1. INTRODUCTION

Aurex Private Limited recognises the importance of privacy and security of our customers, suppliers and stakeholders’ personal information. Aurex values the trust stakeholders place in us, to protect their personal information and respect the right to privacy. While new technologies have dramatically changed the way information is gathered, used and stored, preserving customer trust and the privacy of personal information at Aurex remains a strategic priority. We believe it is important to clarify to our stakeholders, how information is being collected, stored, used, and shared at Aurex, the benefits such use provides, and the safeguards put in place against unauthorized access and use. We respect your privacy and the confidentiality of your personal information, and we appreciate the opportunity to do business with you.

• OUR PRIVACY PRINCIPLES

Aurex will only collect, transfer, process and store stakeholders’ personal information with your express permission unless legally required to do so and will only use such information for the lawful purpose for which it is required. Aurex will disclose the specific purpose for which we use, request, and store your personal information. Aurex will also keep a record of that personal information and the specific purpose for which it has been collected for. Aurex will not use your personal information for any other purpose, other than that which was disclosed, unless express consent to do so is given, or unless permitted to do so by law.

• INFORMATION WE COLLECT

The personal data we collect from/process on you includes the following:

DATA CATEGORY	TYPES OF DATA
Employee data	HR records, payroll administration, performance evaluations, disciplinary records, training history, security vetting forms, medical health details
Customer data	Names, contact details, address, sales invoices, customer support interactions, customer due diligence
Supplier and vendor information	Contact persons, contractual agreements, banking details for payments, supplier due diligence
System and network logs	IP addresses, device IDs, login timestamps, error logs, user session activity
Marketing data	Mailing lists, social media interactions, customer data, promotional campaign responses
Financial data	Bank account details, payment records, bank statements
CCTV footage	Surveillance recordings collected for security and monitoring purposes
Website data	IP addresses, cookies, geolocation data, user behaviour analytics, user activity logs
Information submitted through the website	Contact forms, inquiry submissions, newsletter signups, product/service feedback
Applicant CVs and recruitment data	CVs, Cover letters, references, identification documents, qualifications, interview notes
Visitor’s logbooks	names, ID numbers, contact details, residential address, entry/exit times recorded at company premises

The personal data that Aurex collects will be used for providing products/services to our stakeholders, as well as for marketing purposes and fulfilment of our contract obligations, etc.

Aurex is bound by the following legal basis for processing the personal data we collect:

• Legal/regulatory obligation.
• Data subjects’ consent.
• Performance of contract obligations.

• Legitimate interest.
• Vital interest.
• Public interest.

• CONSENT

Aurex requires your explicit consent to process collected personal data. By consenting to this privacy policy, you are giving Aurex the permission to use/process your personal data specifically for the purpose identified before collection.

If, for any reason, Aurex is requesting sensitive personal data from you, it will notify why and how the information will be used. You may withdraw consent at any time by sending your request for Withdrawal of Consent to dataprotection@aurex.co.zw.

• Disclosure

Aurex will not pass on your personal data to third parties without first obtaining your consent.

• Data Subject Right Request

At any point while Aurex is in possession of or processing your personal data, you, the data subject, have the right to:

• Request a copy of the information that we hold about you.
• Correct the data that we hold about you that is inaccurate or incomplete.
• Ask for the data we hold about you to be erased from our systems/record.
• Restrict processing of your personal data where certain conditions apply.
• Have the data we hold about you transferred to another organisation.
• Object to certain types of processing like direct marketing.
• Object to automated processing like profiling, as well as the right to be subject to the legal effects of automated processing or profiling.
• Judicial review: if Aurex refuses your request under rights of access, we will provide you with a reason as to why, and you have the right to complain as outlined in clause 4.3 below.

All the above requests will be forwarded, should there be a third party involved in the processing of your personal data.

• Complaints

If, for any reason, you wish to make a complaint about how Aurex (or any of our third parties described in 4.1 above) processes your personal data, or how your complaint has been handled, you have the right to lodge a complaint directly with the Data Protection Officer of Aurex.

When you wish to file a data privacy complaint, you are required to send a request to dataprotection@aurex.co.zw,. The Data Protection Officer shall contact you within fourteen days to validate the request for processing.

