PRIVACY POLICY
Motion Bags & Cases
Last updated: 12 September 2026 Effective from: 12 September 2026
1. Introduction
Motion Bags & Cases (Pty) Ltd, trading as Motion Bags & Cases (“we”, “us”, “our”), respects your privacy and is committed to protecting the personal information you share with us.
This policy explains what personal information we collect, why we collect it, how we use and protect it, who we share it with, and what rights you have. It applies to our website at motionbags.co.za, to enquiries made by WhatsApp, telephone or email, and to our dealings with customers and suppliers.
We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).
By using our website or contacting us, you acknowledge that you have read and understood this policy.
2. Who we are
| Responsible party | Motion Bags & Cases Ltd t/a Motion Bags & Cases |
| Registration number | 2010/139656/23 |
| Physical address | 1158 Porotsa Street, Dube, Soweto 1802, Gauteng, South Africa |
| Information Officer | Raymond Phiri |
| Information Officer email | ray@motionbags.co.za |
| Telephone | +27 73 313 8716 |
| General email | info@motionbags.co.za |
Under POPIA, we are the responsible party for the personal information described in this policy. Our Information Officer is accountable for our compliance and is the person to contact about anything in this document.
3. What personal information we collect
3.1 Information you give us directly
When you request a quote, place an order, send a repair enquiry, or contact us by any channel, we may collect:
- Your name and surname
- Your telephone or WhatsApp number
- Your email address
- Your company or organisation name, and your role
- Your delivery or collection address
- Details of the equipment you want protected, including photographs you send us
- Measurements, drawings or specifications you provide
- Your order history, quotes issued, and correspondence with us
- Payment reference details
3.2 Information collected automatically
When you visit our website, our hosting provider and any analytics tools we use may automatically collect:
- Your IP address
- Browser type and version, and device type
- Pages visited, time spent, and the site you arrived from
- Approximate location derived from your IP address
- Cookie data (see section 8)
3.3 Information we do not collect
We do not collect or store your bank card numbers or full banking details on our website. Payments are made by EFT / card via a third-party payment provider / cash on collection, and we do not retain card data.
We do not knowingly collect information from children under 18 without the consent of a parent or guardian. If you believe we have done so, contact us and we will delete it.
We do not intentionally collect special personal information as defined in POPIA (race, health, religious or political beliefs, biometric data, criminal behaviour, trade union membership). If any is sent to us unnecessarily — for example in a photograph — we delete it.
4. Why we process your information, and on what basis
POPIA requires us to have a lawful basis for processing your information. Ours are set out below.
| Purpose | Personal information used | Lawful basis |
|---|---|---|
| Responding to your enquiry and issuing a quote | Name, contact details, equipment details | Steps at your request before a contract |
| Manufacturing and delivering your order | Name, contact details, address, specifications | Performance of a contract |
| Arranging courier delivery | Name, contact details, delivery address | Performance of a contract |
| Invoicing and processing payment | Name, contact details, company details | Performance of a contract / legal obligation |
| Keeping accounting and tax records | Transaction records | Legal obligation (Companies Act, Tax Administration Act) |
| Handling warranty claims and repairs | Order history, equipment details | Performance of a contract / legitimate interest |
| Keeping your build specification on file for repeat orders | Specifications, measurements, order history | Legitimate interest |
| Sending you our newsletter or promotional messages | Name, email address | Your consent — which you may withdraw at any time |
| Improving our website | Website usage data, cookies | Legitimate interest / consent for non-essential cookies |
| Displaying your name, business or photographs as a testimonial or case study | Name, business name, photographs | Your consent — we ask in writing first |
We will not use your personal information for a purpose other than those listed above without telling you and, where required, obtaining your consent.
5. Direct marketing
We will only send you marketing messages — newsletters, promotions or new product announcements — if:
- you have asked us to, for example by subscribing on our website; or
- you are an existing customer, the message relates to similar products or services, and you were given the opportunity to object when we first collected your details.
Every marketing message includes a way to unsubscribe. You can also opt out at any time by emailing info@motionbags.co.za or replying “STOP” to a WhatsApp message. We will action it promptly and at no cost to you.
Subscribing to our newsletter is never a condition of getting a quote or placing an order.
