Website Privacy Policy
South Africa | POPIA-aligned publication
Effective date: 12 October 2026 | Website: https://www.word4word.co.za/
1. About this policy
Word For Word Marketing (Pty) Ltd (referred to as 'Word For Word', 'we', 'us' or 'our') respects privacy and aims to process personal information lawfully, reasonably and transparently under the Protection of Personal Information Act 4 of 2013 (POPIA). This policy concerns our website, enquiries and related business communications. It does not replace any separate privacy notice or processing agreement applicable to a client's campaign or database.
For personal information collected for our own business purposes, Word For Word generally acts as the responsible party. When processing information on a client's instructions, the client may be the responsible party and Word For Word may act as an operator, subject to the relevant agreement.
2. Personal information we may process
Depending on your interactions, this may include names, job titles, organisation names, email addresses, telephone numbers, information submitted in enquiry forms or messages, proposal and project correspondence, marketing preferences and consent records, and technical data such as IP address, device and browser information, pages visited and cookie identifiers where applicable.
For client services, information may also include authorised client contact details, campaign-related material and personal information that a client lawfully instructs us to process. We do not ask visitors to submit special personal information through general enquiry channels.
3. Collection methods
We may collect information directly when you email, telephone, message us or submit an enquiry; automatically through website logs or cookies where enabled; and from business contacts, publicly available professional information or authorised clients where lawful.
4. Purposes and lawful justification
We use information to respond to enquiries; prepare proposals and quotations; provide contracted marketing services; communicate about projects; administer supplier and client relationships; protect website and systems security; comply with legal and accounting obligations; and send direct marketing only when permitted by POPIA and applicable law.
Depending on the circumstances, processing may be justified by consent, contractual necessity or pre-contractual steps, legal obligations, or a legitimate interest recognised under section 11 of POPIA. Consent may be withdrawn where consent is the applicable justification, subject to lawful processing already undertaken.
5. Direct marketing
We will comply with section 69 of POPIA for unsolicited electronic direct marketing, including obtaining consent where required or relying on the limited existing-customer exception where applicable. Marketing messages will identify the sender and provide a practical way to opt out. You may request that we stop direct marketing by emailing
6. Cookies, analytics and third-party content
The website may use essential cookies, analytics, embedded media and advertising-related technologies, depending on the tools actually configured. Some third-party services may collect device identifiers and usage information under their own policies.
Before publication, Word For Word must verify and disclose the actual analytics, Meta pixel, TikTok pixel, cookie categories, embeds and other services in use. Any consent controls must reflect applicable legal requirements and the site's actual implementation. Browser settings may allow you to restrict cookies, although some functions may be affected.
7. Sharing and service providers
Information may be disclosed only where reasonably necessary to authorised staff, hosting and IT providers, cloud and email services, professional advisers, client-approved marketing and analytics platforms, and authorities when legally required. We do not sell personal information.
Where a service provider processes personal information for us, we will take reasonable steps to establish appropriate confidentiality and security obligations, including operator arrangements required by POPIA.
8. International transfers
Some cloud, analytics, social media and communication providers may process information outside South Africa. Where this occurs, transfers must meet an applicable condition under section 72 of POPIA, such as adequate protection through law or binding agreement, consent, or another permitted ground.
9. Security and incidents
We take appropriate, reasonable technical and organisational measures to safeguard personal information against loss, unauthorised access, misuse and unlawful processing. Measures are reviewed in light of foreseeable risks. No online system can be guaranteed completely secure.
Where there are reasonable grounds to believe personal information has been accessed or acquired by an unauthorised person, we will address the incident and notify the Information Regulator and affected data subjects as required by section 22 of POPIA.
10. Retention
We keep personal information only for as long as needed for its original or compatible lawful purpose, a contract, legitimate business need, or a statutory retention obligation. When retention is no longer justified, we will delete, destroy or de-identify information as required by law. Actual retention periods should be set in our internal retention schedule.
11. Your rights
Subject to POPIA and lawful limitations, you may request confirmation of whether we hold your personal information, access to that information, correction or deletion of inaccurate or unlawfully retained information, and object to certain processing. You may withdraw consent where relevant and opt out of direct marketing.
Send requests to
12. Children and third-party links
Our general business website is not directed at children. We do not intentionally collect children's personal information through the site without an applicable lawful basis and safeguards. External websites and social platforms linked from our site have their own privacy practices.
13. Updates and contact
We may revise this policy when practices or laws change and will post the updated effective date. Responsible party: Word For Word Marketing (Pty) Ltd. Website: https://www.word4word.co.za/. Privacy enquiries:
Company registration number: 1999/023658/07. Registered/physical address: 396 MacKenzi Street, Brooklyn, Pretoria, 0181, Gauteng, South Africa. Information Officer contact details and registration status:
