Privacy Notice

01 Who we are

AE Planet (Pty) Ltd (“we”, “us”, “our”) is a South African fundraising and marketing company. We raise funds for non-profit organisations through telephonic fundraising, face-to-face marketing, lead generation and collections. This notice covers every one of those activities, and this website.

02 Our role

We act as an operator (a processor) on behalf of the non-profit organisations we represent, and sometimes as a responsible party (a controller) when we collect information directly. Which of the two applies depends on the campaign; if you would like to know which applies to you, ask us and we will tell you.

03 Who is responsible for your information

Our appointed Data Protection Officer is Daleen Bester. Donovan Ebel is the Deputy DPO and Data Compliance Lead, and supports cybersecurity and compliance.

04 What we collect

• Full names
• Contact details — email address, telephone number and physical address
• Campaign interaction history
• Voice recordings and call outcomes
• Any information you provide voluntarily through a lead form
• Where you set up a monthly gift, the banking details needed to collect it, and the details a charity needs to issue you a tax certificate

05 How we collect it

• Face-to-face and street marketing interactions
• Telephone calls and voice campaigns
• Online forms and landing pages, including those we run on behalf of our clients
• This website — see section 07

06 Why we process it

• To perform fundraising and lead generation for non-profit clients
• To support customer care and collections
• To improve campaign engagement and service delivery
• To meet our contractual and legal obligations

07 This website

If you send us a message through the form on our home page, we receive and keep the name, email address and message you typed, together with the IP address the message came from and the browser you used. We keep that so we can answer you and so we can tell a genuine enquiry from automated abuse. A copy is emailed to the AE Planet inbox that handles enquiries. We do not use it for marketing.

This site sets only the cookies it needs in order to work: a session cookie and a security token that protects the form against cross-site request forgery. There is no advertising or analytics tracking on this site.

Our typefaces are served by Google Fonts, so loading a page tells Google your IP address and browser. That is the only third-party request this site makes.

08 Sharing and storage

Your information may be shared with the specific non-profit organisation we represent, and with the parties needed to collect a payment you have authorised. We never sell personal information to third parties.

Information is stored on encrypted systems, protected by access controls, antivirus and regular backups.

09 How long we keep it

We keep supporter records for as long as the relationship lasts, and we correct and update them rather than discard them. That is deliberate: a supporter who gave once may give again, and keeping an accurate history is how we recognise you, avoid contacting you about something you have already dealt with, and honour a request you made years ago.

Some records we are obliged to keep regardless. Tax certificates and the donation records behind them must be retained for five years under South African tax law.

If you would rather we did not keep your information, say so — see your rights below. We will act on that request except where the law requires us to retain a specific record, and we will tell you if that is the case.

10 Your rights

You have the right to:

• Ask what personal information we hold about you
• Ask us to correct it, or to delete it
• Withdraw your consent at any time
• Object to us processing your information
• Lodge a complaint with the Information Regulator

To exercise any of these, contact our Data Protection Officer at dpo@aeplanet.com or on 076 604 9627. Withdrawing consent does not affect processing we carried out before you withdrew it, and it does not remove records we are legally required to keep — tax certificates, for example, which SARS requires us to retain.

11 Complaints to the Regulator

If you are not satisfied with how we have handled your information, you may complain to the Information Regulator of South Africa. Their contact details are published at inforegulator.org.za. We would rather hear from you first so that we can put it right.

12 If something goes wrong

We keep a Data Breach Response Plan. Any suspected breach must be reported immediately to the DPO or Deputy DPO, who assess the scope and secure the affected systems. Where notification is required, we notify the affected parties and the Information Regulator within 72 hours of identifying the breach, and we run a review afterwards to prevent a repeat.

13 Changes to this notice

We update this notice from time to time to reflect regulatory or operational changes. The current version always lives on this page, and the date it was last updated is shown at the top.

14 Contact us