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Privacy Policy and POPIA Notice
OgilvieGems respects your privacy and processes personal information only for legitimate, defined business purposes. This notice explains what information we collect, why we use it, when it may be shared, how it is protected, how long it may be retained, and how you can exercise your rights under the Protection of Personal Information Act 4 of 2013 (“POPIA”).
Personal information we may collect
The information collected depends on your relationship with OgilvieGems and the service you request. We aim to collect only information that is adequate, relevant and reasonably necessary.
Identity and contact information
Your name, surname, telephone number, email address, physical or delivery address, communication preferences and, where lawfully required, identity or verification information.
Jewellery, quotation and consultation information
Your budget, design brief, ring size, metal and gemstone preferences, reference images, engraving instructions, appointment details, quotation history, approvals, revisions and related communications.
Order, payment and delivery records
Order details, invoices, payment status, transaction references, billing information, courier instructions, recipient details, delivery confirmations, warranty records, repairs, services and collection records. Full card details are generally processed by the relevant payment provider rather than stored by OgilvieGems.
Website and interaction information
IP address, device and browser information, pages viewed, referral source, approximate location, cookie identifiers, form submissions, campaign interactions, website diagnostics and records of messages, calls, reviews, feedback or competition participation.
Why OgilvieGems processes personal information
We process personal information only where there is a lawful and legitimate reason connected to our relationship with you, our legal duties or the secure operation of the business.
Quotations and custom design
To understand your brief, prepare estimates, source stones or materials, communicate design options, create renders, record approvals and manage the custom jewellery process.
Contracts and order fulfilment
To create and administer orders, receive and reconcile payments, manufacture or source jewellery, arrange collections or deliveries, provide updates and fulfil agreed obligations.
Customer service and warranties
To answer questions, maintain service history, administer warranty or certification requirements, assess repairs, manage complaints, resolve disputes and protect customer and business records.
Website operation and improvement
To operate forms and appointments, diagnose technical issues, understand website performance, improve navigation and content, measure enquiries and reduce spam, abuse, fraud and security risks.
Marketing and relationship management
Where permitted, to send relevant updates, educational content, invitations, offers, review requests or competition information. Consent can be withdrawn and direct marketing can be objected to.
Legal, accounting and security duties
To maintain tax and accounting records, respond to lawful requests, establish or defend legal claims, comply with regulatory duties, prevent fraud and protect people, systems, jewellery and business assets.
When information may be shared
OgilvieGems may use carefully selected operators and service providers to perform functions that support the website and jewellery business. They may process information only to the extent reasonably necessary for the relevant service or legal purpose.
Depending on the transaction, this may include website hosting and maintenance providers, email and communication platforms, appointment or form systems, analytics and advertising services, cloud storage, professional advisers, payment providers, banks, jewellery suppliers, laboratories, insurers, couriers, fraud-prevention services and authorities entitled to receive information by law.
Contact Us About A ProviderNo routine sale of data
We do not sell customer personal information as a standalone commercial product. A business reorganisation, merger or sale may involve lawful transfer subject to appropriate protections.
Cross-border processing
Some technology, cloud, communication, analytics or supplier services may process information outside South Africa. Where applicable, reasonable steps are taken to use recipients, contracts or safeguards consistent with POPIA’s cross-border requirements.
Security safeguards
We use reasonable administrative, technical and physical safeguards appropriate to the information and risks. No internet transmission or storage system is completely secure, but suspected compromises are investigated and notifications are made where legally required.
Your rights under POPIA
Subject to legal limitations and identity verification, you may exercise the following rights regarding personal information processed by OgilvieGems.
Access and confirmation
Ask whether we hold personal information about you and request access to it in the form and manner permitted by POPIA and PAIA.
Correction or deletion
Ask us to correct information that is inaccurate, incomplete, misleading or outdated, or request deletion or destruction where retention is no longer authorised or required.
Object or withdraw consent
Object to certain processing on reasonable grounds, object to direct marketing, or withdraw consent where consent is the basis for processing. Withdrawal does not invalidate processing already lawfully completed.
Complain and seek review
Raise a concern with OgilvieGems, request reasons where applicable, and lodge a complaint with the Information Regulator or seek another remedy available under South African law.
Privacy does not mean every record can be erased immediately
OgilvieGems may lawfully retain records needed to complete an order, prove a transaction, administer a warranty, meet tax or accounting duties, prevent fraud, enforce an agreement, resolve a dispute or establish, exercise or defend a legal claim. Requests are assessed against POPIA and other applicable South African laws.
Important operational privacy details
These points explain how the policy applies to common OgilvieGems interactions beyond a basic website enquiry.
Children and third-party information
Our services are not intentionally directed at children acting without a parent or guardian. Do not submit another person’s personal information unless you are authorised to do so. Information about a recipient, partner or family member should be limited to what is genuinely necessary.
Images, testimonials and social content
Customer images, engagement stories, reviews or testimonials are not treated as permission for unrestricted promotional use. Where publication requires permission, the intended use and platform should be agreed. Public comments and reviews remain subject to the relevant platform’s own privacy terms.
Automated tools and AI-assisted work
OgilvieGems may use software-assisted tools for administration, drafting, analysis, design support, fraud prevention, website functions or customer service. We remain responsible for how personal information is handled and avoid submitting unnecessary personal or confidential information to such tools.
Privacy Policy FAQ
What personal information does OgilvieGems collect?
Depending on how you interact with us, we may collect identity and contact details, quotation and design information, communications, appointment information, transaction and delivery records, website usage information, review or competition entries, and records needed for legal, accounting, fraud-prevention or customer-service purposes.
Does OgilvieGems sell personal information?
OgilvieGems does not sell personal information as a business model. Information may be shared only where reasonably necessary with service providers, professional advisers, payment or delivery partners, technology providers, authorities or other parties described in this policy.
Can I ask OgilvieGems to correct or delete my information?
Yes. You may request access, correction or deletion where permitted by law. Some information may need to be retained for contracts, warranties, tax, accounting, dispute resolution, fraud prevention or other legal obligations.
How do I opt out of marketing?
Use the unsubscribe option in an electronic marketing message where available, or contact OgilvieGems and ask to be removed from the relevant marketing list. Service, order, security and legal communications may still be sent when necessary.
Does OgilvieGems use cookies and analytics?
The website may use essential technologies and, depending on the tools enabled at the time, analytics, advertising, conversion-measurement, embedded-content or preference technologies. Browser controls and available consent tools can be used to manage non-essential cookies.
How long does OgilvieGems keep personal information?
Information is retained only for as long as reasonably necessary for the purpose collected, contractual and warranty records, customer service, accounting and tax duties, legal claims, security, fraud prevention and other lawful requirements. Retention periods differ by record type.
How can I complain about the handling of my information?
First contact OgilvieGems so that the concern can be investigated. You may also lodge a complaint with the Information Regulator of South Africa using the regulator’s current official complaint process.
Questions or requests about your personal information?
Contact OgilvieGems and clearly state that your enquiry concerns privacy, POPIA, access, correction, deletion, objection, consent withdrawal or a suspected security incident. We may need to verify your identity before acting on a request.
Contact OgilvieGems