MCHOPI Media Legacy (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of personal information and historical materials entrusted to us. This Privacy Policy explains how we collect, use, disclose, and safeguard information in connection with our documentary and archival work. Our work involves handling sensitive historical and personal materials with discretion and care. This Policy reflects our commitment to ethical stewardship, accuracy, and respect for privacy in all engagements.

Scope of This Policy

This Privacy Policy applies to:

• Information collected through our website (mchopimedia.co.za)
• Materials and information submitted for documentary or archival consideration
• Communications with potential and active collaborators
• Historical materials entrusted to us for preservation or documentation

By using our website, submitting materials, or engaging with us, you agree to the terms of this Privacy Policy.

Information We Collect

Information You Provide

• Contact information, including name, email address, and telephone number
• Descriptions of historical materials or narratives submitted for consideration
• Communications relating to potential or active engagements
• Historical documents, photographs, recordings, or other materials submitted for review

Information Collected Automatically

• Website usage data, including pages visited and time spent
• Device, browser, and operating system information
• IP address and general location data

We collect minimal personal data and focus primarily on the historical materials themselves rather than personal information about submitters.

How We Use Information

We use collected information to:

• Review and assess submissions for documentary or archival consideration
• Communicate regarding potential or active engagements
• Carry out documentation, research, and preservation work with accuracy and discretion
• Maintain and improve the functionality of our website
• Comply with legal obligations and protect our legal rights

We do not use submitted materials or personal information for marketing or promotional purposes without explicit consent.

Confidentiality of Historical Materials

Given the nature of our work, we apply heightened protections to historical materials:

• All submissions are reviewed privately and handled with discretion
• Materials are not shared with third parties without explicit authorisation
• For confidential engagements, access may be restricted to designated individuals or entities
• Appropriate safeguards are maintained for both physical and digital materials

Not all work is public facing. Some records are preserved privately, and access is governed by project specific agreements.

Information Sharing and Disclosure

We do not sell, trade, or otherwise disclose personal information or historical materials except in the following circumstances:

• With explicit consent for defined documentary or archival purposes
• To trusted service providers operating under confidentiality obligations
• Where required by law or to protect against legal liability
• In connection with a corporate transaction such as a merger or restructuring

Any use of materials for research, publication, or exhibition is governed by written project agreements.

Data Security

We implement appropriate technical and organisational measures to protect information, including:

• Secure storage for physical archival materials
• Access controls and encryption for digital records
• Confidentiality agreements with staff and contractors
• Periodic review of security practices

While we take reasonable measures to safeguard information, no system can guarantee absolute security.

Your Rights and Choices

Depending on applicable law, you may have rights to:

• Access personal information we hold about you
• Request correction of inaccurate information
• Request deletion of personal information, where appropriate
• Withdraw consent where processing is consent-based

Different considerations may apply to historical materials submitted for documentation or preservation. These are addressed in project-specific agreements. Requests may be directed to: Email: privacy@mchopimedia.co.za

Retention of Information

Information is retained only as long as necessary for the purposes described in this Policy, unless a longer period is required or permitted by law.

• Project materials are retained in accordance with written agreements
• Certain historical records may be retained indefinitely as part of the archival record
• Contact information may be retained for engagement-related communication

Changes to This Policy

We may update this Privacy Policy from time to time. The effective date above reflects the most recent revision. Continued engagement constitutes acceptance of the updated Policy. Material changes will be communicated via our website or direct notice where appropriate.

Statement of Principle

This Privacy Policy reflects our commitment to ethical stewardship of both personal information and historical materials. Our approach prioritises discretion, accuracy, and respect for the historical record.