Fire Protection Systems and Design — Privacy Policy Last updated: 16 August 2025 This Privacy Policy explains how Fire Protection Systems and Design (“we”, “our”, “us”) collects, uses, discloses, and safeguards personal information when you visit our website (fireprotectionsystemszw.com), contact us by phone, email, or WhatsApp, or use our services in Zimbabwe. We are committed to protecting your privacy while helping you prevent fire losses, reduce risk, and meet compliance requirements. This policy is designed to align with the Cyber and Data Protection Act of Zimbabwe (Cyber and Data Protection Act [Chapter 12:07]) and other applicable laws. If you have questions, please contact us using the details at the end of this document. Who we are Fire Protection Systems and Design is a Zimbabwean company providing end‑to‑end fire protection solutions: supply, installation, and servicing of fire extinguishers, hose reels, hydrants, alarms and suppression systems, sprinklers, fire pumps; fire risk assessments; and fire safety training. We serve companies, building owners, consulting engineers, and construction firms across Zimbabwe. Business address: 29 Mazowe Road, Travel Plaza, Harare Phone/WhatsApp: +263 772 928 976, +263 772 939 410 Email: sales@fireprotectionsystemszw.com Information we collect We collect information needed to respond to your enquiries, deliver our services, and improve your experience. Contact and business details: This may include your name, email address, phone or WhatsApp number, company name, job title, and preferred contact method. We collect this when you submit forms (e.g., Request a Quote, Book a Site Survey, Schedule Training) or contact us directly. Site and project information: This includes building address, occupancy type, hazards, equipment and system details (extinguishers, hose reels, hydrants, alarms, suppression systems, sprinklers, pumps), and photos or drawings you share. We collect this to scope, design, install, and service your fire protection solutions. Training and attendance records: This may include attendee names, roles, and training outcomes or certificates. We keep these records for compliance and audit readiness. Communications and preferences: We keep records of emails, messages, and phone/WhatsApp interactions to manage your requests, proposals, service reminders, and training schedules. Website and analytics data: We may collect your IP address, device and browser type, pages viewed, actions taken (e.g., clicks on “Request a Quote” or “Book a Site Survey”), and approximate location. We use analytics and goal tracking to understand what content is helpful and to improve our website. Cookies and similar technologies: Our site may use essential, functional, and analytics cookies. Analytics cookies help us measure conversions and improve usability. You can control cookies in your browser or through our cookie preferences where available. Sensitive information: We do not intentionally collect sensitive personal information. Please do not submit more information than is necessary to fulfill your request. We do not collect payment card details on our website. If you pay via bank transfer or other offline means, we will process only the information necessary to reconcile your account. How we use your information We use your information to provide services, enhance safety outcomes, and communicate effectively. To respond to enquiries and provide quotes: We use your contact details and site information to prepare proposals, estimates, and technical recommendations. To perform site surveys, risk assessments, and audits: We assess hazards, quantify exposure, and produce step‑by‑step, by‑law‑aligned plans that help prevent losses and reduce risk. To design, supply, install, commission, and service systems: We plan and deliver extinguishers, hose reels, hydrants, alarms, suppression systems, sprinklers, and pumps; we also tag, test, maintain, and document equipment for compliance. To deliver training and certification: We schedule and provide on‑site training and keep attendance records for compliance. To improve our website and services: We use analytics to understand how visitors interact with our site and which calls‑to‑action help clients get support faster. To send updates and service reminders: With your consent or where permitted, we may send maintenance reminders, training notices, and relevant updates. You can opt out at any time. To meet legal and regulatory obligations: We keep certain records for audits, insurance purposes, occupational safety, tax, and invoicing. Our legal bases for processing We process personal information under one or more of these legal bases: your consent (for example, to contact you or use non‑essential cookies), performance of a contract or steps prior to entering a contract (quotes, surveys, installations, servicing, training), compliance with legal obligations (invoicing, safety and audit records), and legitimate interests (improving services and ensuring site safety) when these do not override your rights and freedoms. Cookies and analytics We use cookies and similar technologies to operate our site and to measure what matters, like clicks on “Request a Quote,” “Book a Site Survey,” and “Schedule Training.” Essential cookies are required to load pages and submit