Privacy Policy

Last Updated: 5 March 2026

One Square Web Solutions (Pty) Ltd (“One Square Web Solutions”, “we”, “our”, or “us”) is committed to protecting your privacy and safeguarding the personal information entrusted to us. We are a South African digital marketing agency providing website development, eCommerce development, search engine optimisation (SEO), digital advertising management, Google Business listings, and website maintenance services to businesses and individuals locally and internationally.

We comply with applicable data protection legislation, including the Protection of Personal Information Act, 2013 (“POPIA”) of South Africa and other relevant privacy laws where applicable.

This Privacy Policy explains what personal information we collect when you interact with our website or engage our services, how we use and protect that information, and the rights you have in relation to your personal data. By using our website or engaging with our services, you acknowledge that you have read and understood this policy.

Information We Collect

In the course of providing our services, One Square Web Solutions collects personal and technical information that is necessary for us to deliver website development, marketing, and maintenance services effectively.

This information may be provided directly by you when contacting us, requesting services, completing forms on our website, communicating through email, or entering into a service agreement. In addition, certain technical information may be automatically collected when you visit our website.

Account and contact information may include your name, company name, business registration details, email address, telephone number, physical address, and billing information. This information is typically collected during client on boarding, quotation requests, service agreements, or billing processes.

Project and service information may include website requirements, technical specifications, communications relating to development or marketing services, records of support interactions, project documentation, and billing records. This information is required in order to fulfil our contractual obligations and deliver the services requested.

Usage and interaction data may also be generated through our website and services. This can include records of website visits, page interactions, marketing campaign performance data, and analytics insights generated from advertising or website monitoring tools.

Technical identifiers may include internet protocol (IP) addresses, browser type, device information, operating system, and session activity. This information helps us improve website performance, detect potential security threats, and understand how users interact with our digital platforms.

Under the Protection of Personal Information Act, all of the above categories may constitute personal information where they relate to an identifiable individual.

Use of Cookies and Third-Party Tracking

Our website uses cookies and similar tracking technologies to enhance functionality, improve user experience, and analyse how visitors interact with our website.

Cookies are small data files stored on your device that allow websites to remember information about your visit. These cookies may remember login sessions, language preferences, user behaviour, and other browsing information that helps us optimise website performance.

In addition to essential cookies required for website functionality, we may use third-party analytics and advertising tools to understand how visitors engage with our website and to measure marketing effectiveness.

These tools may include technologies such as Google Analytics, Meta (Facebook) Pixel, LinkedIn Insight Tag, and similar analytics or advertising platforms. These technologies collect information about user actions on our website, such as page views, button clicks, conversions, and interactions with marketing campaigns. This information may be transmitted in anonymised or pseudonymised form to the relevant platforms to enable advertising performance measurement and campaign optimisation.

These technologies may use first-party and third-party cookies to track user behaviour across pages or sessions. Users who prefer not to be tracked through cookies may disable or block cookies through their browser settings. Most browsers allow users to delete cookies, block third-party cookies, or receive notifications before cookies are stored.

Please note that disabling cookies may affect certain website functionalities or features.

Infrastructure and Third-Party Service Providers

One Square Web Solutions utilises various third-party services and software platforms in order to provide reliable digital services and maintain operational efficiency.

These third-party providers may include cloud infrastructure platforms, analytics services, marketing tools, payment gateways, and email delivery providers. These providers may process certain personal information on our behalf in order to perform their services.

Examples of such services may include website analytics platforms, advertising networks, email communication providers, and secure payment processors. These providers operate under their own privacy policies and data protection frameworks, and we encourage users to review the policies of any third-party services they interact with.

Where personal information is processed by third-party service providers acting on our behalf, we take reasonable steps to ensure that such providers maintain appropriate safeguards and process personal information only for legitimate service delivery purposes.

Email Marketing and Communications

One Square Web Solutions may communicate with clients and website visitors for purposes related to service delivery, account management, or marketing communications.

Service-related communications may include invoices, service notifications, project updates, maintenance notices, or responses to enquiries. These communications are necessary for the fulfilment of contractual obligations and may be sent regardless of marketing preferences.

Marketing communications may include newsletters, promotional offers, service updates, or announcements relating to our digital services. Such communications will only be sent where permitted under applicable laws or where the recipient has provided consent.

All marketing communications sent by us will clearly identify One Square Web Solutions as the sender and will include an option to unsubscribe or opt out of future marketing messages. We honour unsubscribe requests promptly and maintain internal procedures to ensure compliance with anti-spam regulations and applicable electronic communications laws.

We do not sell, rent, or distribute email addresses to unrelated third parties for marketing purposes.

Compliance with POPIA

As a South African company, One Square Web Solutions is committed to complying with the Protection of Personal Information Act (POPIA) and related legislation governing the protection of personal information.

POPIA establishes conditions for the lawful processing of personal information, including accountability, purpose specification, information quality, openness, security safeguards, and data subject participation.

