Privacy Policy

Last updated: 10 February 2026

Tokologo Local Municipality (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect personal information when you use our website:
https://tokologolm.gov.za/ (“the Website”).

This policy is aligned with the Protection of Personal Information Act, 2013 (POPIA) of South Africa.

By using this Website, you agree to the practices described in this Privacy Policy.

1. What Is Personal Information

Personal information means any information that can identify you as an individual, including but not limited to:

• • Name and surname
  • Email address
  • Phone number
  • Physical address
  • Identification numbers (where required for services)
  • IP address and online identifiers
  • Information submitted through forms or applications

2. Information We Collect

We may collect personal information when you:

• • Submit contact or enquiry forms
  • Apply for municipal services or programmes
  • Subscribe to newsletters or notices
  • Report issues or service requests
  • Upload documents
  • Communicate with us by email or through the Website

We may also automatically collect limited technical information such as:

• • Browser type
  • Device type
  • IP address
  • Pages visited
  • Date and time of visits

This helps us improve Website performance and usability.

3. How We Use Your Information

We use personal information to:

• • Respond to enquiries and requests
  • Process service applications and submissions
  • Deliver municipal services and communications
  • Send official notices and updates
  • Improve Website functionality and user experience
  • Meet legal and regulatory obligations
  • Maintain security and prevent misuse

We only process personal information where we have a lawful basis to do so.

4. Legal Basis for Processing

We process personal information where:

• • It is necessary to provide municipal services
  • It is required by law or regulation
  • You have given consent
  • It is necessary for public interest functions
  • It is necessary for legitimate municipal operations

5. Sharing of Information

We do not sell personal information.

We may share personal information:

• • With authorised municipal staff and departments
  • With service providers who support Website or system operations
  • With government bodies where required by law
  • Where necessary to protect rights, safety, or property
  • Where you have given consent

All third-party service providers are required to protect personal information appropriately.

6. Cookies and Website Analytics

The Website may use cookies or similar technologies to:

• • Improve user experience
  • Understand Website usage
  • Support essential Website functions

Cookies are small files stored on your device. You can adjust your browser settings to refuse cookies, but some Website features may not function correctly if you do so.

7. Data Security

We take reasonable technical and organisational measures to protect personal information against:

• • Loss
  • Misuse
  • Unauthorised access
  • Disclosure
  • Alteration or destruction

However, no internet transmission is completely secure, and use of the Website is at your own risk.

8. Data Retention

We retain personal information only for as long as necessary to:

• • Fulfil the purpose for which it was collected
  • Deliver municipal services
  • Meet legal and audit requirements
  • Comply with records management obligations

When information is no longer required, it is securely deleted or anonymised.

9. Your Rights Under POPIA

Subject to applicable law, you have the right to:

• • Request access to your personal information
  • Request correction of inaccurate information
  • Request deletion where appropriate
  • Object to certain processing
  • Withdraw consent where processing is based on consent
  • Lodge a complaint with the Information Regulator

Requests may be submitted using the contact details below.

10. Third-Party Links

This Website may contain links to external websites. We are not responsible for the privacy practices or content of those sites. Users should review their privacy policies separately.

11. Children’s Information

We do not knowingly collect personal information from children without appropriate legal basis or consent from a parent or guardian where required.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last updated” date.

Continued use of the Website means you accept the updated policy.

13. Contact Details

For questions about this Privacy Policy or personal information requests, please contact:

Tokologo Local Municipality
Email: info@tokologolm.gov.za
Phone: 0535410014
Address: Voortrekker St, Boshof, 8340

14. Right to Lodge a Complaint

If you believe your personal information has been processed unlawfully, you may lodge a complaint with:

The Information Regulator (South Africa)
Website: https://inforegulator.org.za/