Privacy Policy

Effective date: May 13, 2026

At Arkenssol a divison of Arken Solutions Pty (Ltd), our business value professionalism, craftsmanship, confidentiality, and trust. Whether we are optimising your supply chain or renovating an item, we treat your data with the same precision we apply to our physical work. This Privacy Policy explains how information is collected, used, stored and protected when providing services. By using our services, communicating with us, or requesting quotations, you consent to the practises described in this policy.

  1. The information we collect

To deliver our services effectively, we may collect the following categories of information:

  • Personal & Business information: Full name, Company name, Phone number, Email address, Billing information, VAT/tax details (Where applicable)
  • Logistics: Physical address for deliveries, installations, site visits and consultations.
  • Project & Service Specifications: Site address, Installation location, Measurements and dimensions, Photos and videos, Design specifications, Technical requirements, Supply Chain and Operational information, Procurement documentation, Inventory and Logistics information, Purchase orders and Invoices.
  • Communication: Emails, WhatsApp messages, Phone call notes, Quotations, Project discussions, Service history

2. How we use your Data

Your information is used strictly for legitimate business and operational purposes, including:

  • Preparing quotations and invoices
  • Delivering products and services
  • Coordinating installations and repairs
  • Managing projects and timelines
  • Communicating updates and support
  • Maintaining warranty or service records
  • Improving operational efficiency
  • Meeting accounting, tax and legal obligations
  • Conducting limited internal business analytics

We do not sell, rent or trade your personal information to marketers or unrelated third parties.

3. Third-Party Contractors & Services Providers

To provide certain services efficiently, we may engage trusted third-party contractors, suppliers, installers, technicians, printers, fabricators, logistics providers, or specialists.

Where necessary, limited information may be shared to complete a project, such as:

  • Delivery addresses
  • Technical specifications
  • Measurements
  • Project photos
  • Installation requirements

We apply a data minimization approach, meaning subcontractors receive only the information reasonably necessary to perform their portion of the work.

Although we aim to work only with reputable service providers, certain third-party platforms and contractors operate independently. We cannot guarantee or assume liability for their independent systems, cybersecurity practises, outages or unauthorised acts beyond our reasonable control.

4. Use of Artificial Intelligence (AI)

We may use limited private AI-assisted tools to support:

  • Operational Planning
  • Administrative efficiency
  • Organising data
  • Supply chain analytics
  • Workflow optimisation

AI tools are used strictly as support systems and not as autonomous decision-makers.
We do not intentionally use AI systems to:

  • Sell personal information
  • Publicly disclose confidential business data
  • Train public AI models using proprietary client information
  • Process highly sensitive personal identity information, unless reasonably necessary for service delivery

5. Data Storage & Security

Your information may be stored using professional business platforms, including:

  • Cloud storage systems
  • Accounting software
  • Email systems
  • Messaging platforms such as WhatsApp
  • Project management tools

We implement reasonable administrative, technical, and operational safeguards to protect information against:

  • Unauthorised access
  • Loss
  • Misues
  • Alteration
  • Accidental disclosure

However, no electronic system, cloud platform, or communication method can be guaranteed to be completely secure. By using our services, you acknowledge and accept the inherent risks associated with digital communications and online data storage.

6. Confidentiality

We treat client information as confidential and take reasonable steps to protect sensitive business information.
Unless legally required or operationally necessary for project completion, we will not intentionally disclose confidential client information to unrelated third parties.
Employees, contractors, and subcontractors working with us may be required to adhere to confidentiality obligations where appropriate.

7. Data Retention

We retain records only for as long as reasonably necessary for:

  • Active projects
  • Warranty purposes
  • Legal compliance
  • Tax and accounting obligations
  • Business recordkeeping

Unless otherwise required by law, records may be retained for up to 5 years after project completion and may thereafter be securely deleted, archived or anonymised.

8. Your Rights

Subject to applicable laws, including the Protection of Personal Information Act (POPIA) of South Africa, you may request to:

  • Access the personal information we hold about you
  • Correct inaccurate information
  • Request deletion of certain records
  • Withdraw consent for marketing or promotional use
  • Object to certain forms of processing where legally applicable

Requests may be declined when information must legally be retained for contractual , tax, accounting, warranty, dispute-resolution, or regulatory purposes.

9. Marketing & Projects Media

We may request permission to use project photos, videos, testimonials, or before-and-after images for portfolio, social media, or marketing purposes.
You may withdraw such content at any time, and we will make reasonable efforts to remove future public usage where practical.
We will never intentionally disclose sensitive operational or confidential business information in marketing content.

10.Limitation of Liability

While we take reasonable steps to protect information and work with trusted providers, we cannot guarantee absolute security of digital systems, third-party platforms, communication networks, or cloud services.

To the fullest extent permitted by law. Arkenssol shall not be liable for:

  • Indirect or consequential damages
  • Unauthorised access caused by third-party cyber incidents
  • Service interruptions outside our control
  • Failures of third-party platforms or contractors
  • Or losses arising from circumstances beyond reasonable operational control

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect operational, legal, or technological changes. Updated versions may be published on our website or provided upon request.
Continued use of our services after updates constitutes acceptance of the revised policy.

12. Contact information

For privacy-related questions, requests, or concerns, please contact:

Wicus Viljoen
Email: info@arkenssol.com
Phone/WhatsApp: 063 286 2741