1. Who we are
Trail Surveys (Pty) Ltd (“Trail Surveys”, “we”, “us” or “our”) respects your privacy and is committed to handling personal information responsibly and in accordance with the Protection of Personal Information Act, 2013 (“POPIA”) and other applicable privacy laws.
This Privacy Policy explains how we collect, use, store and share personal information when you visit https://trailsurveys.com, contact us, request a quotation or enquire about our services, TrailRetain or EduTrail.
Our head office is at:
518 Cliff Avenue
Waterkloof Ridge x2
Pretoria
0181
South Africa
Email: admin@trailsurveys.com
Telephone: +27 (0)12 347 7879
Where a separate Trail Surveys company handles your enquiry or provides your services, that company may be responsible for the personal information it processes. You may contact us using the details above to identify the relevant company.
2. Personal information we collect
The information we collect depends on how you interact with us. It may include:
Contact information: Your name, email address, telephone number, company name and role, where you provide these details.
Enquiry information: The subject and content of messages, quotation requests and correspondence with us.
Project information: Property or site addresses, locations, project requirements, drawings, photographs and other documents you provide when discussing surveying or geomatics services.
Training or application information: Qualifications, experience, contact details and supporting documents you submit when enquiring about EduTrail or applying for an opportunity.
Technical information: Your IP address, browser and device information, pages requested, access times and website error or security logs, to the extent recorded by our website and its supporting systems.
Please provide only information relevant to your enquiry. Avoid sending identity documents, sensitive personal information or confidential project records through a general website form unless we have requested them and agreed on an appropriate submission method.
3. How we collect information
We generally collect personal information directly from you when you submit a website form, email us, telephone us or otherwise communicate with our team.
We may also receive relevant information from an authorised representative, your employer, a project partner or another Trail Surveys company where this is necessary to handle your enquiry or project. Where required, we will explain the source and purpose of information obtained from someone else.
Technical information may be collected automatically when your browser connects to our website.
4. Why we use your information
We use personal information, as appropriate, to:
Respond to enquiries and communicate with you.
Understand project requirements and prepare quotations or proposals.
Arrange consultations, site visits and requested services.
Manage client relationships and TrailRetain enquiries.
Respond to EduTrail enquiries and assess applications you submit.
Operate, maintain, troubleshoot and protect our website and communications.
Keep appropriate business records, meet legal obligations and resolve disputes.
We process information on an applicable lawful basis, such as taking steps towards or performing a contract, complying with a legal obligation, protecting legitimate interests, or obtaining your consent where required.
Simply visiting our website does not constitute consent to every type of processing described in this policy.
5. Whether you must provide information
You choose whether to contact us or submit information through our website.
Fields marked as required are needed to handle the relevant request. If you do not provide sufficient contact details or information about your enquiry, we may be unable to respond, prepare a quotation or assess your requirements.
If additional information is required by law or for a particular service, we will explain that requirement when requesting it.
6. Cookies and third-party website features
Cookies are small files stored on your device. Websites may also use similar technologies to support functionality, remember preferences or measure usage.
Our website may use cookies or similar technologies through its own features or third-party services. Where optional analytics, advertising or other tracking technologies are used, we will provide information about their purposes and obtain consent where required by applicable law.
You can manage or delete cookies through your browser settings. Blocking some cookies may affect website functionality. Where website cookie controls are available, you can also use them to manage your preferences.
Third-party features, such as embedded videos or maps, may receive technical information when loaded or used. Their providers process information according to their own privacy policies.
7. When we share personal information
We share personal information only where there is a lawful reason and only to the extent appropriate for the purpose. Recipients may include:
Authorised employees and personnel who handle your enquiry or project.
The relevant Trail Surveys company where your enquiry concerns its services or location.
Providers supporting website hosting, email, IT, security, document storage and business administration.
Professional advisers, survey specialists or project partners where necessary for the services you request.
Courts, regulators, public authorities or other parties where disclosure is legally required or necessary to establish, exercise or defend legal rights.
Where a service provider processes personal information on our behalf, we require appropriate confidentiality and security obligations.
8. Information processed outside South Africa
Handling an enquiry involving an overseas office or using an international technology provider may involve transferring personal information outside South Africa.
Where such a transfer occurs, we will ensure that an applicable legal basis and safeguards are in place. These may include binding contractual protections, an adequate level of protection under applicable law, or another ground permitted by POPIA.
You may contact us for information about overseas processing relevant to your personal information.
9. How long we keep information
We retain personal information for as long as reasonably necessary for the purpose for which it was collected, unless a longer period is required or permitted by law.
Retention periods depend on the nature of the enquiry, whether it leads to a client relationship, applicable professional and legal recordkeeping requirements, and any need to resolve disputes.
When information is no longer required, we will securely delete, destroy or de-identify it, subject to applicable recordkeeping and backup arrangements.
10. How we protect information
We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration and disclosure.
Access is limited to people and service providers who need the information for an authorised purpose.
No website, electronic transmission or storage system can be guaranteed completely secure. If a security compromise affects your personal information, we will assess the incident and notify the Information Regulator and affected persons where required by law.
11. Marketing communications
Submitting an enquiry or requesting a quotation does not automatically subscribe you to marketing communications.
If we send electronic direct marketing, we will do so only where permitted by applicable law, including obtaining consent where required.
You can object to direct marketing at any time by using the unsubscribe option provided or emailing admin@trailsurveys.com. Opting out of marketing will not prevent us from sending communications needed to respond to your enquiry or manage requested services.
12. Your privacy rights
Subject to applicable law, you may:
Ask whether we hold personal information about you and request access to it.
Request correction of inaccurate or incomplete information.
Request deletion or destruction of information that we are no longer entitled to retain.
Object to processing where the law allows.
Withdraw consent where processing relies on your consent.
Object to the use of your information for direct marketing.
Complain to the Information Regulator.
Withdrawal of consent does not affect processing that was lawful before withdrawal. Some information may need to be retained despite a deletion request, for example to meet legal obligations.
To exercise your rights, email admin@trailsurveys.com with the subject line “Privacy request – for the attention of the Information Officer”.
We may ask for information reasonably necessary to verify your identity and understand your request. We will explain any applicable procedures, lawful fees or reasons why a request cannot be fully granted.
13. Links to other websites
Our website may link to external websites or social media platforms. Their operators are responsible for their own privacy practices. Please review their privacy policies before providing personal information.
14. Contact us or lodge a complaint
For questions about this policy, privacy requests or concerns about how we handle personal information, contact:
For the attention of the Information Officer
Trail Surveys (Pty) Ltd
Email: admin@trailsurveys.com
Telephone: +27 (0)12 347 7879
Address: 518 Cliff Avenue, Waterkloof Ridge x2, Pretoria, 0181, South Africa
You may also lodge a complaint directly with the Information Regulator of South Africa. You do not need our permission to do so.
Website: https://inforegulator.org.za
Complaints information: https://inforegulator.org.za/complaints/
Telephone: 010 023 5200
General enquiries: enquiries@inforegulator.org.za
15. Changes to this policy
We may update this Privacy Policy to reflect changes in our practices, website or legal obligations. The latest version will appear on this page with an updated revision date.
Where required, we will provide additional notice or obtain consent before using personal information for a new purpose.