Privacy policy

1. Who is responsible

CivilCovered is the responsible party for personal information collected through this website.

You can contact us about privacy at the details on our contact page.

2. What we collect

The information we collect depends on what you do on the website.

• Enquiry and quote details: your name, email address, phone number, preferred contact method and company name.
• Project and business information: the type of contractor you are, your province or project location, a description of your work, contract values, dates, equipment and the covers or guarantees you are asking about.
• Documents you choose to send: for example contract insurance clauses or schedules. These may contain personal information about other people. Please send only what is needed.
• Messages and records: the content of your messages to us and our replies.
• Technical and usage information: if analytics is switched on, general information about how the site is used. We configure analytics so that names, phone numbers, email addresses and the contents of documents are not sent to the analytics provider.

We do not ask for special personal information, such as health or biometric details, and we ask that you do not send it.

3. Why we use it

• To respond to your enquiry and contact you in the way you prefer.
• To review your requirements and prepare a quotation request or guarantee enquiry.
• To approach insurers, underwriters or guarantee providers on your behalf, where you ask us to.
• To help with claims assistance where you ask us to.
• To meet legal and regulatory obligations that apply to us.
• To keep the website secure and to understand how it is used so that we can improve it.
• To send you marketing only where you have opted in. See section 6.

Submitting an enquiry or requesting a quotation does not put insurance or a guarantee in place.

4. Who we share it with

We share personal information only where it is needed for the purposes in section 3.

• Insurers, underwriting managers, assessors and guarantee providers, where we approach them for you.
• Service providers that help us run the website and our business, such as hosting, email, customer-relationship and analytics providers, acting on our instructions.
• Professional advisers, regulators, law enforcement and other bodies where the law requires or permits it.

We do not sell your personal information.

5. Documents you upload

If document upload is available, files are checked for type and size, transmitted securely and passed to a private location. They are not published or made available through public links. We use them only to prepare your quotation or enquiry, and we share them with insurers or guarantee providers only where needed for that purpose.

6. Marketing

We will send you marketing messages only if you tick the optional marketing box on our forms. The box is never ticked by default. You can withdraw your consent at any time by contacting us or using any unsubscribe option in a message. Withdrawing consent does not affect our response to your enquiry.

7. Where information is processed

Some of our service providers may process information outside South Africa. Where that happens, we take reasonable steps to make sure the information remains protected in line with POPIA, for example through contracts with the provider.

8. How long we keep it

We keep personal information only for as long as we need it for the purposes in section 3, or for as long as the law requires. When we no longer need it, we delete it or de-identify it.

9. Security

We use reasonable technical and organisational measures to protect personal information, including limiting access, securing connections and keeping uploaded documents private. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

10. Cookies and analytics

The website is designed to work without tracking cookies. If we switch on analytics, we will use it to understand which pages are read and how enquiries start and finish, using events that do not include names, phone numbers, email addresses or document contents.

11. Your rights

Under POPIA you have the right, subject to the law, to:

• Ask whether we hold personal information about you, and to access it.
• Ask us to correct or delete personal information that is inaccurate, out of date or no longer needed.
• Object to our processing of your personal information.
• Withdraw consent where we rely on consent.
• Lodge a complaint with the Information Regulator.

To exercise your rights, contact us at the details on our contact page. The Information Regulator’s website is inforegulator.org.za (opens in a new tab).

12. Changes to this policy

We may update this policy from time to time. The version on this page is the current version.