Privacy notice.
How we collect, use, share and protect your personal information, in line with the Protection of Personal Information Act 4 of 2013 (POPIA).
Last updated
September 2026
This document is a design prototype and is not legal advice. Policies must be reviewed by the client's attorney before publication.
Client and attorney review required
Firearms licensing requires us to process ID numbers, proof of residence and personal references, which POPIA treats as special personal information. This notice must be reviewed by the client's attorney and a registered Information Officer must be appointed before publication.
Ultimate Firearms Academy is the responsible party for the personal information described in this notice. Our registered address is Unit 15, Time Square, 40 Central Avenue, Klerksdorp, 2570, South Africa.
An Information Officer has been registered with the Information Regulator and is responsible for ensuring we comply with POPIA. Contact details are given at the end of this notice.
We collect only what we need to deliver training, compile and submit licence applications, fulfil orders and answer enquiries.
- Identity information: full name, South African ID number, date of birth, nationality
- Contact information: physical address, postal address, email address, mobile number
- Licensing information: firearm competency certificates, proficiency certificates, licence applications, motivation letters, supporting documents, DFO correspondence
- Order information: purchase history, delivery address, payment confirmation (we do not store card numbers)
- Training information: attendance records, assessment outcomes, unit standards completed
- Technical information: cookies and analytics data, in line with your cookie choices
We process your information for specific, explicitly defined purposes. We do not use it for anything else without asking you first.
- Delivering accredited training and assessing your competence
- Compiling, submitting and tracking firearm licence applications on your behalf
- Drafting motivation letters and supporting documentation
- Fulfilling orders, arranging courier delivery and handling warranty claims
- Responding to enquiries and providing customer support
- Complying with our legal obligations under the Firearms Control Act and tax legislation
- Sending marketing communications, only where you have opted in
We share your information only where it is necessary, and only with parties who are bound to protect it.
- The South African Police Service, for the purposes of competency and licence applications you have instructed us to lodge
- Accreditation bodies and unit standard registrars, for certificate issuance
- Courier and logistics partners, for delivery of orders
- Payment processors, for the purposes of taking payment
- Professional advisers and regulators, where legally required
Firearms licensing records are retained for as long as required by the Firearms Control Act and its regulations, which may be longer than the duration of your application.
Order and tax records are retained for five years as required by the Tax Administration Act. Training records are retained to verify competence if requested by SAPS or a regulator.
Enquiry information is deleted or de-identified within twelve months where it does not lead to a client relationship.
POPIA gives you specific rights over your personal information. You may exercise any of them by contacting our Information Officer.
- To be notified that your information is being collected, and when it has been accessed without authorisation
- To request access to the information we hold about you
- To request correction or deletion of information that is inaccurate, irrelevant, excessive or unlawfully held
- To object to processing in certain circumstances
- To withdraw consent where processing is based on consent
- To lodge a complaint with the Information Regulator
We apply appropriate technical and organisational measures to protect your information, including access controls, secure storage and staff confidentiality obligations. Information submitted to SAPS is transmitted through the official channels required by the Firearms Control Act.
Where we become aware of a security compromise, we will notify the Information Regulator and affected data subjects as required by section 22 of POPIA.
Requests, objections and complaints relating to this notice should be directed to our Information Officer using the details listed below.
- Email: info@ufacademy.co.za
- Telephone: +27 83 593 5570
- Address: Unit 15, Time Square, 40 Central Avenue, Klerksdorp, 2570