Privacy and POPIA notice

Last updated 13 September 2026. We will post any change on this page rather than notifying you separately, so check the date if it matters to you.

In this document, "we", "us", "Baken Digital" and "the studio" mean Baken Digital, a trading division of OTK Industries (Pty) Ltd, a company registered in South Africa. "You" means the client or the visitor, depending on context.

Who is responsible

OTK Industries (Pty) Ltd, trading as Baken Digital, is the responsible party for the personal information described here, as that term is used in the Protection of Personal Information Act, 2013 (POPIA).

Our information officer is Henri de la Rey, at OTK Industries (Pty) Ltd (reg. no. 2023/955560/07), 18 Diemersdal Road, De Bron, Durbanville, Western Cape. Any question, complaint or request about your personal information should go to henri@bakendigital.co.za.

What we collect through this website

Information you give us in a form

Your name, practice or business name, sector, enquiry type, email address and any website address, optional phone number or message you provide. This is the only personal information this website asks for.

Information collected automatically

Standard server and security logs kept by our hosting provider, which include IP addresses and request details. These are used to keep the site available and protected from attack, and we do not use them to build a profile of you.

This website does not run advertising trackers, does not set marketing cookies, and does not sell or share your information with data brokers.

Why we use it

• To reply to you. If you request the free check or ask a question, we use your details to send the report and to respond. This is the reason you gave them to us.
• To provide services you have engaged us for. Quoting, invoicing, building and maintaining your website, and keeping the records a business is required to keep.
• To keep the site secure. Logs and abuse prevention.

We do not add you to a mailing list because you submitted an enquiry. If we ever run one, we will ask separately and you will have to opt in deliberately.

How long we keep it

Enquiries that do not become work are deleted within twelve months. Client records are kept for as long as we work together and then for the period our accountant and the relevant tax and company legislation require, which is generally five years from the end of the relevant financial year.

Who else sees it

We use a small number of service providers to run the business, and your information may pass through them:

• Vercel, Inc., our website host, whose servers may be outside South Africa. It receives contact form submissions and passes them on.
• Resend, Inc., our email delivery provider, which processes in the EU region. It sends each submission to our inbox.
• HostAfrica, which hosts the inbox where submissions arrive.
• Our email and document provider.
• Our accountant, for invoicing and record keeping.

Some of these providers process information outside South Africa. Where that happens we rely on the conditions in section 72 of POPIA, including the provider being subject to laws or binding agreements that give comparable protection. We do not otherwise transfer your information out of the country.

How we protect it

The whole site runs over HTTPS. Form submissions are delivered to an access-controlled mailbox rather than a shared inbox. Accounts holding client information use strong authentication. We keep the amount of information we hold deliberately small, because information you do not hold cannot be lost.

No system is perfectly secure. Where notification is required under applicable law, we will notify the Information Regulator and affected people as required.

Your rights

Under POPIA you may:

• Ask what personal information we hold about you.
• Ask us to correct anything that is wrong.
• Ask us to delete information we no longer have a reason to keep.
• Object to us processing your information in a particular way.
• Complain to the Information Regulator if you are not satisfied with how we handled your request.

Email the information officer and we will respond within a reasonable period. We do not charge for a straightforward request.

Children

This website is aimed at businesses and professional practices. We do not knowingly collect information from anyone under 18. If you believe we have, tell us and we will delete it.

Cookies

This site does not set advertising or profiling cookies. Any strictly necessary cookie exists only to make the site function. If we later add analytics, we will update this section before switching it on and will choose a tool that does not build advertising profiles.

Client websites are different

When we build a website for you, your practice is the responsible party for any personal information that website collects, and you will need your own privacy notice. We will build the site so that compliance is possible, but we are not your information officer and we do not provide legal advice.