1. Introduction
Last updated: August 2026
SCAPS respects the privacy of clients, website visitors and other persons whose information may be processed through its valuation services. This Privacy Policy explains how SCAPS collects, uses, stores, shares and protects personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).
1. Information We Collect
Depending on the service requested, SCAPS may collect:
Personal and contact information
- names and surnames;
- email addresses;
- telephone numbers;
- billing information; and
- company and business information.
Asset and valuation information
- make and model;
- serial or identification numbers;
- plant or asset numbers;
- year model;
- operating hours;
- original purchase price;
- purchase date;
- attachments and extras;
- asset location;
- photographs;
- hour-meter photographs;
- serial/data-plate photographs;
- invoices;
- purchase documents;
- supporting documentation;
- insurance information; and
- valuation instructions and correspondence.
Website and transaction information
- valuation submissions;
- WooCommerce order details;
- payment status; and
- technical website information necessary for security, operation and administration.
2. Information We Collect
SCAPS may process information to:
- respond to enquiries;
- provide quotations;
- conduct plant and machinery valuations;
- perform valuation calculations;
- verify asset information;
- prepare valuation reports;
- communicate with clients;
- manage payments and orders;
- maintain valuation and transaction records;
- provide information for insurance-related purposes;
- assist with insurance applications, underwriting, claims or policy reviews where requested;
- communicate with insurers and other authorised parties;
- prevent fraud or misuse;
- comply with legal, regulatory and accounting obligations; and
- establish, exercise or defend legal rights.
3. Insurance Purposes and Sharing of Information
Where the client requests a valuation for insurance purposes, SCAPS may use and disclose information supplied through the website where reasonably necessary for that purpose.
Relevant information may be supplied to:
Necessary Cookies (all site visitors)
- insurers;
- underwriting managers;
- brokers;
- assessors;
- loss adjusters;
- claims administrators;
- finance providers;
- auditors;
- professional advisers; or
- other parties reasonably involved in the relevant insurance or valuation process.
This may include submitted photographs, supporting documentation, asset information, purchase information and the final valuation report. SCAPS will not intentionally disclose more information than is reasonably necessary for the relevant purpose.
4. Basis for Processing
Depending on the circumstances, SCAPS may process information because:
- the person has consented;
- processing is necessary to provide a service requested by the client;
- processing is necessary to perform or conclude an agreement;
- processing protects a legitimate interest of the client or SCAPS;
- processing is required by law; or
• another lawful basis under POPIA applies.
5. Storage and Retention
Information submitted through the valuation system may be stored electronically in SCAPS’s website, order-management system, email system, document storage and other systems used to provide the service.
SCAPS will retain information for as long as reasonably necessary for:
- completing the valuation;
- maintaining valuation records;
- client servicing;
- insurance-related requirements;
- accounting and tax obligations;
- contractual requirements;
- resolving disputes; and
- legal or regulatory obligations.
Information that no longer needs to be retained will be deleted, destroyed or de-identified where reasonably practicable and subject to applicable legal requirements.
6. Security
SCAPS will take reasonable technical and organisational measures to protect information against loss, unauthorised access, misuse, alteration or unlawful disclosure. No online or electronic storage system can, however, be guaranteed to be completely secure.
7. Service Providers
SCAPS may use third-party service providers to operate its business, including website hosting, email, data storage, payment/order processing, IT support and professional services. Where those providers process personal information on behalf of SCAPS, SCAPS will take reasonable steps to ensure the information is processed appropriately and securely.
8. International Processing
Where a service provider processes information outside South Africa, SCAPS will take reasonable steps to ensure that any transfer is handled in accordance with applicable POPIA requirements.EU GDPR Information Portal.
10. Your Rights
Subject to POPIA and applicable legal limitations, a data subject may have the right to:
- ask whether SCAPS holds personal information about them;
- request access to that information;
- request correction of inaccurate information;
- request deletion or destruction where legally applicable;
- object to certain processing; and
- lodge a complaint with the Information Regulator.
11. Complaints
Privacy enquiries may first be directed to SCAPS:
Email: jock@scaps.co.za
A person may also lodge a complaint with the Information Regulator (South Africa). Current contact details should be confirmed on the Information Regulator’s official website before publication.
12. Changes to This Policy
SCAPS may update this Privacy Policy when its services, systems, legal requirements or business practices change. The latest version will be published on the website.