1. Introduction

This Privacy Policy explains how MML Mining & Lubricants collects, uses, stores, protects, discloses, and processes personal information.

This Privacy Policy applies to all personal information collected by MML Mining & Lubricants through this website, enquiry forms, email, telephone, WhatsApp, quotations, invoices, physical shop interactions, deliveries, customer accounts, supplier communication, and other business dealings.

MML Mining & Lubricants respects the privacy of customers, suppliers, website users, employees, contractors, representatives, and other persons whose personal information may be processed by MML.

MML processes personal information in accordance with the Protection of Personal Information Act, 4 of 2013, commonly known as POPIA, and other applicable South African laws.

By using this website, submitting an enquiry, requesting a quotation, placing an order, visiting our physical shop, communicating with MML, or providing personal information to MML, you acknowledge that your personal information may be processed in accordance with this Privacy Policy.

2. Responsible Party

For purposes of POPIA, the responsible party is:

MML Mining & Lubricants

Physical Address:
40 Reitz Street
Brits
0250
North West
South Africa

Sales Enquiries:
[email protected]

Telephone:
012 252 8505
082 779 3381

3. Information Officer

MML may appoint or designate an Information Officer responsible for privacy and personal information matters.

Until a specific Information Officer is formally listed, privacy-related requests may be sent to:

Email: [email protected]
Telephone: 012 252 8505 / 082 779 3381

Privacy-related requests may include requests to access, correct, update, delete, object to, or restrict the processing of personal information, where allowed by law.

4. What Personal Information We Collect

MML may collect and process personal information including, but not limited to:

Full name

Company name

Job title or role

Email address

Telephone number

Mobile number

Physical address

Delivery address

Billing details

VAT or company registration details, where applicable

Quotation and order information

Invoice and account information

Payment confirmation information

Product enquiry details

Site, mine, or delivery access information

Contractor or SHE-related documentation where applicable

Communication records

Website enquiry form submissions

IP address and website usage information

Social media messages or interactions

Any other information voluntarily provided to MML

MML will only collect personal information that is necessary for legitimate business, legal, operational, sales, customer service, or compliance purposes.

5. Special Personal Information

MML does not intentionally collect special personal information unless it is necessary for a lawful and specific purpose.

Special personal information may include information relating to health, biometrics, race, trade union membership, criminal behaviour, religious beliefs, political persuasion, or other sensitive information as defined by POPIA.

Where special personal information is required, MML will process it only where permitted by law, required for compliance purposes, necessary for site or mine access, or where the person has provided appropriate consent.

6. Information of Children

MML does not intentionally collect personal information of children.

If personal information of a child is provided to MML, MML will only process such information where permitted by law, where consent has been provided by a competent person, or where processing is otherwise legally allowed.

7. How We Collect Personal Information

MML may collect personal information directly from you when you:

Visit or use the website

Submit an enquiry form

Send an email

Contact MML by telephone or WhatsApp

Visit the physical shop

Request a quotation

Place an order

Make payment

Open or manage a customer account

Request delivery or collection

Provide contractor, site, or mine access details

Communicate with MML on social media

Provide information to MML in any other way

MML may also collect personal information from third parties where lawful and necessary, including:

Employers

Company representatives

Mines or industrial sites

Contractors

Suppliers

Courier or transport providers

Credit references

Publicly available business records

Regulatory or legal authorities

8. Why We Process Personal Information

MML processes personal information for legitimate business and legal purposes, including:

Responding to enquiries

Preparing quotations

Processing orders

Issuing invoices

Managing customer accounts

Processing payments and proof of payment

Arranging deliveries and collections

Communicating with customers and suppliers

Providing product information

Supplying goods and services

Managing warranties, returns, complaints, and disputes

Complying with tax, accounting, legal, and regulatory obligations

Managing mine, site, contractor, or SHE requirements

Protecting MML against fraud, abuse, or unlawful activity

Improving customer service

Maintaining business records

Sending marketing communication where permitted by law

Operating and maintaining the website

9. Legal Basis for Processing

MML processes personal information where one or more of the following legal grounds apply:

The person has consented to the processing

Processing is necessary to perform a contract or transaction

Processing is necessary to take steps before entering into a contract

Processing is necessary to comply with a legal obligation

Processing protects a legitimate interest of MML, the customer, or another party

Processing is necessary for the proper operation and administration of MML’s business

MML will not process personal information for unlawful, unnecessary, or unrelated purposes.

10. Direct Marketing

MML may send marketing communication to customers or business contacts where permitted by law.

Marketing communication may include information about products, services, promotions, availability, company updates, or related business information.

Customers may opt out of marketing communication at any time by contacting MML or following any unsubscribe or opt-out instruction provided in the communication.

MML will not sell personal information to third parties for marketing purposes.

11. Website Cookies and Tracking

The MML website may use cookies or similar technologies to improve website functionality, analyse website performance, understand visitor behaviour, and support marketing or advertising activities.

Cookies are small files stored on a user’s device when visiting a website.

Users may disable or manage cookies through their browser settings. Disabling cookies may affect the functionality or performance of the website.

Where required by law, MML will request consent before using non-essential cookies.

