Privacy Policy

1. Who we are

This policy explains how Zingela Forwarders CC (registration number 2010/056693/23), trading as Zingela International Trophy Logistics (“we”, “us”), collects and uses personal information. We are the “responsible party” under POPIA.

Address: Unit 12 & 13 Brentwood Business Park, 37 Road No 3, Brentwood Park, Benoni, 1501, South Africa

Website: zingelaforwarders.co.za

2. Our Information Officer

Our Information Officer is Koos du Toit. Contact him about anything in this policy, or to use your rights:

• Email: info@zingelaforwarders.co.za (please put “POPIA” in the subject line)
• Phone: +27 11 395 1855 (Monday to Friday, 08:00–17:00 South African time)
• Post / in person: Unit 12 & 13 Brentwood Business Park, 37 Road No 3, Brentwood Park, Benoni, 1501

3. What information we collect

Information you give us, through our website forms, the Partner Estimator, email, phone or in person:

• name, email address, phone number, country and delivery address;
• whether you are a hunter, taxidermist, outfitter, professional hunter or broker, and your business details;
• details of your hunt and trophies (species, quantity, hunt dates and area, taxidermist, outfitter/PH, broker, destination);
• copies of documents needed for export, such as the PH hunting register, permits, landowner letters, taxidermy invoices and veterinary documents. These may include ID or passport numbers;
• payment and invoicing details (payment is currently by EFT or wire transfer; card payments (Visa, Mastercard, Diners Club and American Express) are coming soon, and we will not store full card numbers on our website);
• anything else you choose to tell us.

Information from others: taxidermists, outfitters, professional hunters and brokers often give us your details so that we can ship your trophies. Permit offices, carriers and brokers may also send us information about your consignment.

Information collected automatically on our website:

• technical data such as your IP address, browser and device, and pages visited, collected through cookies and similar tools only if you accept them (see section 10);
• form entries and spam-protection checks when you send a form.

We do not knowingly collect special personal information (such as health or religious beliefs) or information about children. Please do not send it to us.

4. Why we use it

We use personal information to:

• reply to enquiries and prepare estimates and quotes;
• collect, check in, crate, store, document, insure (if you ask for it) and export your goods;
• apply for and submit permits (TOPS, CITES, veterinary and provincial transport and export permits) and export documents, clear goods through customs, and deal with nature conservation and wildlife authorities;
• handle import brokerage for trophies brought into South Africa from other countries;
• keep you and your broker informed about your shipment;
• invoice, receive payments and keep accounting records;
• meet our legal obligations (for example tax, customs and permit record-keeping);
• protect our website, staff and clients against fraud and misuse;
• send you news or offers, only if you opted in. You can unsubscribe at any time.

5. Our legal grounds

We process personal information because it is needed to provide the services you asked for or to carry out our contract with you; because the law requires it; because it is in our or your legitimate interests (for example preventing fraud); or because you have given your consent (for example to marketing or analytics cookies). You may withdraw consent at any time, but this does not affect processing that took place before.

6. Who we share it with

We share only what is needed, with:

• airlines, shipping lines, transport companies and ground handlers;
• customs (SARS) and customs agents or brokers, in South Africa and at destination;
• nature conservation, CITES, veterinary and wildlife authorities in South Africa and in your country (for example the US Fish & Wildlife Service);
• your taxidermist, outfitter, professional hunter or broker, where they are involved in your shipment;
• insurers: our own goods-in-transit insurer (which covers transport from the taxidermist to our warehouse) and, if you choose optional insurance, the insurer of that cover;
• our banks, payment providers, accountants and professional advisers;
• IT service providers who host or support our systems, including Microsoft 365 (email), HostAfrica (website hosting), the Zingela apps platform (app.zingela-apps.co.za), Google (analytics, only with your consent) and Cloudflare (spam protection);
• anyone we must share it with by law or court order.

We do not sell personal information.

7. Sending information outside South Africa

Exporting trophies means sharing information with carriers, brokers and authorities in other countries, mainly the USA, Canada and countries in Europe, but we ship worldwide, so this can be any destination country. For trophies we import, we also share information with brokers and authorities in the country the trophies come from. Some of our IT providers also store data outside South Africa. We transfer information only as POPIA (section 72) allows: where it is needed to carry out our contract with you or at your request, where you consent, or where the recipient is bound by laws or agreements that give similar protection.

8. How long we keep it

We keep personal information only as long as we need it for the purpose it was collected, or as long as the law requires:

• website enquiries that do not lead to a shipment: up to 24 months;
• shipment, export, customs and accounting records: at least 5 years, as required by tax and customs laws;
• marketing lists: until you unsubscribe.

After that we delete or destroy it securely, or anonymise it.

9. How we protect it

We take reasonable technical and organisational steps to protect personal information against loss, misuse and unauthorised access. These include access controls and two-factor sign-in on our systems, encrypted website connections (HTTPS), limiting access to staff who need it, and requiring our service providers to protect it. No system is completely secure. If we believe your information has been accessed without authorisation, we will tell you and the Information Regulator as POPIA requires.

10. Cookies

Our website uses:

• essential cookies, needed for the site and forms to work, and for security;
• analytics cookies (Google Analytics), which help us understand how visitors use the site. These load only if you accept them;
• map content (Google Maps), which loads only when you click to show the map.

You can accept, reject or change your choice at any time using Cookie settings in the footer of every page. You can also block cookies in your browser.

11. Your rights

Under POPIA you have the right to:

• ask whether we hold personal information about you, and ask for a copy;
• ask us to correct or update it;
• ask us to delete or destroy it, where we no longer have a lawful reason to keep it;
• object to us processing it, including for direct marketing;
• withdraw your consent;
• complain to the Information Regulator.

To use these rights, contact our Information Officer (section 2). We may need to confirm your identity first. Requests for records may also be made under the Promotion of Access to Information Act (PAIA).

12. Complaints to the Information Regulator

If you are not happy with how we have handled your personal information, please contact us first so we can try to put it right. You may also complain to the Information Regulator (South Africa):

• Website and complaints portal: https://inforegulator.org.za and https://eservices.inforegulator.org.za
• Email (general enquiries): enquiries@inforegulator.org.za
• Phone: 010 023 5200
• Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191

13. Changes to this policy

We may update this policy from time to time. The latest version, with its date, is always on this page.