Privacy Policy

Effective date: 2 May 2026

This Privacy Policy explains how Spectrum Squared (Pty) Ltd (“Spectrum Squared”, “we”, “us” or “our”) collects, uses, discloses and protects personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”). It applies to personal information processed through our website https://printsquared.co.za, https://spectrumsquared.co.za , https://brandquared.co.za and in the course of our business activities.

1. Responsible Party Details

For purposes of POPIA, Spectrum Squared (Pty) Ltd is the “Responsible Party” in respect of your personal information. Our details are as follows:

• Company name: Spectrum Squared (Pty) Ltd
• Website: https://spectrumsquared.co.za
• Email: timothy@spectrumsquared.co.za
• Telephone: +27 (0) 11 417 4000
• Physical address: 12 Brunton Circle, Founders View South, Founders Hill, Lethabong, 1645, South Africa

If you have any questions about this Privacy Policy or how we process your personal information, please use the contact details above.

2. What Personal Information We Collect

We may collect and process the following categories of personal information, as appropriate in the context:

• Identification and contact details: name, surname, title, email address, telephone number, company name and job title.
• Business and account information: billing details, VAT number, delivery details, order history, account login details (such as username and password, where applicable).
• Communication information: records of communications with us, including emails, telephone calls, online forms, enquiries, support requests and feedback.
• Website and technical information: IP address, browser type and version, device identifiers, operating system, referring URLs, pages viewed, links clicked, and date and time stamps collected via cookies and similar technologies.
• Marketing preferences: your preferences regarding receiving marketing communications from us and your communication channel preferences.
• Payment information: details relating to payments made to us (such as payment amounts, dates and references). Card details are processed by third-party payment providers and are not stored by Spectrum Squared.
• Legal and compliance information: information required to comply with legal obligations or to protect our legitimate interests (for example, records of consent, complaints, and other correspondence relevant to legal matters).

3. How We Collect Personal Information

We collect personal information in the following ways:

• Directly from you: when you contact us, create an account, request a quote, place an order, subscribe to our communications, complete forms on our website, or otherwise interact with us.
• Automatically: when you use our website, through cookies and similar technologies that collect certain technical and usage information.
• From third parties: such as business partners, service providers, payment providers, or publicly available sources, where permitted by law and where such collection is relevant to our relationship with you.

4. Lawful Basis and Purposes for Processing under POPIA

We process personal information only where there is a lawful basis to do so under POPIA. Depending on the circumstances, we may rely on one or more of the following grounds:

• Performance of a contract: where processing is necessary to enter into, or perform in terms of, a contract with you (for example, to provide products or services, manage orders, and process payments).
• Compliance with legal obligations: where we are required to process personal information in order to comply with applicable laws and regulations (for example, tax, accounting and record-keeping obligations).
• Legitimate interests: where processing is necessary for our legitimate business interests or those of a third party, provided that your interests or fundamental rights and freedoms are not overridden (for example, to improve our services, secure our systems, prevent fraud, or pursue and defend legal claims).
• Consent: where you have given us your voluntary, specific and informed consent to process your personal information for a particular purpose (for example, for certain direct marketing communications). You may withdraw your consent at any time, as described below.

We use personal information for the following purposes, amongst others:

• Providing and managing our products and services, including responding to enquiries, preparing quotations, fulfilling orders, and providing support.
• Managing our relationship with you, including account administration, communication about changes to our services or terms, and responding to queries or complaints.
• Processing payments and maintaining accounting and financial records.
• Operating, maintaining and improving our website, including monitoring usage, troubleshooting, data analysis, testing, system maintenance and support.
• Sending you information about our products, services, news and events where permitted by law and in accordance with your preferences.
• Protecting our business, staff, customers and the public, including for security purposes, fraud prevention, and to enforce our terms and conditions.
• Complying with legal and regulatory requirements and cooperating with law enforcement and regulatory authorities where required.

5. Direct Marketing (Section 69 of POPIA)

We may process your contact details to send you marketing communications about our products, services, promotions or events, subject to Section 69 of POPIA and other applicable laws.

We will only send you electronic direct marketing communications (such as email or SMS) where:

• you are an existing customer and we obtained your contact details in the context of a sale of a product or service, and we market similar products or services to you; or
• you have given your consent to receive such communications.

You may object to or opt out of direct marketing at any time by following the unsubscribe instructions in the communication, changing your preferences where this functionality is provided, or by contacting us using the details in this Privacy Policy.

6. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to distinguish you from other users, remember your preferences, and help us improve our site and services.

Cookies are small text files that are stored on your device when you visit a website. We may use:

• Strictly necessary cookies to enable core website functionality and security.
• Performance and analytics cookies to understand how visitors use our website and to help us improve it.
• Functionality cookies to remember your preferences and enhance your experience.
• Targeting or advertising cookies where applicable, to deliver relevant content.

You can usually set your browser to refuse all or some cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, some parts of our website may not function properly. For more detailed information about the cookies we use, please refer to any cookie notice we may provide on our website.

