PRIVACY POLICY

Website: https://incorporateonlinestore.co.za
Last Updated: 16 September 2025

1. INTRODUCTION

Incorporate Online Store (“we,” “us,” or “our”) is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

This policy is designed to comply with the Protection of Personal Information Act 4 of 2013 (“POPIA”), the Consumer Protection Act 68 of 2008 (“CPA”), and the Electronic Communications and Transactions Act 25 of 2002 (“ECTA”).

2. RESPONSIBLE PARTY INFORMATION

Company Name: Incorporate Online Store
Registration Number: [Insert Company Registration Number]
Physical Address: 201 Alpine Road, Springfield, Durban, KZN, South Africa, 4091
Postal Address: 201 Alpine Road, Springfield, Durban, KZN, South Africa, 4091
Email: support@incorporateonlinestore.co.za
Phone: +2781 714 6412
Information Officer: Raeesa Arbee – +2781 714 6412

3. DEFINITIONS

For purposes of this policy:

  • “Personal Information” has the meaning assigned to it in POPIA
  • “Processing” means any operation performed on personal information, including collection, use, storage, and disclosure
  • “Data Subject” refers to you, the person to whom personal information relates
  • “Third Party” means any person other than you or us

4. LAWFUL BASIS FOR PROCESSING

We process your personal information based on the following lawful grounds under POPIA:

  • Consent: Where you have given clear consent for specific processing activities
  • Contract Performance: Where processing is necessary for performing our contract with you
  • Legal Obligation: Where we must process information to comply with legal requirements
  • Legitimate Interests: Where processing is necessary for our legitimate business interests

5. PERSONAL INFORMATION WE COLLECT

5.1 Information You Provide Directly

  • Contact Information: Name, email address, phone number, postal address
  • Account Information: Username, password, and account preferences
  • Payment Information: Billing address, payment method details (processed securely through third-party payment processors)
  • Communication Information: Messages, feedback, and correspondence with us
  • Purchase Information: Products purchased, download history, transaction records
  • Custom Order Information: Project specifications, design requirements, corporate branding guidelines
  • Corporate Account Information: Company details, authorized representatives, procurement contacts
  • Bulk Order Details: Volume requirements, delivery schedules, customization specifications

5.2 Information Collected Automatically

  • Technical Information: IP address, browser type, operating system, device information
  • Usage Information: Pages visited, time spent on site, click patterns, referral sources
  • Cookie Information: Data collected through cookies and similar technologies

5.3 Information from Third Parties

  • Payment Processors: Transaction confirmation and payment status
  • Analytics Providers: Website usage statistics and performance data
  • Marketing Partners: Campaign performance and audience insights (where applicable)

6. HOW WE USE YOUR PERSONAL INFORMATION

6.1 Primary Purposes

  • Service Delivery: Processing orders, delivering digital products, and providing customer support
  • Account Management: Creating and managing your account, authentication, and security
  • Payment Processing: Processing transactions and maintaining financial records
  • Communication: Sending order confirmations, delivery notifications, and customer service messages

6.2 Secondary Purposes (with consent where required)

  • Marketing: Sending promotional emails, newsletters, and special offers
  • Analytics: Understanding website usage patterns and improving our services
  • Legal Compliance: Meeting regulatory requirements and legal obligations
  • Business Operations: Internal administration, record-keeping, and business analysis

7. COOKIES AND TRACKING TECHNOLOGIES

7.1 Types of Cookies We Use

  • Essential Cookies: Required for website functionality and security
  • Performance Cookies: Help us understand how visitors interact with our website
  • Functional Cookies: Remember your preferences and improve your experience
  • Marketing Cookies: Used to deliver relevant advertisements (with consent)

7.2 Cookie Management

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

8. SHARING AND DISCLOSURE OF PERSONAL INFORMATION

8.1 We may share your information with:

  • Service Providers: Payment processors, hosting providers, email service providers, and analytics platforms
  • Legal Authorities: When required by law, legal process, or to protect our rights
  • Business Transfers: In connection with mergers, acquisitions, or asset sales (with appropriate safeguards)
  • Consent-Based Sharing: Other parties where you have given specific consent

8.2 We do not:

  • Sell your personal information to third parties
  • Share your information for marketing purposes without consent
  • Transfer information outside South Africa without appropriate safeguards

9. INTERNATIONAL TRANSFERS

If we transfer your personal information outside South Africa, we ensure:

  • The recipient country has adequate data protection laws, or
  • Appropriate safeguards are in place (such as binding corporate rules or standard contractual clauses), or
  • You have given explicit consent to the transfer

10. DATA RETENTION

10.1 Retention Periods

  • Account Information: Retained while your account is active and for 7 years after closure for legal compliance
  • Transaction Records: Retained for 7 years in accordance with financial record-keeping requirements
  • Marketing Communications: Until you unsubscribe or withdraw consent
  • Technical Data: Typically retained for 12-24 months for analytics purposes

10.2 Deletion

We securely delete personal information when it is no longer needed for the purposes for which it was collected, unless retention is required by law.

