Urban Choices Confidentiality, Data Protection & Security Policy
Urban Choices is committed to maintaining the highest standards of confidentiality, data protection, and information security in all its operations. This policy defines how Urban Choices collects, stores, manages, and protects information belonging to its users, subscribers, partners, and data sources.
Our commitment to data integrity is rooted in compliance with the Protection of Personal Information Act, 2013 (POPIA) and international data privacy standards, ensuring that all personal and institutional information entrusted to us is handled lawfully, transparently, and responsibly.
1. Purpose of this Policy
The purpose of this policy is to:
Safeguard the confidentiality and security of all data held or processed by Urban Choices.
Ensure compliance with applicable data protection legislation.
Protect the rights and interests of all individuals and entities whose data is collected or managed.
Establish a framework for secure data handling, processing, and retention across all Urban Choices systems and operations.
2. Scope
This policy applies to:
All Urban Choices employees, contractors, and service providers with access to data.
All subscribers, users, and stakeholders engaging with the Urban Choices platform.
All systems, databases, and services used to collect, store, or process information.
3. Principles of Confidentiality & Data Protection
Urban Choices upholds the following principles in accordance with POPIA and international privacy standards:
Lawfulness, Fairness & Transparency – Data is processed in a lawful, fair, and transparent manner.
Purpose Limitation – Data is collected for specific, explicit, and legitimate purposes related to the Urban Choices service offering.
Data Minimization – Only information necessary for the intended purpose is collected and processed.
Accuracy – Urban Choices ensures that data remains accurate and up to date.
Storage Limitation – Data is retained only for as long as necessary for operational or legal purposes.
Integrity & Confidentiality – Appropriate technical and organizational measures are implemented to protect data against unauthorized access, alteration, or loss.
4. Categories of Data Collected
Urban Choices collects and manages data in the following categories:
a. Subscriber Data
Information voluntarily provided by registered users and sales professionals, including:
Full name, business name, and contact details.
Verification information confirming professional involvement in the furniture industry.
Interaction logs such as product views or supplier contact requests (for engagement analytics).
b. Manufacturer & Product Data
Publicly available product data sourced from manufacturer or supplier websites.
Contact information and company profiles publicly accessible on those sites.
Submitted or voluntarily provided content from manufacturers or partners.
c. Operational & Technical Data
Platform usage metrics and site analytics.
System performance and security logs for audit and maintenance purposes.
5. Confidentiality Commitments
Urban Choices is bound by strict confidentiality principles:
Subscriber and operational data is never sold, leased, or shared with third parties for marketing or commercial gain.
Access to confidential data is restricted to authorized personnel only, based on defined roles and operational necessity.
Employees and contractors handling confidential information are required to sign non-disclosure and confidentiality agreements.
Data shared with third-party service providers (e.g., hosting, analytics, or email systems) is governed by legally binding data processing agreements ensuring compliance with this policy.
6. Data Security Measures
Urban Choices employs a multi-layered security framework to protect data integrity and privacy:
Encryption: All data transmissions between users and the Platform are secured using SSL/TLS encryption.
Access Control: Role-based authentication is enforced to limit access to sensitive information.
Secure Storage: All stored data is encrypted and maintained within secure, access-controlled servers.
Backups: Regular encrypted backups are maintained to prevent data loss.
Monitoring & Audits: Continuous monitoring and routine security audits ensure ongoing compliance and threat mitigation.
Incident Response: In the event of a data breach, affected parties and authorities are notified in compliance with legal requirements, and corrective measures are implemented promptly.
7. Rights of Data Subjects
In accordance with POPIA, individuals and entities whose data is held by Urban Choices have the right to:
Access their personal or professional data held on the Platform.
Request correction or deletion of inaccurate or outdated information.
Withdraw consent to data processing where applicable.
Lodge complaints regarding data handling practices through official channels.
Requests can be directed to privacy@urbanchoices.co.za and will be addressed promptly.
8. Data Retention & Disposal
Personal and operational data is retained only for as long as necessary for the purpose for which it was collected.
When data is no longer required, it is securely deleted or anonymized in accordance with recognized data disposal standards.
Backups containing obsolete information are systematically purged.
9. Third-Party Data Processing
Urban Choices may engage trusted third-party service providers for hosting, analytics, or communication purposes. Such providers are required to:
Operate under legally binding data processing agreements.
Maintain equivalent or higher data protection standards.
Use the information solely for the services they provide to Urban Choices.
10. Compliance & Oversight
Urban Choices designates a Data Protection Officer (DPO) responsible for ensuring compliance with this policy and all applicable legislation.
Internal reviews and audits are conducted regularly to ensure adherence to data protection standards.
Any suspected or confirmed data breaches are managed in accordance with established incident response procedures and reported to the Information Regulator as required by law.
11. Policy Updates
Urban Choices may update this policy periodically to reflect legal changes, best practices, or operational developments. The latest version will always be published on the Platform, and material updates will be communicated to registered subscribers.
In Summary
Urban Choices treats data protection and confidentiality as a core responsibility. Every system, process, and employee is aligned with the principle that data belongs to its rightful owner — whether a subscriber, manufacturer, or partner.
Through transparent governance, secure architecture, and lawful processing, Urban Choices ensures that the South African Furniture Industry can trust the platform as a safe, ethical, and professionally managed digital environment.