Privacy policy

Last updated: 21 May 2026

S-Optics respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how S-Optics collects, uses, stores, shares, and protects personal information when you visit our website, request a quotation, place an order, create an account, contact us, subscribe to communication, request support, submit a warranty claim, or use any of our products or services.

This Privacy Policy applies to the S-Optics website, online store, customer enquiries, quotation requests, orders, deliveries, returns, warranty claims, support requests, marketing communication, and any other interaction you may have with S-Optics.

By using our website or providing us with your personal information, you acknowledge that you have read and understood this Privacy Policy.

1. Website Operator and Responsible Party

S-Optics is operated by Hardware Distribution (Pty) Ltd, registration number 2001/008689/07.

S-Optics is a trading name, brand, or business division operated by Hardware Distribution (Pty) Ltd.

For the purposes of applicable South African data protection laws, including the Protection of Personal Information Act, 4 of 2013, the responsible party is Hardware Distribution (Pty) Ltd, trading as S-Optics.

Legal entity: Hardware Distribution (Pty) Ltd
Registration number: 2001/008689/07
Trading as: S-Optics
Website: s-optics.co.za
Telephone: 011 467 9325
Email: sales@s-optics.co.za
Physical address: Fourways Golf Park, Sandton, Gauteng, 2191, South Africa

2. What Personal Information Means

“Personal information” means information that identifies you or can reasonably be linked to you, your company, your account, or another identifiable person.

This may include names, contact details, company details, addresses, order information, payment-related information, account information, communication records, device information, website usage information, and other information connected to your use of our website or services.

3. Personal Information We May Collect

Depending on how you interact with S-Optics, we may collect and process the following categories of personal information:

3.1 Contact Information

This may include your name, surname, company name, job title, email address, telephone number, billing address, delivery address, and other contact details.

3.2 Business and Account Information

This may include your company name, VAT number, company registration number, purchase order details, account preferences, login details, quotation history, order history, customer account records, and business communication history.

3.3 Order and Transaction Information

This may include products viewed, quoted, ordered, purchased, returned, exchanged, cancelled, or requested, as well as quantities, pricing, delivery details, payment status, invoices, credit notes, transaction records, and related documentation.

3.4 Payment Information

We may process payment-related information, including proof of payment, payment confirmation, transaction references, banking references, payment status, and billing information.

S-Optics does not intentionally store full credit card or debit card details unless this is handled securely by an authorised payment provider.

3.5 Communication Information

This may include information you provide when contacting us by email, telephone, online forms, website chat, quote request forms, support requests, warranty requests, WhatsApp, or other communication channels.

3.6 Technical and Website Usage Information

When you visit our website, we may collect technical information such as your IP address, device type, browser type, operating system, pages viewed, date and time of access, referral source, website interactions, cookies, and similar usage information.

3.7 Marketing Preferences

This may include whether you have opted in or opted out of receiving marketing communication, newsletters, product updates, promotional offers, or related communication.

4. How We Collect Personal Information

We may collect personal information in the following ways:

  • Directly from you when you submit an enquiry, request a quotation, place an order, create an account, contact us, subscribe to updates, or complete a form on our website.
  • Automatically when you use our website, including through cookies, analytics tools, and similar technologies.
  • From payment service providers, courier companies, suppliers, distributors, or service providers involved in fulfilling your request.
  • From your employer, colleagues, procurement team, or authorised representatives where they contact us on your behalf.
  • From publicly available sources, business directories, supplier portals, trade-related platforms, or business databases where permitted by law.
  • From third parties where necessary for legitimate business purposes, fraud prevention, order fulfilment, credit management, or legal compliance.

5. Why We Process Personal Information

S-Optics may process personal information for the following purposes:

5.1 To Provide Products and Services

We use personal information to respond to enquiries, prepare quotations, confirm stock availability, process orders, arrange payment, issue invoices, arrange shipping, deliver products, manage returns, handle exchanges, and provide customer support.

5.2 To Manage Customer Accounts

We may use personal information to create, verify, maintain, and manage customer accounts, order history, communication history, pricing arrangements, business records, and account preferences.

5.3 To Process Payments and Prevent Fraud

We may process personal information to verify payments, detect suspicious activity, prevent fraud, reduce credit risk, protect our business, and secure transactions.

5.4 To Arrange Shipping and Delivery

We may share necessary delivery information with courier companies, logistics partners, suppliers, or distributors to arrange delivery of products.

