Coolhost (Pty) Ltd (“we”, “us”, or “our”) respects your privacy and is committed to protecting your personal information in accordance with South African law, specifically the Protection of Personal Information Act (POPIA). This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you visit our website or use our services.
1. Definitions
- Personal Information: Any data that can be used to identify an individual, such as names, contact details, IP addresses, or payment information.
- Data Subject: The person to whom the personal information relates.
- Operator: A third party that processes data on behalf of Coolhost.
2. What Information We Collect
We collect the following categories of personal information:
a. Information You Provide Directly
- Full name
- Email address
- Physical address and billing address
- Phone number
- ID or company registration number (for certain services)
- Payment details (card information is securely processed by third-party providers)
- Domain ownership details
b. Information Collected Automatically
- IP address
- Browser type and version
- Operating system
- Referring website addresses
- Usage data and access times
c. Information from Third Parties
- Identity verification services
- Domain registries (e.g. ZACR)
- Payment gateways
3. How We Use Your Information
Your personal information is used for the following purposes:
- To register and manage your hosting, domain, and other services
- To process payments and invoices
- To respond to support requests and provide customer service
- To send important notices and administrative emails
- To comply with legal or regulatory obligations
- To detect and prevent fraud or misuse
- To improve our website functionality and service offerings
4. Legal Basis for Processing
We process your personal information on the following lawful bases:
- Consent – where required (e.g. for marketing)
- Contractual necessity – to provide the services you request
- Legal obligation – to comply with South African laws
- Legitimate interests – for fraud prevention, network security, and service improvement
5. Disclosure of Information
We do not sell your personal information. However, we may share it with:
- Domain registries and registrars (e.g., ZACR for .co.za domains)
- Payment processors (e.g., PayFast or credit card processors)
- Technical partners (e.g., for email security, DNS, backups)
- Legal authorities when required by law or court order
- Our employees or service providers under strict confidentiality agreements
6. Cookies and Tracking Technologies
Our website uses cookies and tracking tools to:
- Improve website performance
- Personalize your experience
- Analyze traffic and user behaviour
You can disable cookies via your browser settings, though this may limit functionality on our site.
7. Your Rights Under POPIA
You have the right to:
- Access the personal information we hold about you
- Request correction or deletion of your personal information
- Object to or restrict processing in certain circumstances
- Withdraw your consent at any time (for marketing or optional processing)
- Lodge a complaint with the Information Regulator (South Africa)
To exercise your rights, email us at: [email protected]
8. Data Retention
We retain personal information for as long as necessary to:
- Provide our services
- Comply with legal obligations (e.g. tax and financial record-keeping)
- Resolve disputes or enforce agreements
Inactive accounts or client data will be deleted after a reasonable period or upon request, unless otherwise required by law.
9. Data Security
We take appropriate technical and organizational security measures to protect your data, including:
- SSL encryption
- Firewalls and DDoS protection
- Password-protected systems
- Access control and staff confidentiality agreements
- Secure payment gateway integrations
However, no method of data transmission over the internet is 100% secure. You use our services at your own risk.
10. International Transfers
Although we are based in South Africa, some service providers (e.g., email delivery, backups, analytics) may be located in other countries. Where applicable, we ensure that such transfers comply with POPIA requirements and are protected by adequate data protection mechanisms.
11. Marketing Communications
We may occasionally send you emails regarding new services, promotions, or updates. You can opt-out at any time using the “unsubscribe” link or by contacting us directly.
12. Third-Party Links
Our site may contain links to external sites (e.g., registrars, knowledge bases). We are not responsible for their privacy practices and recommend you review their policies before providing your data.
13. Children’s Privacy
Our services are not intended for users under the age of 18. We do not knowingly collect personal information from minors. If we become aware of such data, it will be deleted promptly.
14. Changes to This Privacy Policy
Coolhost reserves the right to update this Privacy Policy at any time. The latest version will always be available at https://www.coolhost.co.za/privacy-policy. We will notify users of significant changes via email or notices on our site.
15. Contact Us
If you have any questions about this Privacy Policy or want to exercise your rights:
Coolhost (Pty) Ltd
Email: [email protected]
Website: https://www.coolhost.co.za
