Privacy Policy
Last updated: 25 August 2026
Hallmark Risk & Financial Services (“Hallmark Risk”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit hallmarkrisk.co.za, request an insurance quote, contact us, use our services or otherwise interact with us.
We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African laws and regulations.
1. Who We Are
Hallmark Risk & Financial Services provides insurance, risk management and related financial services, including:
Personal insurance
Business insurance
Construction insurance
Marine insurance
Liability cover
Bonds and guarantees
Reinsurance services
Other specialist insurance and risk solutions
For the purposes of POPIA, Hallmark Risk may act as the Responsible Party in respect of personal information that we collect and process.
Our contact details are:
Hallmark Risk & Financial Services
355 Oak Avenue
Unit 12
Randburg
2194
South Africa
Telephone: +27 11 886 1111
Email: info@hallmarkrisk.co.za
Website: hallmarkrisk.co.za
2. Personal Information We Collect
The personal information we collect depends on how you interact with us and which products or services you request.
It may include:
Information you provide directly
First name and surname
Email address
Telephone or mobile number
Residential, postal or business address
Company or organisation name
Job title or occupation
Details submitted through our contact or quotation forms
Information about the type of insurance or risk-management service you require
Information you provide when requesting a quotation or policy
Correspondence between you and Hallmark Risk
Insurance and risk-related information
Where reasonably required to provide insurance, risk or financial services, we may also collect information such as:
Details of assets, property, vehicles or businesses to be insured
Existing insurance arrangements
Claims history
Risk-related information
Financial information
Identification or registration information
Policy and coverage information
Information required by insurers, reinsurers or underwriting partners
Information required for claims administration
Certain insurance products or claims may require us to process information that POPIA regards as special personal information. Where this occurs, we will process that information only where permitted by law and where it is reasonably necessary for the relevant purpose.
Information collected automatically
When you use our website, certain technical information may be collected automatically, including:
IP address
Browser type
Device type
Operating system
Pages visited
Date and time of visits
Referring website or source
Website interaction and usage information
This information may be collected through cookies, analytics tools and similar technologies.
3. How We Collect Personal Information
We may collect personal information:
Directly from you when you contact us
When you complete an online quotation or enquiry form
When you apply for insurance or another service
During telephone, email or in-person communications
When administering an insurance policy or claim
From insurers, reinsurers, underwriting managers, brokers or other authorised insurance industry participants
From publicly available sources
From third parties where you have authorised the disclosure
From service providers assisting us in delivering our services
Automatically through your use of our website
Where personal information is obtained from another source, we will process it only where permitted under applicable law.
4. Why We Process Your Personal Information
We may process personal information for purposes including:
Responding to enquiries
Providing insurance quotations
Assessing your insurance or risk-management requirements
Recommending appropriate insurance products or coverage
Arranging, administering or renewing insurance policies
Communicating with insurers, reinsurers, underwriting managers and other relevant parties
Processing or assisting with insurance claims
Providing ongoing client support
Managing our relationship with you
Verifying information supplied to us
Preventing fraud, financial crime or misuse of our services
Meeting legal, regulatory and compliance obligations
Maintaining business and financial records
Improving our website, products and services
Measuring website performance and usage
Protecting our systems, staff, clients and business
Sending relevant service information
Carrying out marketing activities where permitted by law
We will not process your personal information in a manner that is incompatible with the purpose for which it was originally collected unless permitted by law.
5. Legal Basis for Processing
Depending on the circumstances, we may process personal information because:
You have consented to the processing;
Processing is necessary to enter into or perform a contract with you;
Processing is required to comply with a legal obligation;
Processing protects a legitimate interest of yours;
Processing is necessary to pursue our legitimate interests or those of a third party, provided your rights and interests are appropriately protected; or
Another lawful basis recognised under POPIA applies.
Where we rely on consent, you may withdraw your consent, subject to applicable legal or contractual restrictions.
6. Insurance Quotations and Applications
When you request an insurance quotation, we use the information you provide to understand your requirements and identify suitable insurance or risk solutions.
We may need to provide relevant information to insurers, underwriting managers, reinsurers or other insurance industry partners to obtain quotations, assess risk or arrange coverage.
Providing certain information may therefore be necessary for us to provide the requested service. If required information is not supplied, we may be unable to provide an accurate quotation or arrange insurance coverage.
7. Sharing Your Personal Information
We do not sell your personal information.
We may disclose personal information where reasonably necessary to:
Insurance companies
Reinsurers
Underwriting managers
Claims administrators and assessors
Insurance brokers or intermediaries involved in providing the requested service
Professional advisers, including lawyers, accountants and auditors
IT, hosting, security and website service providers
Email and communications providers
Analytics and technology providers
Payment or financial service providers where applicable
Regulatory bodies and government authorities
Law enforcement agencies where required by law
Other third parties where you have authorised us to disclose the information
Third parties processing personal information on our behalf are expected to maintain appropriate confidentiality, privacy and information-security measures.
