Privacy Policy

Last updated: 8 October 2026.

This policy covers information handled by ITM Business Solutions for its website and business-support services. It does not replace the privacy notices of government authorities, banks, email providers or other independent organisations. The Terms and Conditions explain our service arrangements; our Document Handling guidance explains preparation and safe sharing of documents.

ITM Business Solutions is responsible for deciding how information collected for its own enquiries, accounts and client administration is used. Where we handle information on an organisation's instructions for an agreed service, those instructions and the applicable legal requirements also apply. Independent authorities receiving an authorised submission are responsible for their own processing.

For privacy questions or requests, use the email, telephone or office details on our Contact page, addressing your message to the Privacy Contact at ITM Business Solutions. These are the current business contact details. Please use a private communication channel rather than a public comment to raise a privacy concern.

When you contact us or request a quotation, we collect the information you submit: your name, email address, telephone or WhatsApp number, preferred contact channel, organisation name, registration status, selected service or goal, urgency and message. We record your enquiry reference and the time you give permission for us to contact you about the request.

If you register an account, we hold account details such as your name, email address, protected password information and account verification or security settings. An enquiry submitted while signed in may be linked to your account. Our staff may record relevant follow-up messages, service notes and agreed next steps.

For an agreed service, additional information may be necessary, such as an organisation's registration details, authorised representatives, relevant identity information, tax or employer records and supporting documents. The requirements depend on the service; please do not send these with an initial general enquiry unless requested through an appropriate channel.

Website and security systems may also process technical information such as IP addresses, browser details, session records and access logs. This supports website operation and investigation of errors or misuse. We do not need your banking PIN, one-time authentication codes or official-portal passwords through a general enquiry form or chat.

We use relevant information to respond to enquiries, understand your intended outcome, assess requirements, prepare quotations, deliver an agreed service and communicate progress. We also use it to administer accounts, maintain service and financial records where applicable, protect the website, resolve complaints and meet legal obligations.

An enquiry is reviewed by a consultant before a paid service is recommended. Selecting a service or indicating urgency does not constitute an automated approval, authority decision or guarantee of completion.

The enquiry form asks permission to store your submitted information and contact you about that request. This is not permission for unrelated promotional messages. Where processing is necessary for a requested service, a legal duty or another permitted purpose, we rely on the applicable lawful ground rather than treating all processing as consent-based. Additional sensitive information will require an appropriate legal basis and safeguards.

You may withdraw consent by contacting us. Withdrawal does not invalidate processing already carried out lawfully; information may still need to be retained or used for an independent legal obligation or the establishment or defence of legal rights. We will explain any relevant limits when handling your request.

If you provide information about directors, employees, trustees or other people, ensure that you are authorised to do so and that they understand the purpose of the disclosure. Supply only information needed for the agreed task. Tell us promptly if information is inaccurate or your authority changes. Additional safeguards and appropriate representative authority are required where information concerns a child or a person unable to act for themselves.

Relevant information may be accessed by authorised staff and consultants working on your enquiry or service. Service providers supporting hosting, email delivery or other necessary business operations may process information for those purposes. We aim to limit access and disclosure to what is needed for the task.

Where your agreed service involves an external submission, we may disclose the required information to the relevant registration, tax, employer, procurement or licensing authority, or another recipient you authorise. We may also disclose information when legally required, to respond to a lawful request or to protect legal rights. We do not sell enquiry information. Client documents are not public marketing material.

The website uses session and security cookies to maintain sign-in state, protect forms and remember information needed during a visit. Blocking these cookies can prevent sign-in or successful form submission. Browser settings allow you to manage or delete cookies.

If optional analytics or advertising technologies are introduced, the relevant notice and any required choices must be provided before their use. This policy does not represent your enquiry consent as consent to advertising tracking.

Choosing WhatsApp, email or telephone means communications also pass through the relevant provider's systems. Those providers have their own terms and privacy practices. If you prefer another available channel, tell us. Do not send sensitive records to an unverified number or email address.

Communications or technology providers may process information outside Zimbabwe. Where this occurs, applicable transfer requirements and safeguards must be addressed. You may ask us about the providers and safeguards relevant to your information. Choosing a communication channel does not waive your rights under Zimbabwean law, and we do not promise that all data remains within Zimbabwe.

We seek to use reasonable organisational and technical measures appropriate to the information and the service, including access restrictions and account protections. No internet transmission or storage system can be guaranteed completely secure. Please use a unique account password, keep access details private and notify us promptly of suspected misuse or an incorrectly addressed communication.

Keep your original records and your own copies of final documents. An enquiry reference is not a secure document-storage facility. If an incident affects personal information, we will assess it and make notifications required by applicable law.

We retain information for the purpose for which it was collected and for applicable record-keeping, complaint or legal requirements. Relevant factors include whether an enquiry remains active, the duration of the service relationship, financial or regulatory obligations and unresolved disputes. We do not promise one fixed retention period for every record type.

When information is no longer needed, it should be securely deleted or anonymised as appropriate. Backup copies may persist until their normal replacement cycle, and records required by law cannot always be deleted immediately. Contact us if you need information about retention of a particular record.

Subject to applicable law, you may request access to your personal information, correction of inaccurate information, or deletion or restriction where justified. You may object to relevant processing and withdraw consent where consent is the basis used. These rights are not unconditional; legal record-keeping and other people's rights may affect the response.

Describe your request and provide enough detail for us to locate the relevant records. We may need proportionate identity or authority verification before disclosing information. We will explain the outcome and any lawful limitation. You may also raise a concern with Zimbabwe's Data Protection Authority, POTRAZ, through its official website; you do not have to waive that right to use our services.

We may update this policy when services, processing practices or legal requirements change. The date above identifies the current wording. Material changes will be communicated where required. A revised policy does not retrospectively authorise a new use of your information that requires a separate lawful basis or consent.