Privacy Policy

Last updated: March 2026

1. Introduction

The Archive and Heritage Group (AHG), operating the Public Service Information System (PSIS) at psis.theahg.co.za, is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and, where applicable, the General Data Protection Regulation (GDPR).

2. Information we collect

Name and contact details when you register or submit a research request
Usage data including pages visited, search queries, and session duration
Device and browser information for security and performance monitoring
Correspondence submitted via contact forms or email

3. How we use your information

Facilitating access to archival records and digital objects
Processing research requests and reading room bookings
Improving platform performance and user experience
Complying with legal obligations under POPIA, the National Archives Act, and related legislation

4. Legal basis for processing

Processing is carried out on the basis of your consent, the performance of a contract, compliance with a legal obligation, or our legitimate interests in operating a public-facing archival platform.

5. Data retention

Personal information is retained only as long as necessary for the purpose for which it was collected, or as required by applicable law. Research request records are retained in accordance with the National Archives retention schedule.

6. Sharing of information

We do not sell or rent personal information. Information may be shared with authorised service providers who assist in platform operations, subject to appropriate data processing agreements. We may disclose information where required by law or court order.

7. Your rights

Under POPIA you have the right to access, correct, or request deletion of your personal information. You may submit a Data Subject Access Request (DSAR) by contacting our Information Officer. Under GDPR, additional rights including data portability and the right to object to processing apply to EU-based users.

8. Cookies

This platform uses essential session cookies required for authentication and security. Please refer to our Cookie Policy for full details.

9. Contact

Information Officer: The Archive and Heritage Group
Email: privacy@theahg.co.za
Postal: 490 Barry Hertzog Street, Constantia Park, Pretoria, South Africa