5.5 To Provide Technical and Product Support

We may use personal information to assist with product queries, compatibility checks, warranty claims, returns, replacements, technical support, and after-sales service.

5.6 To Improve Our Website and Services

We may use website usage information to improve website functionality, product listings, user experience, search functionality, product recommendations, security, and customer service.

5.7 To Send Marketing Communication

Where permitted by law, we may send product updates, promotional offers, stock updates, new product announcements, industry-related updates, or other marketing communication.

You may opt out of marketing communication at any time.

5.8 To Comply With Legal Obligations

We may process personal information to comply with tax, accounting, legal, regulatory, record-keeping, consumer protection, data protection, and business obligations.

5.9 To Protect Our Rights and Business

We may process personal information where necessary to enforce our terms, protect our rights, recover amounts owed, respond to disputes, defend claims, investigate unlawful activity, or protect our customers, website, systems, and business.

6. Lawful Basis for Processing

S-Optics will only process personal information where we have a lawful basis to do so.

This may include:

  • Where processing is necessary to perform a contract with you.
  • Where processing is necessary to take steps at your request before entering into a contract.
  • Where processing is necessary to comply with a legal obligation.
  • Where you have given consent.
  • Where processing is necessary to protect our legitimate business interests.
  • Where processing is necessary to protect your legitimate interests.
  • Where processing is required for legal claims, fraud prevention, security, or regulatory compliance.

7. Direct Marketing

S-Optics may send marketing communication to existing customers or persons who have opted in to receive communication from us.

Marketing communication may include product updates, promotional offers, stock updates, industry news, new product announcements, or information about products and services that may be relevant to your business.

You may opt out of marketing communication at any time by using the unsubscribe link in our emails, where available, or by contacting us at sales@s-optics.co.za.

Even if you opt out of marketing communication, we may still send you non-marketing communication relating to quotations, orders, invoices, payments, deliveries, returns, warranties, support requests, or other business transactions.

8. Cookies and Tracking Technologies

Our website may use cookies and similar technologies to improve website performance, remember preferences, understand website usage, assist with analytics, support security, and improve the customer experience.

Cookies may collect technical information such as browser type, device information, IP address, website pages visited, time spent on pages, and referral information.

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect certain website features or functionality.

Where required by law, we will request your consent before using non-essential cookies.

9. How We Share Personal Information

We may share personal information with trusted third parties where necessary for legitimate business, operational, legal, or service-related purposes.

These third parties may include:

  • Courier and logistics providers.
  • Payment processors and financial institutions.
  • IT, hosting, website, cybersecurity, analytics, and software providers.
  • Suppliers, distributors, manufacturers, and warranty partners.
  • Professional advisers, including accountants, auditors, consultants, and legal advisers.
  • Debt collection or credit management service providers, where applicable.
  • Regulatory authorities, law enforcement, courts, government departments, or other lawful authorities.
  • Affiliates, related companies, or business partners where required for business operations.
  • Any third party involved in a business transfer, merger, restructuring, sale of business, or similar transaction.

We require service providers to process personal information only for the purposes for which it was shared and to take reasonable steps to protect that information.

S-Optics does not sell personal information.

10. International Transfers

Some of our service providers, suppliers, technology partners, hosting providers, or business partners may process or store personal information outside South Africa.

Where personal information is transferred outside South Africa, we will take reasonable steps to ensure that appropriate safeguards are in place and that the information is protected in accordance with applicable data protection laws.

11. Security of Personal Information

S-Optics takes reasonable technical and organisational measures to protect personal information against loss, theft, misuse, unauthorised access, unauthorised disclosure, alteration, destruction, or unlawful processing.

These measures may include access controls, secure systems, password protection, secure payment processing, supplier controls, and internal procedures.

However, no electronic system, website, email, or online transmission is completely secure. Customers should avoid sending confidential or sensitive information through unsecured channels.

12. Data Breaches and Security Incidents

If S-Optics becomes aware of a security compromise involving personal information, we will take reasonable steps to investigate, contain, and address the incident.

Where required by law, we will notify the relevant regulator and affected persons as soon as reasonably possible.

13. Retention of Personal Information

S-Optics will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law.