11. YOUR RIGHTS UNDER POPIA

You have the following rights regarding your personal information:

11.1 Right of Access

  • Request confirmation of whether we process your personal information
  • Obtain details about the processing, including purposes and recipients
  • Request a copy of your personal information

11.2 Right to Correction

  • Request correction of inaccurate or incomplete personal information
  • Request updates to outdated information

11.3 Right to Deletion

  • Request deletion of personal information in certain circumstances
  • Note: Some information may need to be retained for legal or contractual purposes

11.4 Right to Restrict Processing

  • Request that we limit how we process your personal information in certain circumstances

11.5 Right to Data Portability

  • Request a copy of your personal information in a structured, commonly used format
  • Request transfer of information to another service provider where technically feasible

11.6 Right to Object

  • Object to processing based on legitimate interests
  • Opt-out of direct marketing at any time

11.7 Right to Withdraw Consent

  • Withdraw previously given consent for specific processing activities
  • Note: This does not affect the lawfulness of processing before withdrawal

12. EXERCISING YOUR RIGHTS

To exercise your rights:

  1. Contact us using the details provided in Section 2
  2. Verify your identity (we may request additional information to confirm your identity)
  3. Specify your request clearly and provide relevant details
  4. Response time: We will respond within 30 days of receiving your request

13. DATA SECURITY

13.1 Security Measures

We implement appropriate technical and organizational measures to protect your personal information:

  • Encryption: Data transmitted and stored using industry-standard encryption
  • Access Controls: Limited access to personal information on a need-to-know basis
  • Regular Updates: Security systems and software are regularly updated
  • Staff Training: Employees receive regular training on data protection requirements

13.2 Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will:

  • Notify the Information Regulator within 72 hours
  • Inform affected individuals without undue delay
  • Provide details about the breach and steps being taken to address it

14. CHILDREN’S PRIVACY

Our services are not directed at children under 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will take steps to delete it promptly.

15. THIRD-PARTY LINKS

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites. We encourage you to read their privacy policies before providing any personal information.

16. AUTOMATED DECISION-MAKING

We may use automated systems for:

  • Fraud Prevention: Automated checks to prevent fraudulent transactions
  • Website Personalization: Customizing content based on browsing behavior
  • Marketing: Automated email campaigns based on purchase history

You have the right not to be subject to automated decision-making that significantly affects you, except where necessary for contract performance or where you have given explicit consent.

17. COMPLAINTS AND DISPUTES

17.1 Internal Complaints

If you have concerns about our handling of your personal information:

  1. Contact our Information Officer using the details in Section 2
  2. We will investigate and respond within 30 days
  3. We will work with you to resolve the issue

17.2 Regulatory Complaints

You have the right to lodge a complaint with the Information Regulator:

Information Regulator of South Africa
Website: https://inforegulator.org.za
Email: inforegulator@justice.gov.za
Phone: 012 406 4818

18. MARKETING COMMUNICATIONS

18.1 Opt-In

We will only send marketing communications with your consent, obtained through:

  • Account registration with marketing opt-in
  • Newsletter subscription
  • Explicit consent during purchase process

18.2 Opt-Out

You can unsubscribe from marketing communications:

  • Click the unsubscribe link in any marketing email
  • Contact us directly to remove your details
  • Update your account preferences

19. UPDATES TO THIS POLICY

19.1 Policy Changes

We may update this Privacy Policy to reflect:

  • Changes in applicable laws
  • Updates to our processing activities
  • Improvements to our privacy practices

19.2 Notification of Changes

We will notify you of material changes by:

  • Email notification to registered users
  • Prominent notice on our website
  • Updated “Last Modified” date

20. CONTACT INFORMATION

For privacy-related questions, requests, or complaints:

Information Officer: Raeesa Arbee
Email: raeesa@incorporateonlinestore.co.za
Phone: +2781 714 6412
Address: 201 Alpine Road, Springfield, Durban, KZN, South Africa, 4091
Website: https://incorporateonlinestore.co.za

21. COMPLIANCE STATEMENT

This Privacy Policy complies with:

  • Protection of Personal Information Act 4 of 2013 (POPIA)
  • Consumer Protection Act 68 of 2008
  • Electronic Communications and Transactions Act 25 of 2002
  • Promotion of Access to Information Act 2 of 2000

Last Updated: 16 September 2025
Version: 1.0