Privacy Policy

Effective Date: 31 August 2026
Last Updated: 31 August 2026

EMPOWERHQ BEEPROCURE (PTY) LTD, registration number 2025/967540/07, trading as EHQProcure (“EHQProcure”, “we”, “us” or “our”), respects the privacy of individuals and businesses that use the EHQProcure website, supplier directory and related services.

This Privacy Policy explains how EHQProcure collects, uses, stores, shares, publishes and protects personal information.

EHQProcure processes personal information in accordance with applicable South African data-protection legislation, including the Protection of Personal Information Act 4 of 2013 (“POPIA”).

By using EHQProcure or submitting information to us, you acknowledge the processing practices described in this Privacy Policy.

Where specific consent is required by law, EHQProcure will request that consent separately where appropriate.

1. WHO IS RESPONSIBLE FOR YOUR INFORMATION

The responsible party for personal information processed through EHQProcure is:

Legal Entity: EMPOWERHQ BEEPROCURE (PTY) LTD
Registration Number: 2025/967540/07
Trading As: EHQProcure
Physical Address: 93 Ireland Avenue, Ireland Gardens, Centurion, Gauteng, 0157, South Africa
Email: procure@ehq.co.za
Telephone: 087 700 9899
Information Officer: Renske Kee, General Manager
Country of Domicile: Republic of South Africa

Privacy-related enquiries may be directed to the contact details above.

2. SCOPE OF THIS PRIVACY POLICY

This Privacy Policy applies to personal information processed in connection with:

  • The EHQProcure website;
  • Supplier registrations;
  • Supplier accounts;
  • Supplier profiles;
  • B-BBEE documentation;
  • Subscription services;
  • Payment administration;
  • Customer and supplier communications;
  • Directory searches and functionality;
  • EHQ Verified Supplier functionality;
  • Website analytics; and
  • Other related EHQProcure services.

This policy applies to information supplied directly by individuals and businesses as well as information generated through use of the EHQProcure platform.

3. INFORMATION WE MAY COLLECT

The information collected depends on how a person or business interacts with EHQProcure.

3.1 Personal and Contact Information

We may collect:

  • Name and surname;
  • Job title or position;
  • Email address;
  • Telephone or mobile number;
  • Business contact details;
  • Account login information; and
  • Communications sent to or received from EHQProcure.

3.2 Business Information

We may collect:

  • Company name;
  • Company registration number;
  • Trading name;
  • Physical and postal address;
  • Website address;
  • Business contact details;
  • Company profile or description;
  • Products and services;
  • Business categories;
  • Company logo; and
  • Other information submitted for a supplier profile.

3.3 B-BBEE Information and Documentation

Where applicable, we may collect:

  • B-BBEE Certificates;
  • Sworn Affidavits;
  • B-BBEE level;
  • Certificate or affidavit dates;
  • Expiry dates;
  • Black ownership information;
  • Information appearing within B-BBEE documentation; and
  • Other information reasonably required to review and maintain a supplier listing.

B-BBEE documents may contain personal information relating to individuals associated with a supplier.

Suppliers must ensure that they have the necessary authority to submit such information and documentation to EHQProcure.

3.4 Subscription and Payment Information

We may collect information relating to:

  • Subscription type;
  • Billing frequency;
  • Payment status;
  • Payment references;
  • Transaction dates;
  • Transaction amounts;
  • Free-trial status;
  • Subscription renewal status; and
  • Cancellation status.

Payments are processed through PayFast or another authorised payment service provider.

EHQProcure does not intend to directly collect or store customers’ complete payment-card details.

Payment service providers may separately process payment information in accordance with their own privacy and security requirements.

3.5 Website and Technical Information

When the EHQProcure website is used, certain technical information may be collected automatically, including:

  • IP address;
  • Browser type;
  • Device information;
  • Operating system;
  • Pages visited;
  • Date and time of access;
  • Referral information;
  • Website interaction data;
  • Cookie identifiers; and
  • Other technical information reasonably required for security, analytics and website operation.

4. HOW WE COLLECT INFORMATION

EHQProcure may collect information:

  • When a supplier creates an account;
  • When a supplier registers for a listing;
  • When information is entered into a supplier profile;
  • When B-BBEE documentation is uploaded;
  • When a subscription or free trial is activated;
  • When a payment is made or attempted;
  • When a subscription is cancelled;
  • When EHQProcure is contacted;
  • When users interact with the website or directory;
  • Through cookies and similar technologies;
  • Through authorised service providers; and
  • Where otherwise permitted or required by law.

5. PURPOSES FOR WHICH INFORMATION IS USED

EHQProcure may process information for purposes including:

  • Creating and managing supplier accounts;
  • Processing supplier registrations;
  • Reviewing supplier applications;
  • Reviewing B-BBEE documentation;
  • Approving supplier listings;
  • Creating and publishing supplier profiles;
  • Providing supplier-directory functionality;
  • Displaying approved B-BBEE information and documentation;
  • Providing EHQ Verified Supplier functionality;
  • Managing subscriptions and free trials;
  • Processing and administering payments;
  • Managing subscription renewals and cancellations;
  • Communicating with suppliers and users;
  • Responding to enquiries and support requests;
  • Sending service-related notifications;
  • Maintaining and improving the EHQProcure platform;
  • Performing website analytics;
  • Detecting and preventing fraud, misuse and security incidents;
  • Maintaining appropriate business and transaction records;
  • Resolving complaints and disputes;
  • Enforcing EHQProcure’s Terms and Conditions;
  • Complying with legal and regulatory obligations; and
  • Protecting EHQProcure’s legitimate business interests.

EHQProcure will not intentionally process personal information in a manner incompatible with the purpose for which it was collected unless permitted by applicable law.

6. PUBLIC SUPPLIER PROFILES

EHQProcure operates a public supplier directory.

Suppliers should therefore understand that information specifically submitted or approved for publication as part of a supplier profile may become publicly accessible.

Publicly displayed information may include:

  • Company name;
  • Trading name;
  • Company logo;
  • Company profile;
  • Products and services;
  • Business categories;
  • Business address;
  • Website address;
  • Business contact information;
  • B-BBEE level;
  • B-BBEE information;
  • Certificate or affidavit validity information;
  • Approved B-BBEE documentation; and
  • Other information intentionally submitted for public display.

Information displayed on a public supplier profile may be viewed by businesses, procurement professionals and other visitors to EHQProcure.

Suppliers should not submit information for publication that they are not authorised to make publicly available.

7. PUBLICATION AND DOWNLOAD OF B-BBEE DOCUMENTATION

EHQProcure requires applicable B-BBEE documentation as part of its supplier review and listing process.

Submitted B-BBEE Certificates and Sworn Affidavits are first subject to internal review by EHQProcure.

Once approved, applicable B-BBEE documentation may be published on the supplier’s EHQProcure profile and made available for users of the directory to view and download.

Before submitting B-BBEE documentation for publication, suppliers are responsible for ensuring that:

  • They are authorised to provide the document to EHQProcure;
  • They have the necessary authority regarding personal information contained within the document;
  • The document may lawfully be made publicly available;
  • The document is accurate and current; and
  • Publication does not breach an obligation owed to another person or organisation.

By submitting B-BBEE documentation for publication through EHQProcure, the supplier requests and authorises EHQProcure, subject to its internal approval process, to host, display and make the approved documentation available through the supplier’s public profile.

EHQProcure’s publication of a document does not constitute independent certification of the information contained in that document.

Users remain responsible for conducting any verification or due diligence required for their own procurement or compliance purposes.

8. INFORMATION THAT IS NOT INTENDED FOR PUBLIC DISPLAY

Not all information collected by EHQProcure is intended to be public.

Information ordinarily retained for administrative or operational purposes may include:

  • Account login credentials;
  • Internal account information;
  • Payment and transaction records;
  • Internal review notes;
  • Support communications;
  • Security information;
  • Technical website information; and
  • Other information not designated for public display.

EHQProcure will not intentionally publish such information except where:

  • The person or supplier has authorised publication;
  • Publication is necessary to provide a requested service;
  • Disclosure is required by law; or
  • Disclosure is otherwise permitted under applicable law.

9. LEGAL BASIS AND JUSTIFICATION FOR PROCESSING

EHQProcure processes personal information where there is an appropriate basis or justification under applicable law.

Depending on the circumstances, this may include processing that is necessary to:

  • Perform an agreement with a supplier;
  • Take steps requested before entering into an agreement;
  • Comply with a legal obligation;
  • Protect a legitimate interest of the supplier, EHQProcure or a third party;
  • Operate and secure the EHQProcure platform; or
  • Process information with the consent of the relevant person where consent is required.

