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Privacy Policy

Effective date: 26 February 2026

1. Introduction

ConceptLABS® (Pty) Ltd ("ConceptLABS", "we", "us", or "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA). This privacy policy explains what personal information we collect through our website at conc3ptlabs.com, why we collect it, how we process it, and what your rights are as a data subject.

For the purposes of POPIA, ConceptLABS is the responsible party for the personal information we process.

2. Information We Collect

We collect personal information only when you voluntarily submit it through our contact form. The information we may collect includes:

  • Full name
  • Email address
  • Phone number
  • Company name
  • Service of interest
  • Your message or enquiry

We do not require you to create an account. We use Google Analytics 4 (GA4) to collect anonymous usage data such as pages visited, session duration, and general geographic region. This tracking is opt-in only — no analytics cookies are set unless you explicitly accept them via our cookie consent banner. See Section 6 below for full details on cookies and analytics.

3. Purpose of Processing

In accordance with Section 13 of POPIA, we process your personal information for the following specific purposes:

  • To respond to your enquiry or request for information
  • To provide you with a proposal or quotation for our consulting services
  • To communicate with you about a potential or existing engagement

We will not use your personal information for any purpose beyond what is stated above without first obtaining your consent.

4. Lawful Basis for Processing

We process your personal information on the following lawful grounds as defined in Section 11 of POPIA:

  • Consent — By submitting the contact form, you voluntarily provide your personal information and consent to its processing for the purposes described in this policy.
  • Legitimate interest — Processing is necessary to respond to your enquiry and to pursue our legitimate business interest in providing consulting services.

5. Third-Party Service Providers

When you submit our contact form, your information is transmitted via Web3Forms, a third-party form processing service. Web3Forms acts as an operator (as defined in POPIA) on our behalf and processes your data solely for the purpose of delivering your submission to us via email.

We do not sell, trade, or otherwise transfer your personal information to any other third party. We do not engage in direct marketing.

6. Cookies and Analytics

We use Google Analytics 4 (GA4) to understand how visitors interact with our website. GA4 collects anonymous, aggregated data including pages visited, session duration, approximate geographic location, and device/browser type. This helps us improve our content and user experience.

GA4 sets the following cookies on your device:

  • _ga — Used to distinguish unique users. Expires after 2 years.
  • _ga_<container-id> — Used to persist session state. Expires after 2 years.

These cookies are only set if you click "Accept" on our cookie consent banner. If you decline or do not interact with the banner, no analytics cookies are placed and no tracking occurs.

Google processes this data on our behalf under its Data Processing Terms. We do not share analytics data with any other third party.

Withdrawing consent: You may withdraw your consent at any time by clearing your browser cookies and localStorage for this site. On your next visit, the consent banner will reappear and no tracking will occur until you accept again.

7. Data Retention

In accordance with Section 14 of POPIA, we retain your personal information only for as long as is necessary to fulfil the purpose for which it was collected. Specifically:

  • Contact form submissions are retained in our email system for the duration of any resulting business engagement, or for a maximum of 12 months from the date of submission if no engagement follows.
  • Once the retention period has expired, your personal information will be securely deleted or de-identified.

8. Security Measures

We take reasonable technical and organisational measures to protect your personal information against loss, unauthorised access, misuse, or alteration, as required by Section 19 of POPIA. These measures include:

  • HTTPS encryption on all pages of our website
  • Secure transmission of form data via Web3Forms
  • Access to submitted data limited to authorised personnel only

9. Your Rights as a Data Subject

Under POPIA, you have the following rights in relation to your personal information:

  • Right of access — You may request confirmation of whether we hold your personal information and request a copy of it.
  • Right to correction — You may request that we correct or update inaccurate or incomplete personal information.
  • Right to deletion — You may request that we delete your personal information where it is no longer necessary for the purpose for which it was collected.
  • Right to object — You may object to the processing of your personal information on reasonable grounds.
  • Right to withdraw consent — Where processing is based on your consent, you may withdraw that consent at any time.
  • Right to lodge a complaint — You have the right to lodge a complaint with the Information Regulator (South Africa) if you believe your personal information has been unlawfully processed.

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within a reasonable period, and no later than the timeframes prescribed by POPIA.

10. Information Regulator

If you are not satisfied with how we have handled your personal information, you may lodge a complaint with the Information Regulator (South Africa):

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or applicable legislation. Any changes will be published on this page with an updated effective date. We encourage you to review this policy periodically.

12. Contact Us

For any questions, requests, or complaints relating to your personal information or this privacy policy, please contact us:

  • ConceptLABS® (Pty) Ltd
  • 194 Bancor Avenue, Park Lane West Building
  • Menlyn Maine, Pretoria, Gauteng, South Africa
  • Email: hello@conc3ptlabs.com