1. Information we collect when you engage us
When you contact Pass It On Create through our enquiry form or meet with our advisers, we may collect personal information needed to assess your request and provide suitable advice. This can include your name, contact details, identity information, family details, financial background, employment status, asset information, liabilities, beneficiary details and any documents you choose to share with us. In some cases we may also receive information about trustees, executors, spouses, children or business partners where this is relevant to estate planning, succession or trust structures.
We only collect information that is relevant to the services you ask for. If you do not provide certain details, we may not be able to give complete advice or prepare documents accurately.
2. Why we use your personal information
We use your information to respond to enquiries, prepare and review estate planning and will coordination documents, support trust structuring, carry out retirement income planning and facilitate family meetings or legacy workshops. We may also use it to confirm instructions, complete beneficiary reviews, do liquidity analysis and keep your plan current over time.
- To provide advice and service delivery
- To verify identity and reduce fraud risk
- To maintain records and meet legal duties
- To communicate about appointments, reviews and document requests
- To improve our internal processes and client service
We do not use your information for unrelated marketing without your consent. Our aim is calm, practical support, not pressure.
3. Lawful grounds for processing under POPIA
We process personal information where we have your consent, where it is necessary to perform services for you, where it is required by law, or where we have a lawful business interest that does not override your rights and interests. In practice, this means we may need to keep copies of signed instructions, identity documents, plan reviews, trust records and related correspondence for compliance and professional administration.
Where sensitive or special personal information is involved, such as health-related details in retirement planning or family records used for estate planning, we handle it with additional care and only process it when necessary. We expect clients to share only what is required and not more.
4. Who may receive your information
Your information may be shared with internal team members who need it to assist you, including advisers, estate planning specialists and client service staff. In some matters we may also share relevant details with professional third parties such as attorneys, trustees, fiduciaries, administrators, product providers or tax and legal professionals, but only where this is necessary to carry out your instructions or complete a service.
- Internal advisers and support staff
- Professional service providers acting on your instructions
- Regulators, auditors or other authorities where the law requires it
- Secure technology and record-keeping service providers
We require reasonable confidentiality safeguards from third parties. If your information is transferred outside South Africa, we will take steps to ensure it remains protected in line with POPIA requirements.
5. Storage, security and record retention
We store personal information in secure systems and limit access to people who need it for their work. We use reasonable technical and organisational measures to protect records against loss, unauthorised access, misuse or alteration. No method of storage or transmission is fully risk-free, but we work to keep risk as low as reasonably possible.
We keep records only for as long as needed for the purpose collected, to comply with legal and regulatory obligations, or to protect our legitimate interests in the event of a dispute. Some records may need to be kept for several years after a matter is completed. Where information is no longer required, we dispose of it safely.
6. Your rights and how to exercise them
Under POPIA, you may request access to the personal information we hold about you, ask for corrections if details are wrong, object to certain processing in limited cases, or withdraw consent where processing depends on it. You may also ask us to explain how your information was obtained or used. We may need to verify your identity before acting on a request, and some requests may be limited by legal retention duties.
- Request access to your information
- Ask us to correct or update your details
- Withdraw consent where applicable
- Lodge a complaint with the Information Regulator if needed
To make a privacy request, please use the enquiry form on our contact page. We will review the request and respond within a reasonable time.
7. Cookies, online use and policy updates
When you visit our website, basic technical data may be collected to help the site function properly and to understand general usage patterns. This can include device information, browser type, pages visited and similar information. It is used mainly for security, service improvement and troubleshooting, not for identifying you unless you choose to submit a form.
We may update this privacy policy from time to time to reflect legal changes, service changes or better internal practices. The latest version will apply from the date it is published on our site. Please review it regularly so you remain informed about how your personal information is handled.
Pass It On Create is operated by Astros Marketing (Pty) Ltd and follows this policy in relation to the personal information processed through our services.