• PRIVACY STATEMENT
  • How We Use Your Information

This privacy notice tells you how we, Aurex, will collect and use your personal data for employment, relationship management, profiling, business analytics/development, communication, registration, subscription, cookies, and all-round efficient service delivery.

• Information We Collect on Our Various Channels

Aurex may collect some personal information from you directly and  may also collect information when you enquire about our products and services on our various platforms which includes the company website (www.aurex.co.zw), Twitter, Instagram, WhatsApp/Facebook and in-store or events.

• We may collect information when you enquire through the company website (www.aurex.co.zw)

When you visit our website, we may collect personal details such as your name, email address, and contact number when you fill out contact forms or subscribe to our newsletters. Additionally, we use cookies to gather technical data including your IP address, browsing behaviour, and device information. This information helps us process your inquiries and orders, enhance your user experience, and personalise the content you see.

• We may collect information when you enquire through Twitter/Instagram

When you interact with us on Twitter or Instagram, we may collect publicly available information such as your username, profile photo, and any messages or comments you leave on our posts or in direct messages. We may also observe engagement patterns like likes, shares, and retweets. This information is used to respond to your queries, assess customer feedback, and tailor our marketing strategies to better suit our audience.

• We may collect information when you enquire through Facebook/WhatsApp

If you reach out to us via Facebook or WhatsApp, we may collect your name, phone number, and any other profile information you share during the conversation. We also retain chat histories to assist with follow-up questions, service requests, or order management. This allows us to provide you with more personalised and responsive customer support across these platforms.

• We may collect information when you enquire in-store and events

If you visit our physical stores or attend one of our events, we may collect personal details such as your name, contact number, and preferences, particularly if you register for a warranty, sign up for a loyalty program, or provide feedback. This information is used to deliver in-person services, track customer satisfaction, and offer tailored post-sale engagement.

• We may collect your information when you seek a business relationship with us

When you seek services from us in the course of contractual or customer relationships between you, your organisation, and Aurex, we collect business contact information and other personal information in order to provide you with the services you have requested. When you purchase goods or services from Aurex, we may collect your bank account and other information necessary to process payments.

• Why Does Aurex Need to Collect and Store Personal Data?

Aurex collects your personal data in order for us to provide you with our services as mentioned in clause 5.1 above. Aurex is committed to ensuring that the information it collects, and uses is appropriate for this purpose(s) only and will in no way invade your privacy. If there is a need to use your personal data for marketing purpose, Aurex will seek specific prior consent from you.

• Will Aurex Share My Personal Data with Anyone Else?

Aurex only shares personal information with other companies or individuals in the following limited circumstances:

• Where Aurex has your consent. Aurex, requires consent for the sharing of any sensitive personal information.
• Aurex may pass your personal data to third-party service providers contracted by it. Any third party that we may share your personal data with is under an obligation to secure your details and use them only to fulfil the service for which they were contracted. When they no longer need your details to fulfil this service, the data will be disposed in line with the Aurex’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are required to do otherwise, legally.
• Aurex has a good faith belief that access, use, preservation or disclosure of such information is reasonably necessary to (a) satisfy any applicable law, regulation, legal process or enforceable governmental request, (b) enforce applicable terms of service, including investigation of potential violations thereof, (c) detect, prevent, or otherwise address fraud, security or technical issues, or (d) protect against imminent harm to the rights, property or safety of Aurex, its employees or the public as required or permitted by law.
• If Aurex becomes involved in a merger, acquisition, or any form of sale of some or all of its assets, we will provide notice before personal information is transferred and becomes subject to a different privacy policy.

• How Will Aurex Use the Personal Data It Collects?

Aurex will process (collect, use, and store) the information you provide in a manner that complies with the Cyber and Data Protection Act and Regulations. Aurex will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. Aurex is required to retain information in accordance with the law, such as information needed for audit purposes. The retention period for certain kinds of personal data may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Information collected will be used for:

• Product/Services

Aurex will use your data we have collected to authenticate you and authorize access to our services. These services include, amongst others KYC/KYS validation, recruitment, service delivery, sales, among others.

