Privacy Policy
This Privacy Statement explains how Ward Facility Management (Pty) Ltd (“Ward FM”, “we”, “us”) collects, uses, shares, and protects personal information when you use wardfm.com, contact us, or interact with our marketing, training, and facility management services.
We process personal information in accordance with the Protection of Personal Information Act, 2013 (Act 4 of 2013) (“POPIA”).
1) Responsible Party and contact details
Ward FM is the Responsible Party for personal information processed through our website and operations.
Privacy contact / Information Officer:
Email: garyw.fm@gmail.com
2) What personal information we collect
We may collect and process the following categories of personal information (depending on how you engage with us):
- Identity and contact details: name, surname, email address, phone number, company name, job title
- Enquiry and service information: details you submit about your requirements, property/facility details you choose to provide, scope notes, and communications with us
- Training information: registrations, course participation, and administrative records (where applicable)
- Technical/usage information: IP address, approximate location, browser/device details, pages visited, date/time stamps, referral/source data (collected via cookies and analytics)
We aim to collect information that is adequate, relevant, and not excessive for the purposes below.
3) How we collect personal information
We collect personal information when you:
- Submit a form on our website, request a quote, or contact us via email/phone/WhatsApp
- Subscribe to our mailing list or download a resource
- Register for training, access training resources, or communicate with us about training
- Browse our website (via cookies, embedded content, and analytics tools)
4) Why we process personal information
We process personal information to:
- Respond to enquiries and provide facility management services, audits, consulting, and project support
- Provide training services and administer training-related communications and resources
- Send service or training updates and marketing communications (where permitted)
- Improve our website, content, services, and user experience
- Maintain records, internal reporting, and business administration
- Comply with legal obligations and protect our lawful interests (including security, fraud prevention, and dispute handling)
5) Lawful basis for processing
We process personal information on one or more lawful grounds, including:
- Consent (e.g., opting in to marketing communications)
- Performance of a contract or steps at your request before entering a contract
- Legal obligation (where applicable)
- Legitimate interests (e.g., responding to business enquiries, securing our systems), balanced against your rights
6) Direct marketing and Mailchimp
If you subscribe or otherwise opt in, we may send marketing communications via Mailchimp. You can unsubscribe at any time using the link in our emails or by emailing garyw.fm@gmail.com.
7) Sharing personal information (operators/service providers)
We do not sell personal information.
We may share personal information with trusted third parties that help us operate our website, marketing, and training platforms (“operators”), strictly as needed to provide their services and subject to appropriate safeguards.
Our operators/service providers may include:
- GoDaddy (website hosting)
- Google Analytics (Google) (website analytics)
- YouTube (Google) (video hosting and embedded video playback on our website)
- Mailchimp (email marketing and mailing list management)
- ClickFunnels (marketing funnels/landing pages)
- systeme.io (training course platform and marketing automation)
We may also share information where required by law, or to protect our rights, safety, and property.
8) Cross-border processing and international transfers
Some service providers listed above may process or store personal information outside South Africa. Where cross-border transfers occur, we take reasonable steps to ensure an adequate level of protection and appropriate safeguards.
9) Cookies, analytics, and similar technologies
We use cookies and similar technologies for:
- Essential website functionality
- Analytics (including Google Analytics) to understand website traffic and improve content and performance
Third-party cookies / technologies: Our website may include third-party content and tools (including embedded YouTube videos). These third parties may set cookies or use similar technologies when you interact with their content (for example, when you play an embedded video), in line with their privacy practices and your device/browser settings.
You can control cookies through your browser settings. Disabling cookies may affect website functionality.
10) YouTube embedded videos
We may embed videos hosted on YouTube on our website. When you view or play an embedded YouTube video, YouTube/Google may collect usage and technical information (such as device details, IP address, viewing activity, and performance data) and may place or read cookies or similar technologies, depending on your settings.
If you prefer, you can choose not to play embedded videos and instead view content directly on YouTube.
11) Amazon book sales
Our books are sold on Amazon. Purchases made on Amazon are processed on Amazon’s platforms and are subject to Amazon’s privacy practices. We may receive limited information necessary for business administration (for example, sales reporting), depending on Amazon’s seller reporting and your purchase settings.
12) Security safeguards
We implement reasonable technical and organisational measures to protect personal information against loss, unauthorised access, disclosure, alteration, or destruction.
13) Retention
We retain personal information only for as long as necessary for the purposes described above, unless a longer retention period is required or permitted by law. Thereafter, we will securely delete or de-identify information where reasonably practicable.
14) Your rights (POPIA)
Subject to POPIA and applicable exceptions, you may:
- Request access to your personal information
- Request correction or updating
- Object to certain processing (including direct marketing)
- Withdraw consent where processing is based on consent
- Request deletion or restriction where appropriate
- Lodge a complaint with the Information Regulator
Requests can be sent to: garyw.fm@gmail.com
15) Complaints and the Information Regulator (South Africa)
If you believe we have not handled your personal information appropriately, you may contact the Information Regulator (South Africa):
Toll free: 0800 017 160 | Landline: 010 023 5200 | Email: enquiries@inforegulator.org.za
16) Changes to this statement
We may update this Privacy Statement from time to time. The updated version will be posted on this page with a revised effective date.