1. Introduction

SA Stud Book & Animal Improvement Association ("SA Stud Book," "we," "us," "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) and other applicable South African laws. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our websites, databases, products, and services (collectively, the "Services").

By accessing our Services, you agree to the terms of this Privacy Policy.

2. Who We Are

• Entity: SA Stud Book & Animal Improvement Association
• Websites: studbook.co.za, logix.org.za
• Contact Email: info@studbook.co.za

3. Personal Information We Collect

• Identity & Contact Data: Name, surname, ID or passport number, email, physical address, telephone number.
• Professional & Membership Data: Breeder registration numbers, herd details, animal registration and pedigree data.
• Financial Data: Bank account details and payment records (where applicable).
• Technical & Usage Data: IP address, browser type, device information, log data, and cookies.
• Communication Data: Queries, correspondence, and message content (including WhatsApp).

We do not intentionally collect special personal information as defined by POPIA, unless required by law or voluntarily provided for specific services (e.g. animal genetic or breeding data).

4. How We Collect Information

• Directly from you when registering, submitting forms, or contacting us.
• Automatically through cookies and similar technologies.
• From third parties such as breed societies, regulators, or lawful public registers.

5. Purposes and Lawful Basis for Processing

6. Sharing and Disclosure

• Service providers (hosting, payments, communication platforms).
• Affiliated breed societies and agricultural bodies.
• Legal or regulatory authorities when required.
• Any other party with your explicit consent.

7. International Data Transfers

Some service providers (including cloud services and Meta for WhatsApp) may process data outside South Africa. Appropriate safeguards are applied to ensure POPIA-compliant protection.

8. Data Security

We apply reasonable technical and organisational security measures, including access controls and encryption. No system is completely secure, but we take all reasonable steps to protect your data.

9. Data Retention

• Active accounts: duration of use plus ±5 years.
• Financial records: 7 years.
• Animal pedigree data: retained indefinitely as historical records.
• PINs and temporary data: deleted within 24 hours or sooner.

10. Your Rights Under POPIA

1. Be informed
2. Access your personal information
3. Correct inaccurate data
4. Request deletion (where legally permissible)
5. Object to certain processing
6. Withdraw consent
7. Lodge a complaint

Requests can be made to info@studbook.co.za.

11. WhatsApp Communications

By contacting us via WhatsApp, you consent to receiving service-related messages such as reports, notifications, and one-time PINs. You may opt out by replying STOP.

12. Cookies

We use essential and non-essential cookies for functionality, security, and analytics. You can manage cookies via your browser settings.

13. Third-Party Links

We are not responsible for the privacy practices of external websites linked from our platforms.

14. Changes to This Policy

Updates will be posted on our websites. Continued use indicates acceptance of the revised policy.

15. Contact & Complaints

Email: info@studbook.co.za

Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Email: POPIAComplaints@inforegulator.org.za
Website: https://inforegulator.org.za/