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Data Privacy Policy


FOFX Software Development (Pty) Ltd, trading as Quintessence takes data privacy very seriously.  The Protection of Personal Information Act (POPIA) came into effect on 1 July 2021. Quintessence has taken the necessary steps to ensure that we are in accordance, as required by South African law and will continue to ensure compliance.  

“Personal Information” shall be defined as detailed in the Promotion of Access to Information Act, Act 2 of 2000 (“PAIA”) and the Protection of Personal Information Act, Act 4 of 2013 (“POPIA”). The PAIA and POPI Acts are available online at

This Data Privacy Policy explains how Quintessence processes the personal information collected from you and informs you of your rights in terms of POPIA.

Personal Information processed by Quintessence

For the POPI Act, Quintessence is deemed as an organisation that engages in all aspects of business.  It follows that personal information could be processed in the following categories:

  • Clients
  • Employees
  • Vendors

The following general information is collected from the parties above:

  • Name
  • All contact details
  • All labour related information
  • All client information relating to accounting, products, services in common
  • All vendor information relating to accounting, products, services in common
  • Information stakeholders could be interested in
  • Information governing bodies could be interested in
  • All statutory information on which Quintessence is to report or act upon
  • Information destined for marketing and sales in future

We collect the minimal amount of information that we require to satisfy the contractual obligations of our clients, our vendors, and our employees.

We will retain your personal information for the duration of our business relationship and afterwards for as long as is necessary and relevant for any legitimate business purposes, in accordance with permitted applicable laws and regulation. Where we no longer need your personal information, we will dispose of it in a secure manner, without further notice to you.

Your personal information is only shared with third parties that we are legally or contractually required to do so.

What Quintessence uses said information for

Quintessence collects, stores and uses your personal information primarily for the following purposes:

  • To provide software and services to you as per contractual obligations.
  • To meet regulatory obligations.
  • To communicate additional products and services offering by Quintessence that maybe of interest to you.
  • To manage our relationship with you (for example, customer services and support activities).

Your rights as a data subject

Quintessence recognises that all its data subjects have the following rights regarding your personal information:

  • The right to rectify your personal information.
  • The right to have your personal information deleted.
  • The right to object to the processing of your personal information.
  • The right to request access to your personal information.
  • If you want to act on any of your rights, our process is outlined in our PAIA manual, and that is available on request from [email protected].

Security and storage of information

We will keep your information secure by taking appropriate technical and organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction, or damage.

Our geolocation for e-mail and cloud storage is in the European Union and is protected by GDPR data protection laws. This means that if any of your personal data is stored with our cloud provider, then it will be protected by these laws.

We have ensured that appropriate anti-virus and security patches have been installed on all our end-points and servers.

We have ensured that only authorised persons have access to personal information appropriate for their function, and we have confidentiality contracts in place with the mall. 

Data Security Breaches

In the event of a security compromise where your personal information has been accessed or acquired by an unauthorised person, Quintessence will notify you directly as soon as possible.


If you have any questions or wish to complain about the processing of your personal information, or if you wish to exercise any of your rights as a data subject, you can contact Quintessence’s Information Officer at [email protected].

Although we would appreciate the opportunity to first deal with any complaints you have about our processing of your personal information, you have the right to lodge a complaint with the Information Regulator if you think that we have infringed any of your rights. You may contact the Information Regulator at:

  • Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
  • Email Address (general enquiries): [email protected]
  • Email Address (complaints): [email protected]

Changes to our Data Privacy Policy

We may change our Data Privacy Policy from time to time. However, we will not reduce your rights under this Data Privacy Policy. We will always update this Data Privacy Policy on our website.