EQUITAS GROUP (PTY) Ltd

Professional Legal & Administrative Consulting Services

PRIVACY POLICY

Effective Date: January 2026 | Version 1.0

1. Introduction

Equitas Group (Pty) Ltd is committed to protecting the privacy and personal information of all individuals with whom we interact. This Privacy Policy explains how we collect, use, store, disclose, and otherwise process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and all other applicable South African legislation.

This policy applies to all clients, prospective clients, employees, service providers, and any other persons whose personal information we process in connection with our services.

2. Who We Are (Responsible Party)

For purposes of POPIA, Equitas Group acts as the Responsible Party in respect of the personal information it processes. Our contact details are set out below:

Entity Name	Equitas Group (Pty) Ltd – 2026/162029/07
Registration	Registered in the Republic of South Africa
Business	Professional Legal & Administrative Consulting Services
Information Officer	D.Bouwer
Email Address	info@equitasgroup.co.za
Postal Address	134 Duvernoy Street, Constantia Park, Pretoria, 0181
PAIA Manual	Available on request or at our registered address

3. Personal Information We Collect

Depending on the nature of the services you require, we may collect and process the following categories of personal information:

3.1 Identity and Contact Information

Full name, identity number (RSA ID or passport number), date of birth
Physical and postal addresses, email addresses, telephone numbers
Marital status, gender, nationality

3.2 Financial and Legal Information

Estate details, assets and liabilities, income and credit information
Insolvency or sequestration records, rehabilitation status
Liquidation and business rescue documentation
Property ownership details, title deed information, bond and transfer records
Deceased estate information, letters of executorship, beneficiary details

3.3 Family Law Information

Divorce, maintenance, and parental rights documentation
Ante-nuptial contracts and related matrimonial information

3.4 Special Personal Information

We may process special personal information (as defined in POPIA Section 26) where required by law or with your explicit consent. This may include:

Criminal records (relevant to sequestration or insolvency proceedings)
Health information (relevant to estate or family law matters)

3.5 Third-Party Information

In certain cases, we receive personal information about third parties (e.g., creditors, debtors, beneficiaries) in the course of delivering our services. We process such information only as required by law or for the legitimate purpose for which it was provided.

4. How We Collect Personal Information

We collect personal information through the following means:

Directly from you during consultations, via our intake forms, or through correspondence
From attorneys, conveyancers, and other professional service providers collaborating on your matter
From courts, the Master of the High Court, the Deeds Office, and other public or regulatory bodies
From credit bureaux, financial institutions, and government departments as authorised by law
Via our website, email, or other electronic communication channels

5. Why We Process Your Personal Information (Lawful Basis)

We process personal information only for lawful, specific, and clearly defined purposes. These include:

5.1 Performance of Services

Administering insolvency, sequestration, and rehabilitation applications
Facilitating business liquidation and winding-up proceedings
Managing deceased estate administration and executor functions
Providing property transfer, conveyancing support, and related services
Assisting with family law matters including maintenance and divorce proceedings

5.2 Legal and Regulatory Compliance

Compliance with the Insolvency Act 24 of 1936, Companies Act 71 of 2008, and Administration of Estates Act 66 of 1965
Fulfilling obligations to the Master of the High Court, CIPC, Deeds Office, and SARS
Compliance with FICA (Financial Intelligence Centre Act) and anti-money laundering obligations

5.3 Legitimate Interests

Business administration, record-keeping, and quality assurance
Communicating with you regarding your matter and related updates
Protecting legal rights and interests of Equitas Group or its clients

5.4 With Your Consent

Where we rely on your consent, you may withdraw it at any time, subject to any legal obligations that require us to retain the information.

6. Sharing of Personal Information

We do not sell, rent, or trade your personal information. We may share it only in the following circumstances:

6.1 Professional Service Providers (Operators)

We work in collaboration with registered attorneys, conveyancers, sheriffs, auditors, and other professionals who assist in delivering our services. These parties are bound by confidentiality agreements and applicable professional codes of conduct.

6.2 Courts, Tribunals and Public Bodies

We are required to file documentation with the High Court, Magistrate’s Court, Master of the High Court, CIPC, SARS, the Deeds Office, and similar bodies as part of legal proceedings and statutory compliance.