8. Cross-Border Transfers
Some insurers, reinsurers, technology providers or other service providers we work with may operate outside South Africa.
Where personal information is transferred outside South Africa, we will take reasonable steps to ensure that the transfer complies with POPIA and that appropriate safeguards are in place to protect the information.
This may include ensuring that the recipient is subject to laws, contractual obligations or corporate rules that provide an adequate level of protection for personal information.
9. Cookies and Website Analytics
Our website may use cookies and similar technologies to:
Make the website function correctly
Remember preferences
Understand how visitors use the website
Measure website traffic and performance
Improve website content and functionality
Support marketing activities where applicable
Cookies are small data files stored on your device.
You may configure your browser to reject or delete cookies. However, disabling certain cookies may affect how parts of our website function.
Where required, non-essential cookies will be used in accordance with applicable consent requirements.
10. Direct Marketing
We may occasionally send you information about products, services or developments that may be relevant to you where permitted by law.
Where POPIA requires consent for electronic direct marketing, we will obtain the necessary consent before sending such communications.
You may opt out of marketing communications at any time by:
Using the unsubscribe option included in the communication; or
Contacting us at info@hallmarkrisk.co.za.
Opting out of marketing communications will not prevent us from sending communications that are necessary to administer an existing policy, enquiry, quotation or client relationship.
11. How Long We Keep Personal Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, subject to:
Legal and regulatory requirements
Insurance industry obligations
Contractual requirements
Tax and accounting requirements
Claims and dispute-resolution requirements
Legitimate business purposes
Once information is no longer required and we are not legally entitled or required to retain it, it will be securely deleted, destroyed or de-identified where reasonably practicable.
12. Information Security
We take reasonable technical and organisational measures to protect personal information against:
Loss
Damage
Unauthorised destruction
Unauthorised access
Unlawful processing
Accidental disclosure
Alteration or misuse
Our security measures may include access controls, system security, secure storage, staff procedures, technical safeguards and controls over third-party service providers.
No electronic transmission or storage system can be guaranteed to be completely secure. We therefore continually assess and update appropriate safeguards based on the risks associated with the information we process.
13. Personal Information Breaches
If we become aware of a security compromise affecting personal information under our control, we will investigate the incident and take appropriate steps in accordance with POPIA.
Where required by law, we will notify the Information Regulator of South Africa and affected individuals.
14. Your Rights Under POPIA
Subject to applicable law, you have the right to:
Ask whether we hold personal information about you
Request access to your personal information
Request correction or updating of inaccurate personal information
Request deletion or destruction of personal information where permitted
Object to the processing of your personal information in certain circumstances
Withdraw consent where processing is based on consent
Object to direct marketing
Request information about third parties that have had access to your personal information where applicable
Lodge a complaint with the Information Regulator
We may need to verify your identity before responding to a request involving your personal information.
Certain rights may be limited where Hallmark Risk is legally required or entitled to retain or process the relevant information.
15. Keeping Your Information Accurate
We take reasonable steps to ensure that personal information under our control is complete, accurate and up to date where necessary.
Please inform us if your contact details or other relevant personal information change.
You can request a correction by contacting us at info@hallmarkrisk.co.za.
16. Children’s Personal Information
Our website and services are not primarily directed at children.
Where we are required to process the personal information of a child in connection with an insurance policy, claim or other service, we will do so only where permitted by POPIA, including where appropriate authorisation has been obtained from a parent, guardian or other competent person.
17. Third-Party Websites
Our website may contain links to websites operated by third parties.
Hallmark Risk does not control the privacy practices or content of those websites. We recommend reviewing the privacy policy of any third-party website before providing personal information.
18. Complaints to the Information Regulator
If you believe that your personal information has been processed in contravention of POPIA, we encourage you to contact us first so that we can attempt to resolve the matter.
You also have the right to lodge a complaint with:
Information Regulator (South Africa)
Woodmead North Office Park
54 Maxwell Drive
Woodmead
Johannesburg
2191
Telephone: 010 023 5200
Toll Free: 0800 017 160
General enquiries: enquiries@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
19. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our business practices, services, technology or legal obligations.
Any updated version will be published on this website and the “Last updated” date at the top of the policy will be amended.
We encourage you to review this Privacy Policy periodically.
20. Contact Us
If you have any questions about this Privacy Policy or how Hallmark Risk handles personal information, please contact:
Hallmark Risk & Financial Services
355 Oak Avenue, Unit 12
Randburg, 2194
South Africa
Telephone: +27 11 886 1111
Email: info@hallmarkrisk.co.za