Highveld Taxidermists
Privacy Policy

Effective 19 May 2026

1. About this notice

This Privacy Policy explains how Highveld Taxidermists Inc(“Highveld”, “we”, “us”, “our”) collects, uses, shares, and protects personal information. It applies to clients, professional hunters, outfitters, agents, and any other individual whose information we process in connection with our taxidermy and production services.

Highveld Taxidermists Inc is incorporated in the United States and is the data controller for the information described here. The taxidermy production work is performed by our affiliated facilities in South Africa, and information you provide is therefore processed across both jurisdictions. Our internal customer relationship management system, available at crm.highveld.biz, is an operational tool used by our staff and affiliates to deliver these services and is not open to the general public.

2. Information we collect

We collect and process the following categories of information:

  • Identification and contact details: full name, postal and physical address, email address, phone number, and where applicable middle name and outfit / company name.
  • Identity numbers and travel documents: national identity number, passport number, and tax reference number, where required to fulfil CITES, customs, firearms, or tax obligations for trophy shipments.
  • Trophy and job information: details of animals hunted, photographs of raw material and finished work, weights, measurements, sex, location of harvest, and shipping instructions.
  • Financial and billing information: billing and shipping addresses, currency preference, invoice numbers, payments received, and references to records held by our accounting providers.
  • Communications: emails, messages, and other correspondence between you and our staff that relate to your jobs.
  • System and audit information: records of staff actions taken on your records inside our CRM, kept for accountability and dispute resolution.

3. How we use your information

We process this information in order to:

  • receive raw material, quote, produce, finish, and ship taxidermy work to you or your representative;
  • issue invoices, collect payment, and account for our business;
  • apply for and maintain CITES, provincial conservation, firearms, and destination-country import permits in respect of your trophy shipments;
  • communicate with you about quotes, jobs, payments, shipments, and other operational matters;
  • pay commissions to professional hunters and outfitters who referred work to us;
  • comply with our obligations under tax, customs, conservation, and other applicable laws; and
  • improve our services and maintain the security and integrity of our systems.

We rely on the lawful bases of performance of a contract, compliance with a legal obligation, and our legitimate interests in running our business. Where applicable law requires consent (for example, for direct marketing communications) we obtain it separately.

4. How we share your information

We do not sell your personal information. We share it only as necessary to deliver our services or to meet legal requirements, including with:

  • Accounting providers: Intuit Inc. (QuickBooks Online) for clients billed in USD and other international currencies, and Xero Limited for clients billed in South African Rand. We push invoice, customer, item, and payment information to these systems and reconcile records against them.
  • Productivity and email infrastructure: Microsoft Corporation (Microsoft 365, including Outlook, Entra ID, and Microsoft Graph) for staff identity, email, and calendar.
  • Cloud hosting: Amazon Web Services, Inc., which hosts our databases, file storage, and application servers in the London (eu-west-2) region, with encrypted backups copied to Frankfurt (eu-central-1).
  • Shipping and freight forwarders: carriers and brokers handling the export of your trophies, who require name, address, contact, and customs information.
  • Government authorities: the South African Revenue Service, the Department of Forestry, Fisheries and the Environment, provincial conservation authorities, and equivalent authorities in destination countries, where required for permits, taxes, or lawful requests.
  • Professional advisors: our auditors, attorneys, and insurers, where reasonably required.
  • Professional hunters and outfitters: limited information about the jobs they referred, so that they can review progress and reconcile commission payments.
  • Affiliated production facilities in South Africa: the operational teams that physically receive, work on, and prepare your trophies for shipment. They access the same CRM under the same access controls described in this notice.

We require each of these recipients to handle your information in a confidential and secure manner consistent with this notice and applicable law.

5. International transfers

Highveld Taxidermists Inc is incorporated in the United States, but information you provide is processed across multiple jurisdictions. In particular, our databases, file storage, and backups reside in the United Kingdom and the European Union (hosted by Amazon Web Services in its London and Frankfurt regions); our accounting and email providers are headquartered in the United States; and the actual taxidermy production is carried out by our affiliates in South Africa, who access the CRM from there. Where required, we rely on the protections offered by these providers’ standard contractual clauses or equivalent safeguards. Privacy laws differ between jurisdictions and the destination country may not offer the same level of legal protection for personal information as your country of residence.

6. How long we keep your information

We keep job, invoice, permit, and shipping records for as long as we are required to under applicable United States federal and state tax, customs, and wildlife record-keeping rules — generally seven years for financial and tax records, and longer where US Fish and Wildlife Service, CITES, or firearms record-keeping rules apply. Records held by our South African production affiliates are kept for the corresponding periods required by South African tax and conservation law. Contact records are retained for as long as the relationship is active and for a reasonable period afterwards so that we can respond to follow-up enquiries, warranty claims, and audits. When information is no longer required, we delete or anonymise it.

7. Security

We protect your information using a combination of technical and organisational measures, including encryption of data at rest and in transit, role-based access controls inside our CRM, audit logging of staff actions, restricted access to sensitive identity documents, single sign-on with multi-factor authentication for staff accounts, daily encrypted backups, and a documented restore drill. No system is perfectly secure, but we take reasonable steps to protect your information from loss, misuse, and unauthorised access.

8. Your rights

Subject to applicable law, you may have the right to:

  • request access to the personal information we hold about you;
  • request correction of inaccurate or incomplete information;
  • request deletion of information that we no longer have a lawful basis to retain;
  • object to or request restriction of certain processing activities; and
  • withdraw any consent you previously gave (without affecting processing that took place before the withdrawal).

California residents: the California Consumer Privacy Act, as amended, gives you the right to know what personal information we collect, the categories of sources and recipients, to request deletion or correction of that information, and to be free from discrimination for exercising those rights. We do not sell or share personal information for cross-context behavioural advertising.

South African data subjects: where personal information is processed by our South African production affiliates, you also have the rights set out in the Protection of Personal Information Act, 2013 and may lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, please contact us at the address in section 11. We may need to verify your identity before acting on your request.

9. Children

Our services are intended for adult clients and intermediaries. We do not knowingly collect information from children under the age of 18. If you believe we hold information about a child, please contact us so that we can review and, where appropriate, delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Effective” date at the top of the page. Material changes will be highlighted, and where required by law we will seek your renewed consent.

11. Contact us

If you have any questions about this Privacy Policy, or wish to exercise any of your rights, please contact our Privacy Officer at:

Highveld Taxidermists Inc
Attn: Thomas Ochsenbein, Privacy Officer
15720 Brixham Hill Avenue
Charlotte, NC 28277
United States of America
Email: info@highveld.biz