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Privacy Statement

 

The Privacy Statement was last updated on 12/07/2025

The Dendrological Society of South Africa (DSSA), accessible at https://dendro.co.za, is committed to protecting the privacy of our members, visitors, and stakeholders in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA). This Privacy Statement outlines how we collect, use, store, and protect your personal information.

1. Definitions

  • Personal Information: Information relating to an identifiable, living, natural person, or an identifiable, existing juristic person, as defined by POPIA.
  • Data Subject: The person to whom the personal information relates (e.g., you, the website user or member).
  • Operator: Any third party processing personal information on behalf of the DSSA.
  • Responsible Party: The DSSA, as the entity determining the purpose and means of processing personal information.

2. Information We Collect

We may collect the following personal information:

  • Contact Details: Name, email address, phone number, and postal/physical address when you apply for membership, contact us, or engage with our services.
  • Membership Information: Details provided during membership applications, such as your occupation, interests in dendrology, or references from existing members.
  • Website Usage Data: Non-personal information such as IP addresses, browser types, and pages visited, collected via cookies or analytics tools to improve our website.
  • Correspondence: Information provided when you contact us via email, forms, or other communication channels.

3. How We Collect Information

We collect personal information:

  • Directly from you when you complete membership forms, contact us, or subscribe to newsletters.
  • Automatically through website technologies (e.g., cookies, Google Analytics) when you visit https://dendro.co.za.
  • From third parties (e.g., existing members seconding your application) with your consent or as permitted by law.

4. Purpose of Processing

We process personal information for the following lawful purposes:

  • To process and manage membership applications and renewals.
  • To communicate with you about DSSA activities, events, or updates (e.g., newsletters, event invitations).
  • To provide services such as tree identification or access to protected tree resources.
  • To improve our website functionality and user experience.
  • To comply with legal obligations, such as maintaining records under POPIA or other South African laws.
  • To protect the legitimate interests of the DSSA, such as preventing fraud or ensuring website security.

5. Legal Basis for Processing

We process personal information based on:

  • Consent: Where you have provided explicit consent (e.g., for newsletters or cookies).
  • Contractual Necessity: To fulfill membership agreements or provide requested services.
  • Legal Obligation: To comply with South African laws, including POPIA.
  • Legitimate Interests: For purposes like improving our website or managing society operations, provided your rights are not overridden.

6. Sharing of Personal Information

We may share your personal information with:

  • DSSA Branches: For membership coordination or event planning.
  • Service Providers: Third-party operators (e.g., website hosting, email services) who process data on our behalf under strict confidentiality agreements.
  • Regulatory Authorities: When required by law or to protect the DSSA’s legal rights.
    We do not sell or share your personal information for marketing purposes without your consent.

7. Data Subject Rights

Under POPIA, you have the right to:

  • Request access to your personal information held by us.
  • Request correction or deletion of inaccurate or outdated information.
  • Object to processing of your personal information, subject to legal or contractual obligations.
  • Withdraw consent for processing (where consent was the basis), though this may limit your access to certain services.
  • Lodge a complaint with the Information Regulator at complaints.IR@justice.gov.za.
    To exercise these rights, contact our Information Officer at the details below.

8. Data Security

We implement reasonable technical and organizational measures to protect your personal information, including:

  • Secure website hosting with encryption (e.g., HTTPS).
  • Access controls to limit who can view your information.
  • Regular reviews of our data processing practices.

However, no online system is completely secure, and we cannot guarantee absolute security.

9. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. For example:

  • Membership data is retained for the duration of your membership and up to 5 years thereafter, unless otherwise required.
  • Website analytics data is anonymized and retained for up to 2 years.
    You may request deletion of your data, subject to legal obligations.

10. Cookies and Tracking

Our website uses cookies to enhance user experience and collect analytics. You can manage cookie preferences through your browser settings. By continuing to use our website, you consent to our use of cookies as described.

11. Cross-Border Data Transfers

If personal information is transferred outside South Africa (e.g., to cloud service providers), we ensure the recipient complies with POPIA-equivalent standards or obtain your consent.

12. Updates to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Updates will be posted on https://dendro.co.za, and significant changes will be communicated to members via email.

13. Contact Information

For questions, requests, or complaints about your personal information, contact our Information Officer:

By using our website or engaging with the DSSA, you acknowledge that you have read and understood this Privacy Statement.

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