Privacy Policy | Hugh Raichlin Attorneys

Hugh Raichlin Attorneys, Notaries & Conveyancers
(“HRA”, “we”, “us”, “our”)

1. Introduction

a) Hugh Raichlin Attorneys, Notaries & Conveyancers (“HRA”) is sensitive to the personal nature of the information you make available to us.

b) We respect your privacy and take the protection of Personal Information exceptionally seriously. This Privacy Policy explains how HRA collects, stores, uses, shares, and protects data that can be associated with you or another identifiable natural or juristic person (“Personal Information”).

c) The Protection of Personal Information Act 4 of 2013 (POPIA) defines Personal Information as any information relating to an identifiable, living natural person or juristic person, including identifiers such as name, ID number, location, online identifiers, or other factors relating to identity.

d) The person to whom Personal Information relates is the “data subject.”

e) By providing your Personal Information to HRA:
i. You agree to the terms of this Policy and permit HRA to process such information as set out herein.
ii. You authorise HRA, its associates, service providers, and third parties to process your Personal Information for the purposes stated in this Policy.

f) HRA will not use your Personal Information for any other reason than those set out in this Policy. We will take all reasonable steps to protect your information from unauthorised access, disclosure, alteration, or loss.

g) This Policy applies to all external parties with whom HRA interacts, including clients, representatives of client organisations, prospective employees, visitors to our offices, and users of our website and services (“you”, “your”).

2. Information Collected

We may collect and process the following types of Personal Information:

Identity information (name, ID number, marital status, occupation, date of birth, gender, race, qualifications).
Contact information (address, phone numbers, email addresses).
Employer details (if you engage with us in a professional capacity).
Financial information (bank details, payment records, tax/VAT details, trust account funds).
Technical information (IP address, browser type, login data, device info).
Usage information (site visits, click patterns, logs).
Location information (GPS/IP-based).
Marketing and communications preferences.

We do not knowingly collect Personal Information from children under 18 without parental/guardian consent, except where lawful (e.g. in family law matters).

3. Collection of Information

We may collect Personal Information:

Directly from you (in person, forms, correspondence).
Throughout our relationship with you (case records, legal services).
When you interact with our website, contact forms, WhatsApp, newsletters, booking systems (e.g. Calendly), or third-party integrations (e.g. GoHighLevel CRM).
Through your use of third-party advertising, plugins, or social media linked to our site.
From publicly available sources or regulators, where lawful.

4. Compulsory Information

Certain information is required for us to provide services, including:

Name, surname, and contact details.
Identity documents and financial details (for FICA/AML compliance).
Without this, we cannot engage with you.

Optional information may be withheld, but this may affect the quality or completeness of services provided.

5. Purpose of Use

We process your information to:

Provide legal advice and related services.
Verify identity and comply with regulatory duties (FICA, SARS).
Manage client relationships and billing.
Prevent fraud, money laundering, or unlawful activity.
Conduct legal research, know-how development, and case referencing.
Maintain security and safety at our offices and online platforms.
Communicate with you regarding services, updates, and events.
Conduct analytics and improve our website and services.
Carry out internal audits, reporting, and business operations.

6. Disclosure of Information

We will not sell or rent your Personal Information. We may disclose it:

To service providers (IT, hosting, storage, communications, consultants) under written contracts ensuring confidentiality.
To regulators, courts, or law enforcement where legally required.
In legal proceedings, or to establish/defend legal rights.
To third parties in the event of a business transfer, merger, or reorganisation.
To third-party providers of analytics, cloud storage, or online platforms (e.g. Google, Microsoft, hosting providers).

7. Cross-Border Transfers

Where data is transferred outside South Africa (e.g. cloud storage, email, hosting providers), HRA ensures compliance with POPIA section 72 by using providers that safeguard your Personal Information through contractual, technical, and organisational measures.

8. Retention of Information

We will retain Personal Information:

As long as necessary for our engagement.
Where required by law, contracts, or regulatory bodies.
For evidentiary or audit purposes.
When the retention period lapses, data will be securely destroyed.

9. Your Rights

Under POPIA, you have the right to:

Access the Personal Information we hold about you.
Request corrections or updates to your information.
Withdraw consent or object to processing (where lawful).
Request deletion/destruction of your information.
Restrict processing in certain cases.
Request transfer of your information (data portability).
Lodge a complaint with the Information Regulator.

Requests may require proof of identity.

10. Data Accuracy

It is your responsibility to ensure your Personal Information is accurate and up to date. Please notify us of any changes.

11. Direct Marketing

We may contact you regarding services or updates. You may opt out at any time by emailing reception@raichlin.co.za or using unsubscribe options in communications.

12. Cookies

Our website uses cookies and similar technologies to:

Improve functionality and performance.
Analyse usage trends and preferences.
Deliver tailored content.
You may disable cookies via browser settings, but some site features may not function properly.

13. Security

We implement reasonable technical and organisational safeguards, including:

Access controls and secure storage.
Regular security reviews and backups.
Breach response procedures (with regulator and data subject notification where required).

However, no system is 100% secure. By using our website, you accept this risk.

14. PAIA Manual

For further details on how to request access to information under the Promotion of Access to Information Act (PAIA), please refer to HRA’s PAIA Manual, available on request or via our website here: https://raichlinattorneys.co.za/about/paia-manual/.

15. Changes to this Policy

We may update this Privacy Policy periodically. The latest version will apply each time you use our website or services.

16. Complaints

If you are unsatisfied with our handling of your Personal Information, you may lodge a complaint with the Information Regulator:

Website: inforegulator.org.za