Chemspec Botswana Data Privacy & Compliance Policy – CSBDPP2025

Effective Date: 14th January 2025

 

1. Introduction

Chemspec Botswana values your privacy and is committed to protecting the personal data of our customers, suppliers, employees, and partners. This policy outlines how we collect, use, store, and protect personal data in compliance with the Data Protection Act, 2024, passed on the 14th of January 2025.

 

2. Scope of the Policy

This policy applies to all personal data processed by Chemspec Botswana, including data from:

Customers purchasing products, Services paints, solvents, and accessories

Business partners and suppliers

Employees and job applicants

This policy covers both automated and non-automated data processing in accordance with the Data Protection Act, 2024.

 

3. Data We Collect

We may collect and process the following personal data:

Customers: Name, contact details, payment information, transaction history

Suppliers & Business Partners: Company details, business contacts, financial records

Employees & Applicants: ID number, employment history, qualifications, salary details

 

4. Lawful Processing of Personal Data

We process personal data only when legally justified, including:

When you provide consent

To fulfill a contract (e.g., sales transactions, service agreements)

To comply with legal obligations (e.g., tax, regulatory requirements)

For legitimate business interests that do not override your rights

 

5. Your Rights Under the Data Protection Act, 2024

As a data subject, you have the right to:

• Access your personal data and request copies
• Correct or update inaccurate data
• Request deletion of unnecessary personal data
• Restrict processing under certain conditions
• Object to marketing communications
• Withdraw consent at any time

 

6. Data Security & Protection Measures

We implement technical and organizational security measures to protect personal data from unauthorized access, loss, or breach. These include:

 

• Secure storage with restricted access
• Encryption of sensitive data
• Regular audits to ensure compliance
• Data minimization – only collecting what is necessary

Our IT support and ISP have their own compliance with data protection laws, ensuring secure digital infrastructure.

 

7. Data Retention

We retain personal data only as long as necessary for the intended purpose or legal requirements.

Customer transaction records: 5 years

Employee records: As required by labor laws

Supplier agreements: Duration of the contract + 5 years

 

8. Third-Party Data Sharing

We do not share personal data with third parties unless:

Required by law

Necessary to complete a business transaction

Credit Checks

Handover of debts to a 3rd party

With explicit customer consent

 

9. Data Breach Notification

In the event of a personal data breach, we will:

1. Notify affected individuals as per legal requirements within 72 hours
2. Assess this internally, utilizing measures to mitigate potential damages
3. Report the breach to the Information and Data Protection Commission within the required timeframe

 

10. Contact & Complaints

For any questions or to exercise your data protection rights, please contact our Data Protection Officer (DPO):

 

Data Protection Officer

Chemspec Botswana

Plot 22028, Unit 1, Takatokwane Road, Gaborone West Industrial, Gaborone, Botswana

dpo@chemspec.co.bw

+267 3907348

 

If you believe your data rights have been violated, you may lodge a complaint with the Information and Data Protection Commission.