Privacy Notice

When you register as a customer or use our matchmaking services, we collect:

• Full name
• Email address
• Company name and registration details
• Phone number (if provided)
• Job title or role
• Physical business address
• Bank account details (for processing refunds)
• Information provided in requirements questionnaires
• Site visit notes and observations
• Communications and correspondence with us

When you register as a supplier or participate in a Matchmaking Journey, we collect:

• Full name
• Email address
• Company name and registration details
• Phone number (if provided)
• Business address
• Company capability information
• Proposals and pricing submissions
• Presentation materials
• Commercial documentation (e.g., Commercial Checklist confirmations)
• Communications and correspondence with us

When you visit our website or use our platform, we may automatically collect:

• IP address
• Browser type and version
• Device information
• Pages visited and time spent on pages
• Referring website
• Platform usage data and activity logs

We may receive information about you from:

• Customers who nominate you as a supplier
• Publicly available business directories and databases
• Credit reference agencies (for supplier verification, if applicable)

Legal Basis: Performance of contract / Legitimate interests

• Managing and facilitating Matchmaking Journeys
• Matching customers with suitable suppliers
• Preparing tender specifications
• Coordinating evaluations and presentations
• Managing the award and contracting process
• Processing payments and refunds
• Providing platform access and support

Legal Basis: Performance of contract / Legitimate interests

• Sending platform notifications and updates
• Providing progress reports
• Responding to your enquiries
• Sending transactional emails (password resets, confirmations, notifications)
• Sharing important service updates or changes to our Terms

Legal Basis: Legitimate interests

• Analysing platform usage to improve functionality
• Creating anonymised, aggregated insights for business intelligence
• Conducting internal research and development
• Identifying and fixing technical issues

Legal Basis: Legal obligation

• Maintaining financial records for tax and accounting purposes
• Complying with POPIA and other applicable laws
• Responding to lawful requests from authorities
• Protecting our legal rights and interests

Legal Basis: Legitimate interests

• Detecting and preventing fraud or misuse
• Enforcing our Terms of Service
• Protecting the security and integrity of our platform
• Resolving disputes

• We share customer information with suppliers: When suppliers participate in a Matchmaking Journey, we share the customer’s specifications, requirements, and evaluation criteria (from Gate 2 onwards for shortlisted suppliers).
• We share supplier information with customers: We share supplier capability profiles, proposals, pricing, and presentation materials with the customer conducting the Matchmaking Journey.

We share personal information with trusted third-party service providers who assist us in operating our platform and delivering our services:

• Email service provider (SendGrid): For sending transactional emails, password resets, platform notifications, and service communications
• Cloud hosting provider: For secure data storage and platform hosting (servers located in South Africa)
• Payment processors: For processing payments and refunds (if applicable)

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

We may disclose your personal information if required by law, court order, or regulatory authority, or to:

• Comply with legal processes
• Enforce our Terms of Service
• Protect our rights, property, or safety
• Protect the rights, property, or safety of our users or the public

If Proco is involved in a merger, acquisition, sale of assets, or restructuring, your personal information may be transferred to the relevant third party. We will notify you of any such change and ensure the recipient is bound by appropriate confidentiality and data protection obligations.

We may share your information with other third parties where you have given explicit consent.

While your Matchmaking Journey is active, we retain all associated personal information to provide our services.

After a Matchmaking Journey is completed:

• We retain customer and supplier information indefinitely unless you request deletion
• Financial records are retained for a minimum of 5 years to comply with tax and accounting obligations

If a Matchmaking Journey is cancelled or does not result in an appointment:

• We retain information to enforce Release Fee obligations (for 12 months following cancellation)
• After 12 months, we retain information unless you request deletion
• Financial records are retained for a minimum of 5 years

You may request deletion of your personal information at any time (see Section 10 – Your Rights). Upon receiving a valid deletion request, we will delete your information within 30 days, except where:

• We are legally required to retain it (e.g., financial records, tax obligations)
• It is necessary to enforce our Terms of Service (e.g., Release Fee obligations)
• It is necessary to resolve disputes or defend legal claims

You have the right to request access to the personal information we hold about you. We will provide you with a copy of your information in a commonly used electronic format.

If your personal information is inaccurate, incomplete, or out of date, you have the right to request that we correct or update it.

You have the right to request deletion of your personal information, subject to certain exceptions (e.g., legal obligations to retain financial records, enforcement of contracts, or defence of legal claims).

You have the right to object to our processing of your personal information in certain circumstances, particularly where processing is based on legitimate interests.

You have the right to request that we restrict processing of your personal information in certain circumstances (e.g., while we verify the accuracy of disputed information).

Where technically feasible, you have the right to receive your personal information in a structured, commonly used, machine-readable format, and to transmit it to another service provider.

Where our processing is based on your consent, you have the right to withdraw that consent at any time. However, this will not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact our Information Officer:

• Email: [email protected]
• Subject Line: “POPIA Data Request”
• Include: Your name, contact details, and a clear description of your request

We will respond to your request within a reasonable timeframe, typically within 30 days. We may request additional information to verify your identity before processing your request.