Responsible Party: Darsha Insurance Brokers CC (Authorised Financial Services Provider, FSP 2903), 9A Lodge Road, Belgravia, Kimberley, 8301, Tel: 053 831 4783, Email: info@darsha.co.za.

Purpose of this Policy:
This Privacy Policy explains how we collect, use, share and safeguard personal information under South Africa’s Protection of Personal Information Act, 2013 (POPIA). It also explains your rights and how to exercise them.

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1) Who we are and how to contact us

Darsha Insurance Brokers CC is an independent short-term insurance broker authorised by the FSCA (FSP 2903). Our principal place of business is 9A Lodge Road, Belgravia, Kimberley, 8301. For any privacy query, please contact our Information Officer at info@darsha.co.za or call 053 831 4783.

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2) Scope

This Policy applies to all personal information we process when:

• you request a quotation, appoint us as your broker, or hold a policy through us;
• we assist with underwriting, administration or claims;
• you use our websites, email or other communication channels.

We process personal information to provide our brokerage services and those of our service providers and product suppliers.

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3) The information we collect

Depending on the service, we may collect:

• Identity and contact data (e.g., name, ID/registration number, contact details, addresses).
• Policy and risk data (e.g., asset details, cover selections, prior claims, risk profiles) required for personal, commercial, agricultural, engineering/contract works, plant all risk, heavy commercial vehicles, goods-in-transit/marine, liability and professional indemnity products.
• Financial/transaction data (e.g., premiums, excesses, refunds/claims payments).
• Claims data, which may include supporting documents, photos, statements and—where needed—special personal information (e.g., health information for certain claims) processed in line with POPIA requirements.
• Communications with us (emails, call notes).
• Website and device data (cookies/usage analytics where applicable).

We generally collect information directly from you or your authorised representative, and from insurers/product suppliers and appointed service providers where required for quoting, underwriting or claims.

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4) Why we process your information (purpose specification)

We use personal information to:

• provide quotations, place cover, arrange renewals and policy changes;
• administer policies and premiums;
• handle and support claims;
• perform compliance, record-keeping and auditing duties required by financial laws/codes;
• prevent fraud and manage risk (including where tracking/telematics or loss-control information is relevant to your cover and only with your knowledge/consent);
• communicate with you, including service notices;
• conduct limited direct marketing in compliance with POPIA (see §10).

Processing is necessary to provide our services, and we and our service providers must process the information you give us to do so.

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5) Our POPIA commitments (conditions for lawful processing)

We apply POPIA’s conditions as follows:

• Accountability: We take responsibility for lawful processing and for our operators/service providers.
• Processing limitation & minimality: We only process information that is adequate, relevant and not excessive for the stated purposes, and where required, we obtain consent or rely on another lawful ground permitted by POPIA.
• Purpose specification: We collect for explicit, defined, lawful purposes related to brokerage services.
• Further processing limitation: Any further use will be compatible with the original purpose or otherwise permitted by law.
• Information quality: We take reasonable steps to keep information complete, accurate and up-to-date.
• Openness: We maintain documentation of processing activities and provide this notice to data subjects.
• Security safeguards: We implement reasonable technical and organisational safeguards and ensure our operators (e.g., IT, claims handling, compliance providers) protect your information under written agreements.
• Data subject participation: You may access, correct or delete personal information we hold about you, subject to legal and contractual limits.

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6) Sharing your information (disclosure to third parties)

We may share information—only as necessary and subject to confidentiality—with:

• Insurers/product suppliers and their administrators/assessors to obtain quotes, place cover and manage claims;
• Approved service providers/operators (e.g., IT, hosting, compliance support, loss adjusters, towing/glass/repairs) who process on our instructions and protect your data contractually;
• Regulators and Ombuds where required by law or in the course of a complaint/ombud referral;
• Professional advisers (e.g., auditors, legal counsel) under duty of confidentiality;
• Other parties with your consent or as legally required.

We also maintain a Conflict of Interest policy and register of non-cash incentives available at our premises to promote fair, transparent advice.

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7) Cross-border transfers

Where processing or storage occurs outside South Africa (for example, by an insurer, claims platform, cloud host or email provider), we will only transfer personal information if:

• the recipient is subject to a law, binding corporate rules or contract that provide an adequate level of protection; or
• you consent to the transfer; or
• another POPIA ground permits the transfer.

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8) Security safeguards and incidents

We use reasonable technical and organisational measures to secure personal information against loss, unauthorised access, disclosure, alteration or destruction. If a security compromise/data breach occurs that creates a real risk of harm, we will notify you and the Information Regulator as required by POPIA and will take steps to mitigate any adverse effects.

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9) Retention

We retain records only for as long as necessary for the purposes described (e.g., policy lifecycle and claims) and to comply with legal, regulatory and contractual obligations (including financial-sector record-keeping requirements). Thereafter, records are securely destroyed or de-identified.

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10) Direct marketing

• We may send service-related communications (e.g., renewals, changes, claims updates).
• We conduct direct marketing by electronic communications only in line with POPIA (e.g., with your consent, or to existing clients for similar services with an easy opt-out).
• You can opt out of marketing at any time by emailing info@darsha.co.za or using any provided unsubscribe method.

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11) Your rights

Under POPIA you may:

• Request access to personal information we hold about you;
• Request correction or deletion of inaccurate, irrelevant, excessive or unlawfully obtained data;
• Object to certain processing, including direct marketing;
• Withdraw consent where processing relies on consent (this will not affect prior lawful processing);
• Lodge a complaint with Darsha’s Information Officer (details above) or with the Information Regulator (South Africa).

We will respond within the timeframes set by law and may require proof of identity and enough detail to locate the record.

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12) Children’s and special personal information

We do not intentionally collect children’s information unless necessary for a policy/claim and permitted by POPIA (e.g., with a competent person’s consent). Special personal information (e.g., health or biometric information) is processed only where necessary and lawful, with additional safeguards.

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13) Cookies and websites

Our websites may use cookies and similar technologies to operate, remember preferences, and understand usage. You can control cookies via your browser settings; however, some features may not function correctly without them.

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14) Complaints

If you believe your privacy rights have been infringed, please first contact our Information Officer at info@darsha.co.za or 053 831 4783 so we can investigate and resolve your concern through our complaints framework. You may also approach the relevant Ombud where appropriate (e.g., FAIS/Short-Term Insurance Ombuds).

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15) Updates to this Policy

We may update this Policy from time to time. The latest version will apply to our processing activities and will be available on request or via our website.

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Darsha Insurance Brokers CC (FSP 2903) — 9A Lodge Road, Belgravia, Kimberley, 8301 — Tel: 053 831 4783 — Email: info@darsha.co.za.