6. Who we share your information with
We do not sell, rent or trade your personal information. We share it only where necessary, and only with:
- Courier and delivery companies, to deliver your order — name, contact number and delivery address only
- Our accountants and auditors, for financial record-keeping and statutory compliance
- Our website hosting, email and form providers, who process data on our behalf
- Payment providers and our bank, to process payments
- Professional advisors such as attorneys or insurers, where genuinely necessary
- Law enforcement or regulatory authorities, where we are legally obliged to disclose
Where a third party processes personal information on our behalf, we require them to process it only on our instructions and to keep it secure, as POPIA requires of operators.
7. Cross-border transfers
Some of the service providers we use — for example website hosting, email and analytics — may store or process information on servers outside South Africa.
Where this happens, we take reasonable steps to ensure that the recipient is subject to laws, binding rules or contractual terms that provide an adequate level of protection comparable to POPIA.
8. Cookies
Our website uses cookies — small text files stored on your device — to make the site work and to understand how it is used.
| Type | What it does | Consent needed |
|---|---|---|
| Strictly necessary | Makes core functions work: page loading, form submission, security | No |
| Functional | Remembers preferences such as your cookie choices | Yes |
| Analytics | Tells us which pages are visited and how people navigate the site | Yes |
| Marketing | Allows us or advertising partners to show relevant ads | Yes |
When you first visit our site you will be asked to accept or decline non-essential cookies. You can change or withdraw that choice at any time using the cookie settings link in our website footer.
You can also block or delete cookies through your browser settings, though some parts of the site may not work properly if you do.
9. How long we keep your information
We keep personal information only as long as we need it for the purpose it was collected, or as long as the law requires.
| Information | Retention period |
|---|---|
| Enquiries that do not become orders | 12 months from last contact |
| Customer and order records | 5 years after the last transaction |
| Build specifications and measurements | 5 years, so repeat orders match the original |
| Invoices, accounting and tax records | 5 years, as required by the Companies Act and Tax Administration Act |
| Newsletter subscriber details | Until you unsubscribe |
| Website analytics data | 26 months |
When information is no longer needed, we delete or destroy it in a way that prevents it from being reconstructed.
10. How we protect your information
We take reasonable technical and organisational measures to safeguard personal information against loss, unauthorised access, disclosure or destruction. These include:
- Password protection and access controls on devices and accounts used by the business
- Restricting access to personal information to people who need it to do their work
- Secure (HTTPS/SSL) transmission of information submitted through our website
- Regular software updates on the systems we use
- Secure disposal of printed records containing personal information
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a security compromise occurs that affects your personal information, we will notify you and the Information Regulator as POPIA requires.
11. Your rights
Under POPIA you have the right to:
- Be told what personal information we hold about you
- Access that information, free of charge in the first instance
- Correct or update information that is inaccurate, irrelevant, excessive, misleading or out of date
- Request deletion of information we no longer have a lawful basis to keep
- Object to processing based on legitimate interest, on reasonable grounds
- Withdraw consent at any time, where processing is based on consent — including for marketing
- Object to direct marketing at any time
- Complain to the Information Regulator
- Institute civil proceedings regarding an alleged interference with your personal information
How to exercise these rights
Contact our Information Officer at info@motionbags.co.za or +27 73 313 8716. We may ask you to verify your identity before acting, to make sure we are not disclosing your information to someone else.
We will respond within a reasonable period, and in any event within 30 days where practicable. Where a request is made on the prescribed POPIA form, we will deal with it in the manner the Act requires.
Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal, and we may need to retain certain records to meet legal obligations even after a deletion request.
12. Complaints
If you are unhappy with how we have handled your personal information, please contact our Information Officer first — most issues are resolved quickly and directly.
If you remain dissatisfied, you may lodge a complaint with the Information Regulator:
The Information Regulator (South Africa) Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 POPIA complaints: POPIAComplaints@inforegulator.org.za General enquiries: enquiries@inforegulator.org.za Website: inforegulator.org.za
Complaints must be made in writing. The Regulator operates an eServices portal for submitting them.
13. Links to other websites
Our website may link to other sites — social media platforms, suppliers, or resources. We are not responsible for their privacy practices, and this policy does not apply to them. We encourage you to read the privacy policy of any site you visit.
14. Changes to this policy
We may update this policy from time to time to reflect changes in our practices or in the law. The current version is always available at motionbags.co.za/privacy, with the date it was last updated shown at the top.
Where changes are significant, we will take reasonable steps to bring them to your attention.
15. Contact us
Questions about this policy, or about how we handle your personal information:
Motion Bags & Cases Information Officer: Ray Phiri Email: info@motionbags.co.za Telephone / WhatsApp: +27 73 313 8716 Address: 1158 Porotsa Street, Dube, Soweto, Johannesburg, Gauteng