Where processing relies specifically on consent, that consent may generally be withdrawn, subject to applicable law and any lawful basis for continued processing.

10. SHARING OF INFORMATION WITH SERVICE PROVIDERS

EHQProcure may provide information to third parties where reasonably necessary to operate its services.

These parties may include:

  • Payment service providers, including PayFast;
  • Website hosting providers;
  • Website developers and technical service providers;
  • Cloud and data-storage providers;
  • Email and communication providers;
  • Analytics providers;
  • Security and fraud-prevention providers;
  • Verification or compliance service providers;
  • Accounting and financial service providers;
  • Legal and professional advisers; and
  • Other service providers acting on behalf of EHQProcure.

Where appropriate, EHQProcure will take reasonable steps to ensure that service providers process personal information securely and in accordance with applicable legal requirements.

EHQProcure does not sell personal information to third parties.

11. DISCLOSURE REQUIRED BY LAW

EHQProcure may disclose information where reasonably necessary or legally required in connection with:

  • A court order;
  • Legal proceedings;
  • Law-enforcement requests;
  • Regulatory requirements;
  • Tax or financial-record requirements;
  • Fraud investigations;
  • The protection or enforcement of legal rights; or
  • Other obligations imposed by South African law.

Where legally permitted and appropriate, EHQProcure will seek to limit disclosure to information reasonably necessary for the relevant purpose.

12. CROSS-BORDER PROCESSING

Some technology, hosting, cloud, analytics, communication or other service providers used by EHQProcure may process or store information outside South Africa.

Where personal information is transferred or processed outside South Africa, EHQProcure will take reasonable steps to ensure that such processing complies with applicable requirements relating to cross-border transfers of personal information.

13. INFORMATION SECURITY

EHQProcure takes reasonable technical and organisational measures to protect personal information against:

  • Loss;
  • Unauthorised access;
  • Unauthorised disclosure;
  • Misuse;
  • Alteration;
  • Destruction; and
  • Other unlawful processing.

Security measures may include appropriate access controls, account authentication, technical safeguards, hosting protections and internal procedures.

No internet-based service or electronic storage system can be guaranteed to be completely secure.

Users and suppliers are also responsible for protecting their account credentials and should notify EHQProcure promptly if they suspect unauthorised access to their account.

14. DATA BREACHES AND SECURITY INCIDENTS

Where EHQProcure becomes aware of unauthorised access to or acquisition of personal information, EHQProcure will investigate the incident and take reasonable steps in accordance with applicable law.

Where notification is required under POPIA or other applicable law, EHQProcure will notify the Information Regulator and/or affected data subjects as required.

15. RETENTION OF PERSONAL INFORMATION

EHQProcure will retain personal information only for as long as reasonably necessary for the purpose for which it was collected or subsequently processed, subject to applicable legal requirements.

Information may be retained where reasonably necessary to:

  • Provide EHQProcure services;
  • Maintain active supplier accounts and profiles;
  • Maintain subscription and transaction records;
  • Comply with legal, tax, accounting or regulatory obligations;
  • Resolve complaints or disputes;
  • Prevent fraud or misuse;
  • Enforce agreements; or
  • Protect legitimate business interests.

When personal information is no longer required and there is no lawful reason to retain it, EHQProcure will take reasonable steps to delete, destroy or de-identify it as appropriate.

16. CANCELLATION AND CLOSED ACCOUNTS

Suppliers may cancel recurring subscriptions through the EHQProcure supplier portal in accordance with the Terms and Conditions and Refund and Cancellation Policy.

Cancellation of a subscription does not necessarily result in the immediate deletion of all information associated with the account.

EHQProcure may retain information after cancellation where reasonably necessary for:

  • Legal compliance;
  • Financial and transaction records;
  • Fraud prevention;
  • Dispute resolution;
  • Enforcement of legal rights; or
  • Other lawful business purposes.

Once the applicable subscription period ends, the public supplier profile and associated public documentation may be deactivated or removed from public display, subject to applicable operational and legal requirements.

17. ACCURACY AND UPDATING OF INFORMATION

Suppliers are responsible for ensuring that information provided to EHQProcure remains accurate and current.

Suppliers should update information through their account where functionality is available or contact EHQProcure where assistance is required.

EHQProcure may request updated information or documentation where existing information appears to be outdated, incomplete or inaccurate.

