Privacy Policy
Effective Date: 30 June 2026
Last Updated: 30 June 2026
Introduction and statutory scope
Welcome to iScan (Pty) Ltd (“iScan”, “we”, “our”, or “us”). We are committed to protecting your privacy and ensuring that your personal data is collected, processed, and stored in strict compliance with the Protection of Personal Information Act (POPIA) 4 of 2013, the Electronic Communications and Transactions Act (ECTA) 25 of 2002, and all other applicable laws of the Republic of South Africa.
In accordance with South African jurisprudence, we explicitly recognize that data protection safeguards extend to both living natural persons and registered juristic persons (corporate clients, partnerships, and trusts). This policy outlines our absolute transparency regarding information capture pipelines. By interacting with our website at www.iscan.co.za or engaging our team for spatial documentation workflows, you explicitly accept the data management procedures detailed herein.
responsible party indentification
For the purposes of POPIA, the designated “Responsible Party” overseeing data processing is:
Company Name: iScan (Pty) Ltd
Primary Web Extension: www.iscan.co.za
Corporate Email Endpoint: book@iscan.co.za
Telephone Line: +27 82 524 5426
Registered Head Office: 21 Gemsbok Place, Sunnyridge, Gauteng, 1401, South Africa
The categories of data we process
Direct Contact and Identity Records
- First name, last name, and corporate title.
- Business or personal email addresses, mobile lines, and office contact channels.
- Juristic entity details, including CIPC registration numbers and tax identifiers where requested for administrative intake.
Onsite Booking and Project Metadata
- Complete physical site addresses, geographic property coordinates, and localized parcel data.
- Property classifications (residential layouts, commercial facilities, or industrial warehouses).
- Raw spatial documentation elements, including high-definition LiDAR point clouds, 360° panoramic imagery nodes, measurements, structural elevations, and on-site asset tags.
Automated Technical Tracking and Cookies
- System metadata including Internet Protocol (IP) addresses, browser variants, access time logs, and clickstream analytics compiled via our web domain.
the 8 lawful conditions of processing
iScan monitors and executes all data workflows in rigid adherence to the eight core conditions for lawful processing established under Chapter 3 of POPIA:
- Accountability: iScan assumes full responsibility for data compliance across all administrative desks and technician networks.
- Processing Limitation: Information is collected purely via lawful, reasonable methods, requiring minimal collection indices directly tied to client project completion.
- Purpose Specification: Data is captured exclusively for explicitly defined, documented, and legitimate functional activities, and is systematically destroyed or de-identified once operational retention limits or statutory auditing timelines lapse.
- Further Processing Limitation: Any secondary data handling routines must strictly align with the primary purpose of collection, meaning project captures are never repurposed for undisclosed secondary sales pipelines.
- Information Quality: We take reasonably practical verification steps to guarantee that all collected customer data profiles stay accurate, complete, and updated where necessary.
- Openness: This clear Privacy Policy remains permanently accessible to all users via our web domain footer links, reinforcing open disclosure.
- Security Safeguards: We employ strict modern administrative safeguards, encrypted cloud pipelines, firewall access matrices, and operational checks to prevent data leaks, loss, or unauthorized access.
- Data Subject Participation: Individuals and corporate clients maintain absolute statutory access rights to query their data holdings, request updates, or submit deletion profiles.
Purpose matrices and data utilization
We utilize your information solely to facilitate professional workflows:
- Compiling, generating, and transmitting customized technical quotes or project rate calculations.
- Dispatching survey crews and field tracking equipment to execute centimeter-accurate site captures.
- Processing, drafting, and producing 2D CAD floor plans, editable .DWG sheets, layout designs, and rendering immersive 3D virtual walkthrough portals.
- Administrative balance auditing, billing compliance, corporate taxation records, and account reconciliation.
- Resolving client inquiries and issuing critical system notifications or corporate alerts.
retention architecture and reconciliation
iScan retains raw spatial point clouds, floor plan layouts, and associated account contact profiles only for the minimum duration required to achieve the purpose for which they were gathered, unless prolonged storage is strictly mandated by South African financial auditing statutes, contract terms, or explicitly authorized via formal client waiver nodes. Upon expiration of these retention markers, data is permanently purged from active systems or completely de-identified via cryptographic masking algorithms.
cookie and declaration and digital tracking
Our online platform utilizes core and analytics cookies to optimize user experience, secure system interactions, and analyze web traffic parameters.
- Essential Cookies: Mandatory technical scripts deployed to maintain secure portal navigation, server handshakes, and standard form submissions.
- Analytical Cookies: Optimization cookies tracking traffic flows and system load distributions. These scripts capture data anonymously and do not log direct identity attributes unless you explicitly input data via active text fields. Users possess complete authority to configure their browser interfaces to decline non-essential cookies; however, disabling certain operational scripts may partially restrict interaction with dynamic website modules.
explicit exclusion rules : special data and children
iScan specializes exclusively in commercial, industrial, and marketing spatial capture solutions. We do not intentionally target, collect, or process any “Special Personal Information” (such as religious affiliations, political orientations, trade union memberships, health indicators, or criminal background profiles) nor do we ever purposefully capture or log data belonging to minors under the age of 18 without explicit, legally verified written authorization from a parent or legal guardian.
statutory rights of data subjects
As a valued user or juristic client of iScan, you retain the following enforceable rights directly under Chapter 10 of POPIA:
- Right to Information: Confirming whether we store any of your personal or business records.
- Right to Access: Requesting a comprehensive digital transcript of the exact information files we manage on your behalf.
- Right to Correction: Instructing our administrative desk to update, adjust, or rectify any incomplete, outdated, or inaccurate information profiles.
- Right to Objection: Objecting to continuous processing or direct operational handling of data where reasonable justification exists.
- Right to Erasure: Demanding the complete, permanent destruction of files when retention markers expire or when processing justification lapses.
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To exercise any of these statutory rights, please forward a formal written request to our governance desk at book@iscan.co.za.
statutory regulatory cognizance
If you believe that your personal or corporate data assets have been processed in a manner that compromises your constitutional right to privacy, or if a data dispute with our administrative office remains unresolved, you possess the legal right to lodge a formal statutory complaint with the national regulatory oversight body:
Oversight Body: The Information Regulator of South Africa
Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Primary Web Portal: https://inforegulator.org.za
POPIA Complaints Node: POPIAComplaints@inforegulator.org.za
PAIA Access Challenges Node: PAIAComplaints@inforegulator.org.za
Contact Us
If you have any questions about this Privacy Policy or wish to exercise your rights under POPIA, please contact us.
iScan (Pty) Ltd
21 Gemsbok Place
Sunnyridge
Gauteng
1401
South Africa
Email: book@iscan.co.za
Telephone: +27 82 524 5426
Website: www.iscan.co.za