective Date: 1 January 2025  |  Last Updated: March 2026

1. Introduction

RTM Supply & Engineering Services (Pty) Ltd (“RTM Engineering”, “we”, “us”, or “our”) is committed to protecting the privacy and personal information of all individuals who interact with our business, including visitors to our website at www.rtmengineering.co.za and persons who submit enquiries through our contact form.

This Privacy Policy explains how we collect, use, store, share, and protect your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African legislation.

By using our website or submitting your information through our contact form, you acknowledge that you have read and understood this Privacy Policy.

2. Who We Are — The Responsible Party

The responsible party for purposes of POPIA is:

Any queries relating to this Privacy Policy or the exercise of your rights under POPIA may be directed to the contact details above.

3. Personal Information We Collect

We collect personal information only when it is necessary for a legitimate business purpose. The categories of personal information we collect include:

3.1 Information You Provide via Our Contact Form

When you submit an enquiry through our website contact form, we collect the following:

• Full Name — to identify you and address you appropriately in our correspondence.
• Email Address — to respond to your enquiry and send relevant communications.
• Phone Number — to contact you for follow-up discussions regarding your project or enquiry.
• Company / Organisation Name — to understand the business context of your enquiry and tailor our response accordingly.
• Service of Interest — the engineering or related service you are enquiring about (e.g. Electrical Engineering, Mass Meter Calibration, Civil Engineering, Road Markings & Signage, etc.).
• Message / Project Description — details of your project, requirements, or any other information you choose to share with us.

3.2 Automatically Collected Information

When you visit our website, certain technical information may be automatically collected by our hosting environment, including:

• IP address and browser type
• Pages visited and time spent on the site
• Referring URL and device information

This information is used in aggregate form to improve our website performance and does not identify you personally.

3.3 Information Collected in the Course of Business

In the course of providing engineering services, we may collect additional personal and business information including project site addresses, contractor and employee details, and technical data required to fulfil our contractual obligations.

4. How We Use Your Personal Information

We use the personal information we collect for the following lawful purposes:

• Responding to Enquiries: To respond to your contact form submission, answer your questions, and follow up on your project requirements.
• Providing Quotations and Proposals: To prepare and deliver project quotations, proposals, and scopes of work tailored to your specific requirements.
• Service Delivery: To fulfil our contractual obligations to clients in the provision of engineering, calibration, road marking, cleaning, and related services.
• Business Communications: To send relevant service updates, project correspondence, and industry information where you have consented or where we have a legitimate interest in doing so.
• Legal and Regulatory Compliance: To comply with applicable laws, regulations, and industry standards, including POPIA, tax legislation, and engineering industry requirements.
• Website Improvement: To analyse how visitors use our website and to improve its content, performance, and user experience.
• Record Keeping: To maintain accurate business records as required by law and sound business practice.

We will not use your personal information for any purpose incompatible with the purpose for which it was collected without obtaining your prior consent.

5. Legal Basis for Processing

We process your personal information on the following legal grounds as provided for under POPIA:

• Consent: Where you have voluntarily submitted your information via our contact form or agreed to receive communications from us.
• Contractual Necessity: Where processing is necessary to enter into or perform a contract with you for the provision of engineering services.
• Legitimate Interest: Where we have a genuine business interest in processing your information (e.g. responding to a business enquiry), and that interest does not override your rights and freedoms.
• Legal Obligation: Where processing is necessary to comply with a legal obligation to which RTM Engineering is subject.

6. Sharing of Personal Information

RTM Engineering does not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:

• Service Providers: Trusted third-party service providers who assist us in operating our website or delivering our services (e.g. email hosting, web hosting providers). These parties are contractually obligated to keep your information confidential.
• Professional Advisers: Legal advisers, auditors, or insurers where necessary for professional advice or services.
• Regulatory Authorities: Government bodies, regulators, or law enforcement agencies where required by law or in response to a valid legal process.
• Business Transfers: In the event of a merger, acquisition, or sale of all or part of RTM Engineering, personal information may be transferred to the acquiring entity subject to equivalent privacy protections.

7. Retention of Personal Information

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law:

• Contact form enquiries — retained for up to 2 years from the date of submission, unless a business relationship is established.
• Client project records — retained for a minimum of 5 years following project completion, in line with contractual and statutory requirements.
• Financial and tax records — retained for 5 years as required by SARS and the Companies Act.
• Website analytics data — retained in aggregate, anonymised form.

When personal information is no longer required, we will securely delete or anonymise it in accordance with our data retention procedures.

8. Security of Personal Information

RTM Engineering implements appropriate technical and organisational measures to protect your information against unauthorised access, accidental loss, alteration, disclosure, or destruction, including:

• Secure server infrastructure and access controls
• Password-protected systems and role-based access to personal data
• SSL/TLS encryption for data transmitted via our website
• Regular review of our data handling and security practices

While we take all reasonable precautions, no method of internet transmission is completely secure. We are committed to notifying affected individuals and the Information Regulator in the event of a security compromise, as required by POPIA.

9. Your Rights Under POPIA

As a data subject under POPIA, you have the following rights in relation to your personal information held by RTM Engineering:

• Right of Access: Request confirmation of whether we hold personal information about you, and a copy of that information.
• Right to Correction: Request correction or update of inaccurate, incomplete, or outdated personal information.
• Right to Deletion: Request deletion or destruction of your personal information, subject to our legal retention obligations.
• Right to Object: Object to the processing of your personal information or to receiving direct marketing communications.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
• Right to Lodge a Complaint: Lodge a complaint with the Information Regulator of South Africa if you believe your information has been processed in violation of POPIA.

To exercise any of the above rights, please contact us using the details in Section 2. We will respond within 30 days as required by law.

10. Information Regulator Contact Details

If you are not satisfied with our response to any privacy-related complaint, you may contact the Information Regulator of South Africa:

11. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies to enhance your browsing experience and collect aggregate usage statistics. We may use the following types of cookies:

• Strictly Necessary Cookies: Required for the website to function correctly, including form submission and session management.
• Analytics Cookies: Used to understand how visitors interact with our website. Data collected is anonymised.
• Functionality Cookies: Used to remember your preferences and personalise your experience.

You may configure your browser to refuse cookies. Please note that disabling cookies may affect the functionality of certain parts of our website.

12. Third-Party Links

Our website may contain links to third-party websites. RTM Engineering is not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

13. Changes to This Privacy Policy

RTM Engineering reserves the right to update this Privacy Policy from time to time. When we make material changes, we will update the “Last Updated” date at the top of this Policy. Your continued use of our website following the posting of changes constitutes your acceptance of those changes.

14. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal information, please contact us: