Privacy policy: what we collect and how we protect it

01. Personal information we receive

When anyone visits this site, Netlify necessarily processes network and request information such as the IP address, browser or device information, requested page and timestamp to deliver, protect and troubleshoot the site. Kouga Digital does not use that information for website analytics in this version of the site.

When you use the form, we receive your name, email address, phone or WhatsApp number if you choose to give one, the topic you select and the message you write. Supplying an enquiry is voluntary. Name, email and message are required only to use the form; without them we cannot receive and answer it. Phone and topic are optional. If you contact us by email, WhatsApp or phone, we receive the details and content you choose to share through that channel.

If an enquiry becomes work, records may also include quotations, agreements, billing or debit-order information where applicable, payment references, client-supplied project materials, working files, deliverables, and job, device, account, support and consent information. During authorised technical support we may incidentally see personal information on a client's device or account, including information about third parties. We access only what is necessary and authorised for the job and do not copy or retain it unless that is needed and agreed.

Our forms run on Netlify, who host this site. Business email and its aliases use Google Workspace, and Google Drive is used for selected backups. WhatsApp Business runs on a separate work number and its chat backup may be stored in Google Drive. Netlify, Google and WhatsApp/Meta receive the information needed to provide and secure their respective services.

When requested work requires it, necessary contact or job details may also be supplied with the client's knowledge to a domain registrar, hosting or email provider, hardware supplier, bank or debit-order operator, or another service provider authorised for that job. Where a payment provider collects account or mandate details directly, Kouga Digital keeps only the confirmation, reference and any mandate record it reasonably or legally needs.

Those providers may process information outside South Africa. Kouga Digital has not yet selected a Google data region; Europe is the preferred option only if a supported Workspace edition and service are confirmed. That setting may not cover a WhatsApp chat backup stored in Google Drive, whose location must be confirmed separately. Other operational, support or backup data may still be processed in countries where a provider or its subprocessors operate. Kouga Digital uses established providers and their contractual and technical protections, limits transfers to what the service needs and seeks protection comparable to POPIA. Primary working copies of quotes, invoices and job records are stored locally on protected computers or removable backup drives in South Africa; copies sent by email or included in a cloud backup may also be processed by the providers above.

03. Data retention periods

Enquiries that do not become work are reviewed periodically and deleted or anonymised when they are no longer reasonably needed to respond, protect the service, resolve a dispute or meet a legal obligation.

If you become a client, contact, job, invoice and support records are kept only for as long as they are needed to provide the service and meet applicable accounting, tax, warranty, dispute-resolution or other legal obligations. Different records may therefore have different retention periods.

05. Access, correction, objection and complaints

You may ask what personal information we hold about you, ask us to correct it, ask us to delete information we no longer need, or object on reasonable grounds to processing where POPIA allows. Email hello@kougadigital.co.za with enough detail for us to identify the relevant records. We aim to acknowledge the request promptly and will explain the outcome, any identity check required, and any legal reason that prevents immediate action.

Where records must still be kept for accounting, tax, warranty, dispute-resolution or other legal purposes, we will explain what must remain and delete information that is no longer required.

If you are not happy with how we handle that, you may complain through the Information Regulator's complaints service or at POPIAComplaints@inforegulator.org.za. The Regulator's contact details are 010 023 5200 and Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191. You do not have to come to us first, though we would rather you did, because we can usually fix it faster.