• Communication

Aurex will contact you through email, phone calling and text messages. We will send you messages about the availability of our services, promotions, new products, security, or other service-related issues.

• Advertising and Marketing

Aurex will serve you tailored advertisements through our website, other channels, and media of our services.

• Customer Support

Aurex will use the data needed to investigate, respond to, and resolve complaints and product/service issues.

• Security, Fraud, and Investigations

Aurex will use your data for security purposes or to investigate possible fraud or other violations of this Privacy Policy and/or attempts to harm our customers and/or visitors.

• How do we secure your information?

Ensuring the security of our systems and safeguarding our users’ information is of utmost importance to Aurex. It is fundamental to upholding the integrity of our brand and providing our stakeholders with a secure and trustworthy experience across all our platforms, including our website, advertising services, products, and technologies. Our commitment to protecting user data is integral to maintaining the trust our customers place in us:

• Aurex has technical, administrative, and physical safeguards in place to help protect against unauthorised access, use or disclosure of customer information we collect or store.
• Aurex implements a variety of security measures to maintain the safety of your personal information when you enter, submit, or access your personal information.
• Aurex offers the use of a secure transmission, processing and storage services using standardised security safeguards.
• Your personal information may be accessible by those authorised with special access rights to such systems and are required to keep the information confidential.
  • Under What Circumstances Will Aurex Be in Contact?

Aurex will contact you only when necessary and relevant to the services we provide.

• Can I Find Out the Personal Data That Aurex Holds About Me?

Aurex, at your request, can confirm what information we hold about you and how it is processed. If we do hold your personal data, you have the right to request the following information:

• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• Information about interests, if the processing is based on the legitimate interests of Aurex or a third party.
• The categories of personal data collected, stored, and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• Information about how we intend to securely transfer the personal data to a third party or international organisation. POTRAZ will approve sending personal data to other countries (cross border transactions). In other cases, we will ensure there are specific measures in place to secure your information.
• How long the data will be stored.
• Details of your rights to correct, erase, restrict or object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority, POTRAZ.
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if you didn’t provide it directly.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

• How long will Aurex Store My Personal Data?

As part of providing our services, we create customer profiles to track sales activity, manage orders, and offer personalized service. Aurex retains your personal data for as long as your account remains active or as necessary to fulfil ongoing business purposes such as order history, customer support, and after-sales service. Your information is securely stored and only accessed by authorised personnel. Once your account becomes inactive and there is no further legitimate business need to retain your data, Aurex will delete or anonymise it in accordance with applicable legal requirements and our internal data retention policies.

• What Forms of ID Will I Need to Provide in Order to Access My Personal Data?

To request access to your personal data, you will be required to provide valid identification. Acceptable forms of ID include, but are not limited to, a passport, national identity card, or driver’s license.

• ACCOUNT CLOSURE

Aurex may retain your personal data even after you have terminated your relationship with the company if reasonably necessary to comply with our legal obligations (including law enforcement requests), meet regulatory requirements, resolve disputes, maintain security, and prevent fraud.

• PROTECTING CHILDREN’S PRIVACY

Our services are for a general audience. Aurex does not knowingly collect, use, or share information that could reasonably be used to identify children without prior parental consent consistent with applicable law.

• CHANGES TO OUR PRIVACY POLICIES

The Privacy Notice will be updated from time to time to reflect changes to our information practices or for ongoing alignment with changes in relevant laws and regulations. Where there are material changes to the policy, Aurex, will provide adequate prior notice through various channels including website prior to the change becoming effective. Aurex encourages stakeholders to periodically review our website page for updates on our privacy practices.

• CONTACT US

If there are any questions regarding this Privacy Notice, any further information you would need, or a data breach incident you would like to report on, please contact us using the information provided below.

Data Protection Officer

No. 1 Hacha Road, Ruwa

P. O. Box AY115

Amby, Harare, Zimbabwe

dataprotection@aurex.co.zw

+263 242 132 826

1. APPROVAL AND ADOPTION

This Privacy Notice has been reviewed and approved by the Board of Directors of Aurex. By signing below, the undersigned confirm their agreement with the provisions set forth in this policy and commit to its implementation in accordance with the company’s governance framework.