01 Introduction & Responsible Party
Prime Built Solutions (Pty) Ltd ("Prime Built", "we", "us", or "our") is a registered South African private company operating as a full-spectrum building, electrical, plumbing, HVAC, and property renovation contractor serving residential estates, commercial facilities, and body corporates across properties across Gauteng.
We respect your privacy and are committed to protecting the personal information of our clients, website visitors, and prospective property owners. In accordance with the Protection of Personal Information Act, No. 4 of 2013 ("POPIA"), this Privacy Policy explains what personal data we collect, why we collect it, how it is safeguarded, and your statutory rights as a data subject.
02 Personal Information We Collect
We collect only the personal information necessary to deliver accurate property assessments, formal written quotes, statutory compliance certificates (PIRB / DoL CoC), and on-site artisan contracting services:
- Contact & Identity Details: Full name, telephone number, mobile/WhatsApp number, and email address.
- Property & Physical Location Data: Street address, suburb (e.g., Waterkloof, Midstream, Silver Lakes, Irene, Waterfall City), complex/estate name, and gate access security instructions.
- Project & Structural Scope: Photographs of property defects, architectural drawings, trade requirements (e.g., geyser replacement, helical crack stitching, electrical DB upgrade, aircon sizing, kitchen remodel), and project urgency.
- Financial & Billing Information: Billing entity names, VAT registration numbers (for body corporates and commercial clients), and bank confirmation records for milestone payments.
- Technical & Website Data: IP address, device type, browser user-agent, and anonymized user interaction events captured via secure server logs.
03 Lawful Basis & Purpose of Processing
Under Section 11 of POPIA, we process your personal information strictly under lawful, transparent grounds:
- Contractual Performance (Section 11(1)(b)): To conduct on-site evaluations, prepare formal bills of quantities, dispatch certified artisans, execute contracted renovations, and fulfill structural warranty obligations.
- Legal & Regulatory Compliance (Section 11(1)(c)): To issue statutory Plumbing Industry Registration Board (PIRB) Certificates, Department of Labour Electrical Certificates of Compliance (CoC), and comply with SARS tax retention mandates.
- Legitimate Interests (Section 11(1)(d)): To protect property owners against unverified contractors, ensure workplace occupational health and safety (OHS Act), and respond to 24/7 plumbing, electrical, and tree felling emergencies.
- Direct Consent (Section 11(1)(a)): When you voluntarily submit an intake form or initiate an instant WhatsApp consultation.
04 Third-Party Processors & Data Transfers
We do not sell, rent, or trade your personal information to third parties. Data is shared strictly with authorized service providers under confidentiality agreements to operate our business:
- Web3Forms: Encrypted form transmission gateway used to relay assessment inquiries submitted on our website to our direct administrative email. Web3Forms operates under zero-storage / minimal-retention policies.
- WhatsApp / Meta Platforms Inc.: Encrypted instant messaging platform used for real-time dispatch, location sharing for gate entry, and emergency fault assessment.
- Airtable Inc.: Cloud-based internal project management database used to schedule site visits, track artisan milestones, and catalog project before-and-after photo records.
- Accredited Engineering & Inspection Partners: Registered Professional Structural Engineers (Pr.Eng) and municipal inspectors solely when required for SANS 10400 plan approvals and foundation certifications.
- Google Analytics: Aggregated, anonymized statistical measurement of website performance (no direct personally identifiable information is stored).
05 Cookies & Local Storage
Our website employs minimal, performance-first cookies and browser local storage:
- Functional Local Storage: Remembers your consent preference (
localStorage.getItem('cookieConsent')) so that recurring banner prompts are suppressed. - Security & Anti-Spam: Ephemeral session tokens used to block automated submission spam via honeypot detection mechanisms.
- Managing Cookies: You may configure your browser to reject cookies. Doing so will not degrade the functionality of our website or your ability to request quotes.
06 Information Security & Safeguards
In accordance with Condition 7 (Section 19) of POPIA, Prime Built Solutions maintains rigorous technical and organizational measures to protect personal data against loss, unauthorized access, destruction, or compromise:
- All web communications are enforced over 256-bit TLS/SSL encryption (HTTPS).
- Server-side API tokens and database keys are stored outside public web roots with strict file permissions.
- Artisan staff and sub-contractors are bound by non-disclosure and confidentiality terms regarding estate security codes and homeowner premises access.
07 Data Retention Policy
We retain personal data only for as long as necessary to fulfill the operational purpose for which it was obtained:
- Unaccepted Quotations: Inquiries and site assessments that do not proceed to contracted work are purged from active CRM queues within 12 months.
- Completed Projects & Warranties: Client project records, invoices, and compliance certificates are retained for up to 10 years to support structural waterproofing, helical crack stitching, and paint manufacturer guarantees.
- Tax & Corporate Records: Financial records are stored for 5 years as required by the South African Revenue Service (SARS).
08 Your Statutory Rights Under POPIA
As a data subject in South Africa, you have enforceable legal rights under POPIA:
- Right to Access: You may request confirmation of whether we hold personal information about you and receive a copy of that record.
- Right to Rectification: You may request that we update, correct, or complete inaccurate personal information.
- Right to Erasure / Deletion: You may request the destruction of your personal data where we no longer possess a statutory or contractual basis to retain it.
- Right to Object: You may object at any time to the processing of your personal information for direct marketing purposes.
- Right to Lodge a Complaint: If you believe your personal information has been handled unlawfully, you have the right to lodge a formal complaint with the Information Regulator of South Africa:
The Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Complaints Email: complaints.IR@justice.gov.za
General Inquiries: inforeg@justice.gov.za
09 Promotion of Access to Information Act (PAIA)
In terms of Section 51 of the Promotion of Access to Information Act, No. 2 of 2000 ("PAIA"), private bodies are required to compile a manual facilitating access to records. Requests for access to company records for the exercise or protection of any rights may be submitted directly to our Information Officer using prescribed PAIA Form 2.
10 Contact Our Compliance Officer
For any inquiries regarding this policy, to exercise your data subject rights, or to submit a formal POPIA / PAIA request, please contact: