Privacy Policy

1. What is Personal Information?

Personal information means information relating to an identifiable natural person or, where applicable, an identifiable juristic person. This may include information that identifies you directly or indirectly, including your personal, financial, contact, insurance, claims, risk and policy-related information.

2. Information We Collect

Nova may collect and process personal information required to provide insurance advisory, intermediary, policy servicing, claims support and related services. This may include:

• full name and surname;

• company or entity name;

• identity number, passport number or registration number;

• contact details, including phone number and email address;

• physical, postal and risk addresses;

• policy information;

• claims information;

• financial and premium-related information;

• information relating to assets, property, vehicles, businesses or other insured risks;

• underwriting information;

• claims history;

• supporting documents provided for quotations, claims, endorsements or renewals.

Personal information may be collected directly from you or from authorised third parties, including your appointed representative, insurer, underwriting manager, administrator, broker, employer, body corporate, property manager, service provider or other authorised party. Where personal information is not collected directly from you, Nova will take reasonable steps to ensure that the information was lawfully obtained.

3. Why We Process Personal Information

Nova processes personal information for lawful business, insurance, advisory, intermediary, compliance and administrative purposes. This may include:

• providing insurance advisory and intermediary services;

• assessing insurance needs and risk profiles;

• obtaining quotations from insurers, underwriting managers or administrators;

• placing, amending, renewing or servicing insurance policies;

• processing and supporting claims;

• communicating with clients, insurers and service providers;

• verifying identity and client information;

• preventing fraud, financial crime and unlawful activity;

• complying with legal, regulatory and contractual obligations;

• maintaining proper records;

• resolving complaints and service issues;

• managing client relationships and ongoing policy servicing.

Nova will only process personal information where there is a lawful basis to do so, including consent, contractual necessity, legal obligation, legitimate business interest or another lawful ground recognised under POPIA.

4. Sharing Personal Information

Nova may share personal information where necessary to provide insurance-related services or comply with legal and regulatory obligations. Personal information may be shared with:

• insurers;

• underwriting managers;

• insurance administrators;

• claims handlers;

• assessors;

• loss adjusters;

• repairers, contractors or service providers;

• compliance officers;

• legal advisers;

• auditors;

• regulators;

• technology and system providers;

• authorised representatives or appointed service providers.

Nova will take reasonable steps to ensure that third parties who receive personal information process it lawfully, securely and only for the purpose for which it was provided. Nova will not sell personal information to third parties.

5. Information Security

Nova takes reasonable and appropriate measures to protect personal information against loss, unauthorised access, misuse, disclosure, alteration or destruction. These measures may include:

• controlled access to systems and records;

• secure document storage;

• password and user access controls;

• email and communication safeguards;

• document retention and disposal procedures;

• internal access restrictions;

• monitoring and response procedures for security incidents.

While Nova takes reasonable steps to secure personal information, no system or transmission method can be guaranteed to be completely secure.

6. Retention of Personal Information

Nova will retain personal information for as long as necessary to fulfil the purpose for which it was collected, to provide ongoing services, to comply with legal and regulatory obligations, or to maintain proper insurance and compliance records. Where information is no longer required, Nova will take reasonable steps to securely delete, destroy or de-identify it, subject to applicable legal and recordkeeping requirements.

7. Your Rights

You have the right to:

• request access to your personal information;

• request correction of inaccurate or outdated information;

• request deletion of information where legally permissible;

• object to the processing of your personal information in certain circumstances;

• withdraw consent where processing is based on consent;

• lodge a complaint regarding the processing of your personal information.

Nova may need to verify your identity before processing any request relating to your personal information. Certain requests may be subject to legal, regulatory, contractual or recordkeeping limitations.

8. Documents Available on Request

The following documents or forms may be made available on request where applicable:

• Personal Information Request Form;

• Complaint Form;

• POPIA / PAIA related documentation;

• Privacy-related request forms.

Requests can be sent to: info@novainsurance.co.za

9. Website and Electronic Communication

When you use the Nova website, submit an enquiry or communicate with Nova electronically, Nova may collect information necessary to respond to your request and manage the relationship. This may include contact details, enquiry details, form submissions and related communication records. Where the website uses cookies, analytics or tracking technologies, Nova will disclose this where required and use the information for website functionality, performance, security and service improvement purposes.

10. Lodging a Complaint with the Information Regulator

If you believe that your personal information has been processed unlawfully or that your rights under POPIA have been infringed, you may contact Nova first so that the matter can be reviewed. You may also lodge a complaint with the Information Regulator of South Africa. Information Regulator South Africa Telephone: 010 023 5200 POPIA Complaints: POPIAComplaints@inforegulator.org.za PAIA Complaints: PAIAComplaints@inforegulator.org.za Website: www.inforegulator.org.za

11. Contact Nova

For questions, requests or concerns relating to this Privacy Policy or the processing of personal information, contact: NovaOne Advisory (Pty) Ltd | Email: info@novainsurance.co.za | Website: www.novainsurance.co.za

12. Changes to This Policy

Nova may update this Privacy Policy from time to time to reflect changes in law, business operations, systems, service providers or regulatory requirements. The latest version will be made available on the Nova website.