Effective Date: 10 March 2026

RM Incorporated – www.rmlawsa.co.za

1.Introduction

This Privacy Policy explains how RM Incorporated (“the Firm”, “we”, “us”, “our”) collects, uses, stores, shares, and protects personal information when you visit our website or engage with our legal services. As a legal practice, we are committed to maintaining the highest standards of confidentiality and data protection in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and our professional duties under South African law.

By accessing or using our website, you agree to the terms of this Privacy Policy.

2.Personal Information We Collect

We may collect and process the following categories of personal information:

• Identity information — name, surname, ID number, company details.
• Contact information — email address, telephone number, physical or postal address.
• Matter-related information — documents, instructions, and any information provided when requesting legal services.
• Website usage data — IP address, browser type, device information, pages visited, and cookies.
• Communication data — enquiries submitted through our website forms, emails, or telephone calls.

3.How We Collect Personal Information

We collect personal information in the following ways:

• Directly from you when you complete online forms, contact us, or engage our services.
• Automatically through cookies and analytics tools when you browse our website.
• From third parties where legally permitted (e.g., public records, regulators, counterparties, service providers).

4.Purpose of Processing Personal Information

We process personal information for the following purposes:

• Providing legal advice, representation, and related services.
• Responding to enquiries and communicating with clients.
• Conducting conflict checks and internal risk assessments.
• Managing client relationships, billing, and administration.
• Complying with legal and regulatory obligations.
• Improving website functionality, security, and user experience.
• Marketing our services, where lawful and with appropriate consent.

5.Legal Basis for Processing

We rely on the following lawful grounds under POPIA:

• Consent — where you voluntarily provide information or opt-in to communications.
• Contractual necessity — to provide legal services or take steps at your request.
• Legal obligation — compliance with statutory, regulatory, or court requirements.
• Legitimate interests — improving our services, preventing fraud, and ensuring website security.

6.Sharing of Personal Information

• We do not sell personal information. We may share information only when necessary and lawful:
• With employees, attorneys, advocates, and consultants involved in your matter.
• With service providers such as IT support, secure cloud storage, and analytics tools.
• With regulators, courts, or law enforcement where required by law.
• With third parties where you have expressly authorised such disclosure.

All third parties are bound by confidentiality and data-protection obligations.

7.Cross-Border Transfers

Where personal information is transferred outside South Africa, we ensure that the receiving party is subject to data-protection laws, contractual safeguards, or binding corporate rules that provide an adequate level of protection.

8.Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including:

• Legal practice rules and statutory retention periods.
• Contractual obligations.
• Archiving of legal files as required by the Legal Practice Council.

Once no longer required, information is securely destroyed or anonymised.

9.Security of Personal Information

We implement appropriate technical and organisational measures to protect personal information, including:

• Secure servers and encrypted storage.
• Access controls and confidentiality undertakings.
• Regular security monitoring and updates.
• Secure communication protocols.

Despite these measures, no system is completely secure, and absolute protection cannot be guaranteed.

10. Your Rights Under POPIA

You have the right to:

• Access your personal information.
• Request correction or deletion of inaccurate or unnecessary information.
• Object to processing in certain circumstances.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the Information Regulator.

Requests may be submitted to our Information Officer using the contact details below.

11. Cookies and Website Tracking

Our website uses cookies and similar technologies to:

• Improve functionality and performance.
• Analyse traffic and usage patterns.
• Enhance user experience.

You may disable cookies in your browser settings, but some features may not function properly.

12. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices or content of third-party websites. Users should review their respective privacy policies.

13. Children’s Privacy

We do not knowingly collect personal information from children under 18 without parental or guardian consent.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the effective date indicated.