12. Sharing Personal Information

MML may share personal information only where necessary, lawful, and related to legitimate business purposes.

Personal information may be shared with:

Employees and authorised representatives of MML

Suppliers

Manufacturers

Courier and transport providers

Payment service providers

Accountants, auditors, or bookkeepers

IT service providers

Website hosting providers

CRM or business system providers

Legal advisors

Debt collection service providers

Mines, industrial sites, or contractors where access approval is required

Regulatory authorities where required by law

Law enforcement authorities where legally required

MML will take reasonable steps to ensure that third parties who process personal information on behalf of MML treat such information confidentially and securely.

13. Cross-Border Transfer of Personal Information

Some service providers used by MML may store or process personal information outside South Africa.

Where personal information is transferred outside South Africa, MML will take reasonable steps to ensure that the recipient is subject to appropriate privacy and security obligations, or that the transfer is otherwise permitted by law.

14. Security of Personal Information

MML will take reasonable technical and organisational measures to protect personal information against:

Loss

Damage

Unauthorised access

Unauthorised disclosure

Unauthorised alteration

Misuse

Destruction

Theft

Security measures may include access controls, password protection, secure storage, staff awareness, system security, and restricted access to personal information.

No system is completely secure. MML cannot guarantee absolute security of information transmitted through the internet, email, WhatsApp, or other electronic communication channels.

15. Data Breaches

If MML becomes aware of a security compromise involving personal information, MML will take reasonable steps to investigate and respond to the incident.

Where required by law, MML may notify affected persons and the Information Regulator.

MML may take steps to reduce harm, secure affected systems, and prevent similar incidents from occurring again.

16. Retention of Personal Information

MML will retain personal information only for as long as necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law.

Personal information may be retained for purposes including:

Legal compliance

Tax and accounting records

Warranty claims

Order history

Customer account management

Dispute resolution

Fraud prevention

Business record keeping

When personal information is no longer required, MML will take reasonable steps to delete, destroy, de-identify, or securely archive the information.

17. Your Rights

Subject to applicable law, you may have the right to:

Request access to your personal information

Request correction or updating of your personal information

Request deletion of your personal information where legally allowed

Object to the processing of your personal information

Withdraw consent where processing is based on consent

Object to direct marketing

Request information about how your personal information has been processed

Lodge a complaint with the Information Regulator

Requests must be submitted to MML using the contact details in this Privacy Policy.

MML may request proof of identity before processing any privacy-related request.

18. Accuracy of Personal Information

Customers and website users are responsible for ensuring that personal information provided to MML is accurate, complete, and up to date.

MML is not responsible for losses, delays, failed deliveries, incorrect quotations, account errors, or communication failures caused by incorrect or outdated information supplied by the customer or user.

19. Third-Party Websites and Links

The MML website may contain links to third-party websites, platforms, or social media pages.

MML is not responsible for the privacy practices, security, content, terms, or policies of third-party websites.

Users should review the privacy policies of third-party websites before submitting personal information to them.

20. Social Media

If you interact with MML through social media platforms, your personal information may also be processed by the relevant social media platform.

MML is not responsible for how social media platforms collect, use, store, or disclose personal information.

Users should review the privacy policies and settings of the relevant social media platforms.

21. Customer Accounts and Credit Applications

Where MML offers customer accounts or credit facilities, MML may process personal information and business information for account approval, credit assessment, account management, payment follow-up, debt recovery, and compliance purposes.

MML may request supporting information, references, company information, or financial-related information where reasonably required for account or credit purposes.

MML may refuse, suspend, amend, or withdraw credit facilities at its discretion, subject to applicable law and written agreements.

22. Mine, Site, Contractor, and SHE Documentation

Where MML supplies goods to mines, industrial sites, construction sites, factories, plants, or controlled-access premises, MML may process personal information required for access approval, delivery coordination, contractor file requirements, SHE documentation, inductions, delivery bookings, and site compliance.

This may include names, contact details, vehicle information, role information, identity-related information where required, training or induction information, and other information required by the site or customer.

MML will only process such information where necessary for lawful business, operational, contractual, or compliance purposes.

23. Complaints

If you believe that MML has processed your personal information unlawfully or contrary to this Privacy Policy, you should first contact MML using the contact details below.

MML will take reasonable steps to investigate and respond to privacy complaints.

You may also lodge a complaint with the Information Regulator of South Africa.

24. Information Regulator Contact Details

The Information Regulator is the South African authority responsible for POPIA-related complaints and enforcement.

Information Regulator South Africa
Website: www.inforegulator.org.za
POPIA Complaints Email: [email protected]
General Enquiries Email: [email protected]
Telephone: 010 023 5200

25. Changes to This Privacy Policy

MML may amend, update, or replace this Privacy Policy at any time.

The latest version published on the website will apply from the date of publication.

Users and customers are responsible for reviewing this Privacy Policy periodically.

26. Contact Details

For privacy-related questions, requests, complaints, or objections, contact:

MML Mining & Lubricants

Physical Address:
40 Reitz Street
Brits
0250
North West
South Africa

Sales Enquiries:
[email protected]

Telephone:
012 252 8505
082 779 3381