PRIVACY & COOKIES POLICY
This Digital Privacy & Cookies Policy ("Policy") explains how Digital and Multi Media Services ("we", "us", or "our") manages, protects, and respects personal data and media records specifically handled within our digital multi-media extraction pipelines and physical drive-writing services. It also details our use of website cookies. Operating out of Cape Town, South Africa, our processing frameworks are built to align with the mandatory compliance directives of the Protection of Personal Information Act (POPIA), No. 4 of 2013. This Policy forms part of our operational transparency commitment regarding private data management.
POPIA SYSTEM STATEMENT:
The processing, extraction, temporary hardware caching, and securetransfer of personal family data, video recordings, audio tracks, and private photographic records are subject to theProtection of Personal Information Act (POPIA), No. 4 of 2013. Your order submission signifies formal consent to ourdata privacy protocols.
1. Scope of Digital Media Processing
Our multimedia translation tracks involve processing unique personal media types including VHS tapes, cine film, slides, negatives, and legacy audio assets. Because these historical assets naturally contain personal, identifiable family records, we treat them entirely as protected data under POPIA:
- Zero Exposure Policy: Converted video files, images, and audio tracks are processed on completely isolated, secure local computing stations. Your private family media is never published, indexed, streamed online, or utilized for promotional purposes without separate, express written consent.
- Hardware Extraction Isolation: No file conversion data is ever uploaded to public web storage or shared networks. Content is written directly to offline data partitions and then hard-copied to physical storage hardware(USBs, external hard drives, or SSDs).
2. Technical Information We Gather
To systematically run, log, track, and secure your physical-to-digital orders, we handle the following technical metadata and data fields:
Client Identity Records: Names, cell numbers (for WhatsApp order confirmation tracking), and physical addresses used strictly for third-party courier dispatch.
Job Architecture Metadata: Track summaries, file extensions (.MP4, .WAV, .JPEG), data weight (Gigabytes),and specific processing time logs linked to your internal Job Track Reference.
Automated Interaction Cookies: Fundamental digital markers captured when you navigate our informational web platform to explore conversion workflows.
3. The 30-Day Studio Retention and Automatic Purging
In accordance with Section 14 of POPIA, which requires personal information to be destroyed or anonymized once the original processing purpose is complete, we run a strict offline retention pipeline:
- 30-Day Emergency Mirror: Once your completed order leaves our studio via secure courier, an identical clone of your written digital masters is kept on our local production servers for exactly **30 calendar days**. This exists solely to recover your files if the physical hardware is lost or damaged during return transit.
- Automated Overnight Overwriting: At midnight on day 31, an automated script runs across our local server blocks, permanently wiping and formatting all project partitions. Once this cycle clears, all data is unrecoverable, meaning your private media is completely scrubbed from our systems.
4. Web Cookies Framework
Our online portal uses simple cookie tracking arrays to streamline your user experience and protect form submissions:
Functional & Security Cookies: Essential digital cookies that allow our local web platforms to reliably load, handle form completions, and verify interactive communication fields.
Localized Anonymous Analytics: We track basic server analytics data (such as verifying if users are browsing from Cape Town, Gauteng, or KwaZulu-Natal) to balance our marketing resources. These cookie logs are completely stripped of tracking identities and do not read personal system storage.
User-Side Control: You can quickly adjust your browser preferences to block all cookies, although this may cause minor performance lags on our online request forms.
5. Technical Data Security & Authorized Staff Access
We deploy rigorous technical, physical, and administrative measures to secure client tracking data and mediaassets from accidental access, loss, or unauthorized tampering. Access to local extraction rigs, file structure logs,and courier paperwork is strictly partitioned, allowing entry only to core engineering staff bound by robust internalconfidentiality agreements.
6. Access and Rectification Rights Under POPIA
You maintain full statutory ownership over your personal data footprint under South African law. You may submit an inquiry to our Information Officer via our primary WhatsApp channel at any point to:
- Request a complete summary of the personal contact details we store for you.
- Request modifications or updates to your shipping or contact data points.
- Request immediate manual execution of our server overwrite process regarding your digitized masters (provided your physical delivery has been finalized and billing balances are settled).