6.3 Financial Institutions and Credit Bureaux

Where required to process insolvency, rehabilitation, or estate matters, we may share relevant information with creditors, banks, or registered credit bureaux.

6.4 Successor Businesses

In the event of a merger, acquisition, or sale of our business or assets, personal information may be transferred, subject to equivalent privacy protections being maintained.

6.5 Legal Obligation or Protection of Rights

We may disclose personal information where required by law, court order, or to protect the rights, safety, or property of Equitas Group or others.

7. Cross-Border Transfer of Information

Equitas Group operates primarily within the Republic of South Africa. Where any personal information is transferred outside South Africa (for instance, to international service providers or in matters involving foreign nationals), we ensure that the recipient country provides an adequate level of protection, or we obtain your consent, or we take appropriate contractual safeguards as required by POPIA Section 72.

8. Retention of Personal Information

We retain personal information for as long as necessary to fulfil the purpose for which it was collected, or as required by applicable law. Retention periods are determined as follows:

Insolvency and sequestration files: Minimum 10 years from finalisation
Estate administration files: Minimum 10 years after the estate is finalised
Conveyancing and property records: As required by the Deeds Registries Act
Family law files: 5 years after matter closure, or as directed by the court
FICA compliance records: Minimum 5 years per Financial Intelligence Centre Act

Upon expiry of the applicable retention period, personal information will be destroyed, deleted, or de-identified in a secure manner.

9. Security of Personal Information

Equitas Group implements appropriate technical and organisational measures to protect personal information against loss, damage, unauthorised access, disclosure, or destruction. These measures include:

Secure storage of physical files with restricted access
Password-protected electronic systems and encrypted file transfers
Access controls limiting information to authorised personnel on a need-to-know basis
Confidentiality obligations binding all staff and service providers

In the event of a personal information breach that poses a risk to data subjects, we will notify the Information Regulator and affected data subjects as required by POPIA Section 22.

10. Your Rights as a Data Subject

Under POPIA, you have the following rights in relation to your personal information:

10.1 Right to Access

You may request confirmation of whether we hold your personal information and request a copy thereof, subject to our obligations under the Promotion of Access to Information Act (PAIA).

10.2 Right to Correction or Deletion

You may request that we correct or delete personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or obtained unlawfully.

10.3 Right to Object

You may object on reasonable grounds to the processing of your personal information, unless such processing is required by law.

10.4 Right to Withdraw Consent

Where processing is based on your consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing conducted prior to withdrawal.

10.5 Right to Lodge a Complaint

If you believe your rights have been infringed, you may lodge a complaint with the Information Regulator of South Africa:

Name	Information Regulator (South Africa)
Website	www.inforegulator.org.za
Email (complaints)	complaints.IR@justice.gov.za
Telephone	+27 (0)10 023 5207

11. Website and Electronic Communications

Our website may use cookies and similar technologies to improve user experience and gather analytics. You may configure your browser to decline cookies, though this may limit the functionality of certain features. We do not use your personal information for unsolicited direct marketing without your consent.

12. Children’s Personal Information

We do not knowingly collect personal information from children under the age of 18 without the consent of a competent person (parent or guardian) as required by POPIA. Where a minor’s information is involved in a legal matter (such as estate or family law proceedings), we process it only to the extent required by law.

13. Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable legislation. Material changes will be communicated to you by email or through notice on our website. We encourage you to review this policy periodically. The current version will always be available at our offices and on our website.

14. How to Exercise Your Rights or Contact Us

To exercise any of your rights, ask questions about this policy, or report a concern, please contact our designated Information Officer:

Information Officer	Derick Bouwer, Equitas Group (PTY) Ltd
Email	info@equitasgroup.co.za
Telephone	+27 (0)61 437 7770
Postal Address	134 Duvernoy Str, Constantia Park, Pretoria, 0181
Business Hours	Monday – Thursday: 08:00 – 16:00 (SAST) Friday: 08:00 – 13:00 Sat, Su & Public Holidays: Closed

We will respond to all requests within a reasonable time and in accordance with POPIA and PAIA requirements.

This Privacy Policy is governed by the laws of the Republic of South Africa.