Who this policy applies to

This policy applies to personal information processed through the Trusting Trusts website, including information submitted through the enquiry form on the contact page. It also applies to related communications and records created when a person asks about trust setup, trustee support, trust administration, estate administration, wills or estate planning services.

The website operator is Astros Marketing (Pty) Ltd, 2 Makro Place, Sunnyrock 1401. Trusting Trusts and the website operator may each process personal information for the purposes set out in this policy, depending on the nature of the enquiry and the service being requested.

Information we collect

We may collect personal information that is reasonably necessary to respond to an enquiry, open a matter, communicate with you, and provide trust or estate related services. The information collected will depend on the facts of each matter and the documents required.

Contact details such as name, surname, email address and telephone number
Information provided in an enquiry about a family trust, business trust, deceased estate or will review
Identity and relationship information relevant to trustees, beneficiaries, heirs or family members
Documents and records supplied for administration purposes, including wills, trust deeds, resolutions, letters and asset information
Technical website information such as browser, device and usage data collected through standard website functions

Where special personal information or sensitive records are involved, they will only be processed where this is necessary and permitted for the service requested, or where consent or another lawful ground applies.

How personal information is used

Personal information is used for lawful and specific purposes connected to trust and estate administration. We use information to assess an enquiry, respond to questions, prepare for consultations, support trustees, keep records, help with estate reporting and distribution steps, and maintain communication during a matter.

To respond to messages sent through the website
To arrange online or in-person meetings in Sandton or elsewhere in South Africa
To prepare documents, records, minutes and resolutions where required
To work with the client accountant or other authorised advisers on annual trust paperwork
To comply with legal, regulatory and record-keeping duties that may apply

Any legal or tax position will depend on the facts of a specific case. Information shared with us is used to provide general assistance and administration support, and clients should obtain advice for their own circumstances where needed.

Sharing and disclosure

Personal information is not sold. Information may be shared only where it is reasonably necessary for the purpose for which it was collected, where a client has asked us to do so, or where disclosure is required or permitted by law.

This may include sharing information with service providers who support website hosting, data storage or administration functions, and with professional parties involved in a matter such as accountants or other advisers authorised by the client. Where information is shared, reasonable steps are taken to limit it to what is relevant and necessary for the task at hand.

If information needs to be transferred or stored using systems located outside South Africa, reasonable steps will be taken to ensure that the information receives an appropriate level of protection consistent with POPIA.

Storage, security and retention

Reasonable technical and organisational safeguards are used to protect personal information against loss, misuse, unauthorised access, disclosure or destruction. No method of electronic transmission or storage is completely risk free, but appropriate steps are taken to secure information in line with the nature of the records being handled.

Personal information is kept for as long as reasonably necessary for the purpose for which it was collected, including to manage an ongoing matter, maintain proper trust or estate records, resolve queries, and meet legal or administrative retention requirements. When information is no longer needed, it will be deleted, destroyed or de-identified where appropriate.

Your rights under POPIA

Subject to POPIA and any other applicable requirements, a person may ask to know what personal information is held about them, request correction of inaccurate information, object to certain processing, or ask that information be deleted where there is a proper basis for doing so.

Request access to personal information held about you
Request correction, updating or completion of your information
Object to processing where the law allows this
Withdraw consent where processing is based on consent
Lodge a complaint with the relevant regulator if you believe your information has been handled improperly

To exercise any of these rights, please use the enquiry form on the contact page and provide enough detail for the request to be identified and handled properly.

Cookies and policy updates

This website may use cookies or similar technologies that help basic site operation, security and general traffic measurement. These tools do not change the scope of this policy and are used only in a limited and lawful manner consistent with normal website operation.

This policy may be updated from time to time to reflect changes in legal requirements, website functions or service processes. The latest version published on this page will apply from the date it is posted.

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