Privacy Policy

Last Updated: July 2026

Welcome to Peace of Mind (“we”, “us”, “our”). We operate the website https://peaceom.co.za. We respect your privacy and are committed to protecting your personal information.

This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website and use our services, in strict compliance with the Protection of Personal Information Act, No. 4 of 2013 (POPIA) of South Africa.

1. The Responsible Party & Information Officer

Under POPIA, Peace of Mind is the “Responsible Party”. We have appointed an Information Officer to oversee our data privacy compliance.

  • Business Name: Peace of Mind
  • Physical Address: Riebeek Valley, South Africa
  • Information Officer: Bas van Kampen
  • Email Address: info@peaceom.co.za
  • Phone Number: 076 275 9025

2. What Personal Information We Collect

When you interact with our website—specifically via our “Request a Consultation” contact form—we collect information that can identify you (“Personal Information”). This includes:

  • Identity Data: Full Name and Surname.
  • Contact Data: Email Address and Phone/Mobile Number.
  • Consultation Data: Your chosen consultation topic (e.g., Mediation, Wills, Contracts, Property Transactions) and any details you type into the message box.
  • Documentation & Notes: Any files, contracts, letters, or identity documents you choose to upload to our system.
  • Technical Data: IP address, browser type, and usage data collected automatically via cookies.

3. Cookies

We use cookies and similar technologies to ensure the website functions properly, improve your experience, analyse traffic, and maintain security. Types of cookies we use:

  • Essential: Required for basic site functionality and security.
  • Functional: Remember your preferences.
  • Analytics: Help us understand how visitors use the site (anonymous data).

We do not use cookies for targeted advertising.

You may manage or block cookies via your browser settings. Please note that disabling essential cookies may affect the functionality of the website.

4. Purpose of Processing Your Data

We will only use your Personal Information for specific, clear, and lawful business purposes. This includes:

  • To process your intake request and prepare for our free 15/30 minute initial consultation.
  • To verify your identity and assess whether we can assist with your specific matter.
  • To provide you with professional services (Mediation, Negotiations, Property Transactions, etc.) if a formal engagement is reached.
  • To respond to your customer service requests or inquiries.
  • To maintain website security and prevent fraudulent usage.

5. Consent and Voluntary Provision

By filling out our contact form and checking our consent box, you provide explicit, voluntary consent for us to process your data for the purposes listed above.

Note: Providing your personal information is entirely voluntary. However, if you fail or refuse to provide the requested contact data and initial matter notes, we will be unable to prepare for or conduct your free consultation session.

6. Third-Party Sharing (Operators)

We do not sell, rent, or trade your personal information to third parties. We only share your data with trusted “Operators” (service providers) who assist us in running our business under strict confidentiality agreements:

  • Hosting and IT Providers: Web hosting infrastructure, email servers, and secure cloud storage solutions.
  • Legal and Professional Partners: Only if explicitly agreed upon to co-mediate or consult on your specific case file.

We ensure that all our operators implement technical and organizational security measures that match or exceed our own POPIA standards.

7. Cross-Border Data Transfers

Your data may occasionally be stored on cloud-based servers located outside of South Africa (e.g., global secure server networks used by website hosting or email provider utilities). We strictly ensure that any international third-party cloud provider complies with data protection laws that provide an adequate level of protection substantially similar to POPIA.

8. Security Safeguards

We take the security of your personal data very seriously. We have deployed appropriate technical and administrative safeguards to protect your personal information against accidental loss, unauthorized access, destruction, misuse, or alteration. This includes encrypted communication channels (SSL/TLS) for data sent via our contact form, strict access controls on client files, and secure firewalls.

9. Data Retention

We will not retain your Personal Information for longer than is necessary to fulfill the operational purpose for which it was collected, unless a longer retention period is required by South African law (e.g., statutory file-retention requirements for legal and financial consultancies).

10. Your Legal Rights Under POPIA

As a South African data subject, you hold specific legal rights regarding your data. You may contact our Information Officer at any time to:

  • Request Access: Request a copy of the personal records we hold about you.
  • Request Correction: Ask us to update or correct any outdated, inaccurate, or incomplete information.
  • Request Deletion: Ask us to completely destroy or delete your records from our systems (subject to our legal data retention limits).
  • Object to Processing: Object to the processing of your data on reasonable grounds.

11. Complaints to the Information Regulator

If you believe that we have processed your Personal Information unlawfully or breached your privacy rights under POPIA, we encourage you to contact our Information Officer first to resolve the matter.

However, you have an absolute legal right to lodge a formal complaint directly with the South African Information Regulator:

  • Website: https://inforegulator.org.za
  • General Enquiries Email: enquiries@inforegulator.org.za
  • POPIA Complaints Email: POPIAComplaints@inforegulator.org.za

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