forms. Functional and analytics cookies help us improve content and usability and understand conversions. You can manage cookies in your browser settings and, where available, via our cookie banner. Disabling cookies may limit some functionality. We may use Google services (e.g., Analytics, Tag Manager) or similar tools. These providers may process data outside Zimbabwe—see “International transfers” below. WhatsApp, phone, and email If you contact us by phone, WhatsApp, or email, the content of your messages and our replies may be stored to manage your request, schedule site work, and maintain service records. WhatsApp messages are processed by WhatsApp/Meta under their terms and privacy notices. Please avoid sending sensitive information by messaging unless necessary. Sharing your information We do not sell your personal information. We share information only as needed to provide our services or comply with law. Service providers and partners: This may include website hosting and analytics providers, email and communications tools, document storage, and specialist contractors who help us deliver installations or servicing. They process information under confidentiality and data protection terms. Compliance and legal: We may share information with insurers, auditors, regulators, or law enforcement if required by law or necessary to protect our rights, safety, or the safety of others. Testimonials and case studies: We may request your permission to feature your project or feedback. We will only publish names, logos, images, or details with your prior consent. International transfers Some service providers (for example, analytics or cloud hosting) may process information in countries outside Zimbabwe. Where this occurs, we implement appropriate safeguards such as contractual protections and only use reputable providers. By using our website or services, you understand that your information may be processed in other jurisdictions subject to these safeguards. Data retention We keep personal information only as long as necessary for the purposes described here or as required by law. Typical retention periods are as follows. Quotes, enquiries, and routine correspondence are generally retained for up to 24 months after last activity to support follow‑ups and project planning. Project files, installation and service records, risk assessments, and commissioning documents may be retained for the life of the project plus up to seven years for compliance, safety, warranty, and audit purposes. Training attendance and certificates are generally retained for up to five years to support compliance. Invoices and tax records are retained for the period required by law. When retention periods expire, we securely delete or anonymise information. Security We take reasonable and appropriate technical and organisational measures to protect personal information, including access controls, staff awareness, and secure communications. While we strive to protect your information, no method of transmission or storage is completely secure. If we discover a data incident that poses a risk to your rights, we will act promptly and, where required, notify you and the relevant authority. Your rights Subject to applicable law, you may have rights to: Request access to the personal information we hold about you and obtain a copy. Request correction of inaccurate or incomplete information. Request deletion or restriction of processing, where applicable. Object to certain processing, including direct marketing. Withdraw consent at any time where processing is based on consent. To exercise your rights, contact us at sales@fireprotectionsystemszw.com with the subject line “Privacy Request”. Please include your name, contact details, and a description of your request. We may need to verify your identity before acting. We aim to respond within a reasonable time, typically within 30 days. You also have the right to lodge a complaint with the Data Protection Authority in Zimbabwe (currently the Postal and Telecommunications Regulatory Authority of Zimbabwe, POTRAZ). Children’s privacy Our services are intended for business use and are not directed to children. We do not knowingly collect personal information from anyone under the age of 18. If you believe a child has provided personal information to us, please contact us so we can delete it. Third‑party links Our website may link to third‑party websites or social media platforms. We are not responsible for the privacy practices of those sites. Please review their policies before providing personal information. Changes to this policy We may update this policy from time to time to reflect changes in our services, technology, or legal requirements. The “Last updated” date at the top indicates when changes were made. Material changes will be posted on this page and, where appropriate, communicated to you. How to contact us If you have questions about this Privacy Policy or how we handle personal information, please contact: Fire Protection Systems and Design 29 Mazowe Road, Travel Plaza, Harare, Zimbabwe Phone/WhatsApp: +263 772 928 976, +263 772 939 410 Email: sales@fireprotectionsystemszw.com (Attn: Privacy) We’re here to help you protect your people, assets, and operations—safely, compliantly, and with respect for your privacy.