18. RIGHTS OF DATA SUBJECTS

Subject to POPIA and other applicable law, a data subject may have the right to:

  • Request confirmation of whether EHQProcure holds personal information about them;
  • Request access to personal information held about them;
  • Request correction of inaccurate, incomplete or outdated personal information;
  • Request deletion or destruction of personal information where legally applicable;
  • Object to certain processing of personal information;
  • Withdraw consent where processing is based specifically on consent;
  • Request information regarding third parties to whom personal information has been disclosed where applicable; and
  • Lodge a complaint with the Information Regulator.

Some rights may be subject to limitations or exceptions under applicable law.

Requests may be submitted using the contact details contained in this Privacy Policy.

EHQProcure may take reasonable steps to verify the identity and authority of a person making a request before releasing, correcting or deleting personal information.

19. DIRECT MARKETING

EHQProcure may communicate with suppliers and users regarding its services, platform developments, supplier opportunities and related offerings where permitted by applicable law.

Where consent is required for electronic direct marketing, EHQProcure will seek the appropriate consent.

Marketing communications will provide an appropriate method to unsubscribe or opt out where required.

Requests to stop marketing communications will not prevent EHQProcure from sending essential operational or transactional communications relating to an active account, subscription, security matter or service.

20. COOKIES AND SIMILAR TECHNOLOGIES

EHQProcure may use cookies and similar technologies to:

  • Operate website functionality;
  • Maintain website security;
  • Remember user preferences;
  • Understand website usage;
  • Measure website performance;
  • Improve the user experience; and
  • Support analytics.

Some cookies may be necessary for the website to function properly.

Where required, users will be provided with appropriate information or choices relating to non-essential cookies.

Users may also control certain cookie settings through their browser.

Disabling certain cookies may affect website functionality.

21. THIRD-PARTY WEBSITES AND SERVICES

EHQProcure may contain links to third-party websites or integrate with third-party services.

These third parties operate independently from EHQProcure and may have their own terms and privacy policies.

EHQProcure is not responsible for the privacy practices, security or content of third-party websites or services that it does not control.

Users should review the applicable privacy information before providing personal information directly to a third party.

22. PAYMENT INFORMATION

Payments for EHQProcure subscriptions and services may be processed through PayFast or another authorised payment service provider.

EHQProcure does not intend to store customers’ complete payment-card information on its own systems.

The payment provider may collect and process payment information directly for purposes including:

  • Payment authorisation;
  • Transaction processing;
  • Recurring billing;
  • Fraud prevention;
  • Refund processing; and
  • Compliance with financial and regulatory requirements.

Payment providers process information in accordance with their own legal and privacy requirements.

23. CHILDREN

EHQProcure is a business-focused supplier-directory service and is not intended for use by children.

EHQProcure does not knowingly seek to collect personal information from children for the purpose of providing supplier-directory services.

Where EHQProcure becomes aware that children’s personal information has been submitted without an appropriate lawful basis or authorisation, reasonable steps may be taken to remove the information where required.

24. CHANGES TO THIS PRIVACY POLICY

EHQProcure may update this Privacy Policy from time to time to reflect changes in:

  • Legal requirements;
  • Business operations;
  • Platform functionality;
  • Technology;
  • Service providers; or
  • Information-processing practices.

The latest version will be published on the EHQProcure website and the Last Updated date will be amended accordingly.

Where appropriate, EHQProcure may provide additional notice of material changes.

25. INFORMATION OFFICER

EHQProcure’s Information Officer is:

Renske Kee
General Manager
EMPOWERHQ BEEPROCURE (PTY) LTD
Trading as EHQProcure

Email: procure@ehq.co.za
Telephone: 087 700 9899

Privacy-related enquiries, objections, correction requests and other data-subject requests may be directed to the Information Officer using the contact information above.

26. INFORMATION REGULATOR

Data subjects have the right to lodge a complaint with the Information Regulator (South Africa) where they believe their personal information has been processed contrary to applicable data-protection law.

Current contact information for the Information Regulator can be obtained from the Information Regulator’s official website.

27. CONTACT DETAILS

For privacy-related enquiries or requests:

Legal Entity: EMPOWERHQ BEEPROCURE (PTY) LTD
Registration Number: 2025/967540/07
Trading As: EHQProcure
Information Officer: Renske Kee, General Manager
Physical Address: 93 Ireland Avenue, Ireland Gardens, Centurion, Gauteng, 0157, South Africa
Email: procure@ehq.co.za
Telephone: 087 700 9899
Country of Domicile: Republic of South Africa