We may retain personal information for purposes including:

  • Completing orders and deliveries.
  • Managing customer accounts.
  • Handling warranty claims, returns, exchanges, and support requests.
  • Maintaining tax, accounting, and business records.
  • Complying with legal and regulatory obligations.
  • Resolving disputes.
  • Enforcing agreements.
  • Preventing fraud.
  • Protecting our rights and business interests.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy, de-identify, or archive it.

14. Your Rights

Depending on applicable law, you may have the right to:

  • Request confirmation of whether S-Optics holds personal information about you.
  • Request access to your personal information.
  • Request correction or updating of inaccurate, incomplete, or outdated personal information.
  • Request deletion of personal information where permitted by law.
  • Object to certain processing of your personal information.
  • Withdraw consent where processing is based on consent.
  • Opt out of direct marketing communication.
  • Request details of third parties who have received your personal information, where applicable.
  • Lodge a complaint with the relevant data protection authority.

To exercise your rights, please contact us at sales@s-optics.co.za.

We may need to verify your identity before processing your request.

Please note that some rights may be limited where we are required or permitted by law to retain or process the information, including for legal, tax, accounting, fraud prevention, contractual, warranty, or dispute-related reasons.

15. PAIA and Access to Information Requests

S-Optics recognises that individuals may have rights to request access to certain records under the Promotion of Access to Information Act, 2 of 2000, where applicable.

Requests for access to records may be submitted to S-Optics using the contact details in this policy.

Where required, S-Optics will make its PAIA Manual available on request or through the website.

PAIA / Privacy Contact:
Hardware Distribution (Pty) Ltd, trading as S-Optics
Registration number: 2001/008689/07
Email: sales@s-optics.co.za
Telephone: 011 467 9325
Address: Fourways Golf Park, Sandton, Gauteng, 2191, South Africa

16. Accuracy of Information

Customers are responsible for ensuring that any personal information provided to S-Optics is accurate, complete, and up to date.

S-Optics will not be responsible for delays, failed deliveries, incorrect invoices, missed communication, or other issues caused by incorrect or incomplete information provided by the customer.

17. Children’s Privacy

Our website, products, and services are not intended for children under the age of majority.

We do not knowingly collect personal information from children. If you believe that a child has provided personal information to us, please contact us so that we can take appropriate steps.

18. Third-Party Websites and Links

Our website may contain links to third-party websites, platforms, tools, or services.

S-Optics is not responsible for the privacy practices, security, content, accuracy, or policies of third-party websites. Customers should review the privacy policies and terms of any third-party websites they visit.

The inclusion of a third-party link does not necessarily mean that S-Optics endorses that website, platform, product, or service.

19. Product Enquiries, Compatibility and Technical Information

Where customers provide device, network, compatibility, or technical information for purposes of quotation, product recommendation, compatibility confirmation, support, or warranty assistance, S-Optics may process that information only as necessary to assist with the enquiry, quotation, order, compatibility check, support request, or warranty process.

Customers remain responsible for ensuring that product selections are suitable for their intended use, unless S-Optics has expressly confirmed compatibility in writing.

20. Legal and Regulatory Disclosure

S-Optics may disclose personal information where required or permitted by law, court order, subpoena, regulatory request, law enforcement request, tax authority request, or other lawful process.

We may also disclose personal information where necessary to protect our rights, property, customers, employees, suppliers, business partners, website, systems, or business operations.

21. Complaints

If you have a complaint about how S-Optics handles your personal information, please contact us first so that we can try to resolve the matter.

Email: sales@s-optics.co.za
Telephone: 011 467 9325
Address: Fourways Golf Park, Sandton, Gauteng, 2191, South Africa

You may also have the right to lodge a complaint with the Information Regulator of South Africa.

22. Changes to This Privacy Policy

S-Optics may update this Privacy Policy from time to time to reflect changes to our business, website, services, legal requirements, technology, or privacy practices.

The updated policy will be published on our website with the revised “Last updated” date.

Continued use of our website or services after changes are published will be regarded as acceptance of the updated policy, where permitted by law.

23. Contact Us

If you have any questions about this Privacy Policy, our privacy practices, or how we process personal information, please contact us:

S-Optics
Operated by Hardware Distribution (Pty) Ltd
Registration number: 2001/008689/07
Website: s-optics.co.za
Email: sales@s-optics.co.za
Telephone: 011 467 9325
Address: Fourways Golf Park, Sandton, Gauteng, 2191, South Africa