7. Sharing and Disclosure of Personal Information

We do not sell your personal information. We may share personal information with third parties only as necessary for the purposes described in this Privacy Policy and in accordance with POPIA. These third parties include:

• Service providers and operators: third-party companies who provide services to us or process information on our behalf (for example, hosting providers, IT support, payment processors, couriers, professional advisors, marketing and analytics service providers). These parties act as “Operators” under POPIA and are contractually required to process personal information only in accordance with our instructions and to protect it appropriately.
• Business partners: where we work with other organisations to provide or improve our products and services, and where sharing is necessary in the context of that relationship.
• Professional advisors: such as lawyers, accountants, auditors and insurers, where necessary for the services they provide to us.
• Legal and regulatory authorities: where we are required to do so by law, regulation, court order or legal process, or where disclosure is necessary to protect our rights, your safety or the safety of others, or to investigate fraud or security issues.
• Business transfers: in connection with any actual or proposed merger, acquisition, sale of assets, restructuring, or similar transaction involving our business, in which case personal information may be transferred to the relevant third parties as part of the transaction, subject to appropriate safeguards.

8. Cross-Border Transfers of Personal Information

Some of our service providers or business partners may be located outside South Africa, or may store personal information on servers located in other countries. Where we transfer personal information across borders, we will do so in accordance with POPIA and ensure that there are adequate protections in place to safeguard your personal information.

This may include ensuring that the recipient is subject to a law, binding corporate rules or binding agreement which provides an adequate level of protection that is substantially similar to the protections under POPIA, or obtaining your consent to the transfer where appropriate.

9. Information Security

We take reasonable and appropriate technical and organisational measures to secure the integrity and confidentiality of personal information in our possession or under our control, and to protect it against unauthorised access, loss, damage or destruction, as required by Section 19 of POPIA.

While we strive to protect personal information, no system is completely secure and we cannot guarantee the absolute security of information transmitted to or from us. You are responsible for keeping any account credentials confidential and for notifying us promptly if you suspect unauthorised use of your account or any other security breach.

10. Data Retention

We retain personal information only for as long as is necessary to fulfil the purposes for which it was collected and processed, or as required or permitted by law (including for accounting, reporting or legal requirements).

When personal information is no longer needed, we will take reasonable steps to de-identify or securely destroy it, unless we are legally required or permitted to retain it for longer.

11. Data Subject Rights under POPIA

As a data subject, you have various rights under POPIA in relation to your personal information, subject to certain limitations and conditions. These rights include:

• Right of access: the right to request confirmation of whether we hold personal information about you, and to request access to that information.
• Right to correction: the right to request that we correct or update personal information that is inaccurate, incomplete, misleading or out of date.
• Right to deletion: the right to request that we delete or destroy personal information that we are no longer authorised to retain, subject to legal and legitimate business requirements.
• Right to object to processing: the right to object, on reasonable grounds relating to your particular situation, to our processing of your personal information where we rely on legitimate interests as the lawful basis. You may also object at any time to the processing of your personal information for direct marketing purposes.
• Right to withdraw consent: where we process personal information based on your consent, you have the right to withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing that took place before the withdrawal.
• Right to lodge a complaint: the right to lodge a complaint with the Information Regulator as described below.

To exercise any of these rights, please contact us using the details provided in this Privacy Policy. We may require you to verify your identity before responding to a request, and we will respond within the timeframes required by POPIA and other applicable laws.

12. Complaints and the Information Regulator

If you have any concerns about how we process your personal information, we encourage you to contact us first so that we can attempt to resolve your concern.

You also have the right to lodge a complaint with the Information Regulator, whose contact details are available on the Regulator’s website. At the time of publishing this Privacy Policy, the details are as follows (which may be updated from time to time):

Information Regulator (South Africa)
Website: https://inforegulator.org.za
Email: complaints.IR@justice.gov.za / inforeg@justice.gov.za

13. Children’s Information

Our products and services are generally aimed at adults and are not intended for children. We do not knowingly collect personal information of children without appropriate consent or authorisation, as required by POPIA. If you believe that we have collected personal information of a child without the necessary consent or authorisation, please contact us so that we can take appropriate steps.

14. Third-Party Websites

Our website may contain links to websites, plug-ins or applications operated by third parties. Clicking on those links or enabling those connections may allow third parties to collect or share information about you. We do not control these third-party websites and are not responsible for their privacy practices. We encourage you to read the privacy policies of every website you visit.

15. Online Payments and Card Information

If we provide the option for you to make payments online, such payments may be processed by third-party payment providers. These providers will collect and process your payment card details directly. Spectrum Squared does not store your payment card details on its systems. We recommend that you read the privacy policies and terms of use of any payment providers through which you choose to make payments.

16. Changes to this Privacy Policy

We may update or amend this Privacy Policy from time to time to reflect changes in our practices, legal requirements or other operational reasons. The updated version will be posted on our website and will be effective from the date indicated at the top of the policy. We encourage you to review this Privacy Policy periodically to stay informed about how we process personal information.

17. Contact Details

If you have any questions, requests or concerns regarding this Privacy Policy or our processing of personal information, please contact us at:

Spectrum Squared (Pty) Ltd
12 Brunton Circle, Founders View South, Founders Hill, Lethabong, 1645, South Africa
Telephone: +27 (0) 11 417 4000
Email: timothy@spectrumsquared.co.za
Website: https://spectrumsquared.co.za