Privacy Policy

Effective date: 1 January 2026 | Version 1.0

Summary: PMC Process Consultants collects only the personal information necessary to provide the PDS service. We do not sell your data. We store it securely and give you rights over it. This policy explains what we collect, why, and how you can exercise your rights.

1. Who We Are

Phillip Mills Consulting (Pty) Ltd ("PMC", "we", "us") is the responsible party for personal information processed in connection with the PDS — Process Data System platform. PMC is ISO 9001:2015 Certified for Mineral Resource Evaluation Services.

Contact: info@pmc-pds.co.za | pmc-pds.co.za

2. Information We Collect

Contact and account information: Name, email address, job title, company name, and telephone number — collected when you book a discovery call, sign an agreement, or are registered as a PDS user.

Operational data: Data entered into PDS by your team (log sheet entries, process records). This is your data — PMC processes it only to deliver the service.

Technical data: IP addresses, browser type, and session logs — collected automatically for security monitoring and support purposes.

Communications: Records of email and other communications with PMC for service and support purposes.

3. How We Use Your Information

To set up, manage, and deliver the PDS service under the terms of our agreement with you.
To communicate with you about your account, support requests, and service updates.
To send marketing communications where you have given permission (you may opt out at any time).
To comply with our legal obligations under South African law, including POPIA.
To improve the PDS platform and our services.

4. Legal Basis for Processing

Contract: Processing necessary to perform our agreement with you.
Legitimate interests: Security monitoring, fraud prevention, and service improvement.
Consent: Marketing communications — with opt-out available at any time.
Legal obligation: Where required by applicable law.

5. How We Share Your Information

PMC does not sell personal information. We may share information with:

Service providers: Hosting providers, CRM platforms (Zoho), and IT support — under data processing agreements.
Professional advisors: Lawyers and accountants, where necessary and under confidentiality obligations.
Regulators and authorities: Where required by law.

6. Data Retention

We retain personal information for as long as necessary to deliver the service and for a period thereafter to meet legal, accounting, and regulatory requirements. Client operational data is retained for the duration of the Agreement plus 12 months, after which it is securely deleted or returned on request.

7. Security

PMC implements appropriate technical and organisational measures to protect personal information against unauthorised access, loss, destruction, or alteration. PDS is remotely hosted with regular backups and access controls.

8. Your Rights

Under POPIA and applicable privacy law, you have the right to:

Access the personal information we hold about you.
Correct inaccurate or incomplete information.
Delete your personal information (subject to legal retention requirements).
Object to or restrict certain processing activities.
Withdraw consent at any time where processing is based on consent.
Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, contact us at info@pmc-pds.co.za.

9. Cookies

The PDS platform may use session cookies solely for authentication and security purposes. No advertising or tracking cookies are used. Where this website uses analytics, it is for aggregate, anonymised traffic measurement only.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to registered users by email. The current version is always available at this URL.

11. Contact & Complaints

For privacy queries or to exercise your rights: info@pmc-pds.co.za

To lodge a complaint with the Information Regulator of South Africa: www.inforegulator.org.za