We collect and process personal information only where it is necessary to provide services, comply with legal obligations, or pursue legitimate business interests in a manner that does not infringe upon the rights of data subjects.

Our internal processes and systems are regularly reviewed to ensure that personal information is handled responsibly and in accordance with these principles.

Your Rights in South Africa

Under the Protection of Personal Information Act, individuals whose personal information is processed by us have certain rights relating to that information.

You have the right to request access to the personal information we hold about you and to obtain confirmation regarding whether such information is being processed. You also have the right to request correction of inaccurate or incomplete personal information where necessary.

Where personal information is no longer required for the purpose for which it was collected, you may request that the information be deleted or de-identified, subject to any legal obligations requiring its retention.

Individuals may also object to the processing of personal information in certain circumstances, including where information is processed for direct marketing purposes. Where processing is based on consent, consent may be withdrawn at any time without affecting the lawfulness of prior processing.

Requests to exercise these rights may be submitted through the contact details provided at the end of this policy.

Data Security

We take appropriate technical and organisational measures to protect personal information from unauthorised access, misuse, disclosure, alteration, or destruction.

Security measures may include encrypted connections (SSL/TLS), secure hosting environments, restricted access controls, password protection, regular software updates, and monitoring of systems for vulnerabilities.

Access to personal information is limited to authorised personnel who require such access in order to perform their professional duties.

Although we take reasonable steps to protect information, no digital system can guarantee absolute security. In the unlikely event of a data breach, we will follow appropriate incident response procedures and comply with any applicable notification requirements.

Data Retention and Deletion

One Square Web Solutions (Pty) Ltd retains project-related data and materials only for a limited period following the completion and delivery of services. This retention period is intended solely to allow for reasonable post-delivery support, administrative record keeping, and operational purposes.

Unless otherwise agreed in writing, all project files, development assets, website backups, design materials, and associated project documentation created during the course of providing services may be retained by One Square Web Solutions for a maximum period of three (3) calendar months from the official project completion or handover date. The handover date refers to the date on which the completed project, website, system, or deliverable is transferred to the client and accepted by the client.

After this three-month period has elapsed, One Square Web Solutions reserves the right, at its sole discretion, to delete, permanently remove, or archive any project files, development resources, or backups associated with that project. Archived files, where retained, are not guaranteed to remain accessible and may be removed at any time without further notice.

Clients are responsible for maintaining their own backups and records of all project materials once a project has been completed and delivered. Upon completion of a project, One Square Web Solutions provides the client with the necessary credentials, access details, and relevant deliverables required to manage and maintain their website or digital asset independently.

Accordingly, One Square Web Solutions shall not be held liable for the loss, deletion, unavailability, or inability to retrieve any project files, website backups, or associated data after the expiration of the three-month retention period. If a client returns to request historical project files, backups, or development materials after this period, we cannot guarantee that such data will still exist or be recoverable.

If a client wishes for One Square Web Solutions to retain project files, backups, or data for longer periods, this must be arranged in advance through a written agreement and may be subject to an additional storage or maintenance fee. Only where such an agreement exists will extended storage responsibilities apply.

Except where a separate written agreement for data storage or maintenance exists, One Square Web Solutions accepts no liability whatsoever for the preservation, storage, restoration, or recovery of project files or website data after three (3) calendar months have passed from the project handover date.

The client remains solely responsible for safeguarding their website data, files, credentials, and backups after project completion.

Hosting and Data Storage

One Square Web Solutions does not provide web hosting services. Where websites are developed or maintained by us, hosting services are provided by third-party hosting providers selected by the client.

Any data stored on hosting servers is therefore managed under the infrastructure and policies of the relevant hosting provider. One Square Web Solutions does not control server uptime, infrastructure availability, or hosting provider operations.

Where client websites utilise cloud infrastructure or international hosting environments, data may be stored or processed in jurisdictions outside South Africa depending on the hosting provider’s infrastructure. By using services associated with such hosting environments, users acknowledge that their data may be processed within those regions.

Payment Information

Payments for services provided by One Square Web Solutions may be processed through third-party payment processors such as PayFast or through manual electronic funds transfer (EFT).

We do not store or process credit card information directly on our systems. Payment information submitted through payment gateways is encrypted and processed securely by those payment providers in accordance with their own privacy policies and industry security standards such as PCI-DSS.

Users are encouraged to review the privacy policies of any payment processors used to complete transactions.

Acceptance of Terms

By using the services provided by One Square Web Solutions (Pty) Ltd, you acknowledge that you have read, understood, and agreed to this Privacy Policy.

Your continued use of our website or engagement with our services constitutes acceptance of this policy as well as all other policies governing our services, including but not limited to our Terms and Conditions, and any other policies published on our website.

By proceeding with our services, you confirm that you have reviewed and accepted these policies in full.

Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, you may contact us at:

One Square Web Solutions (Pty) Ltd
Sandton, Gauteng, South Africa
Email: info@onesquareweb.com