Privacy Policy

Privacy Policy

Effective Date: 1 November 2025

At Cold Watch, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains in plain language what information we collect, how we use it, and your rights regarding your data.

By using our website or services, you agree to the practices described in this policy. If you disagree, please refrain from using our services.

1. Who We Are

Cold Watch is a company registered in South Africa. We are the data controller responsible for your personal information.

1. Contact Details

   Email address is info@coldwatch.co.za

   Privacy Officer can be reached at info-officer@coldwatch.co.za
   Business hours are weekdays from (Monday- Friday, 08:00 to 17:00 SAST)

2. What Information We Collect

1. Information You Provide Directly
   When you register or use our services, you may provide the following information:
   Personal details including name, date of birth, gender, location (country, province, city), and ID or passport number.
   Contact information such as email address and mobile number (if provided).
   Business information for company accounts, including company name, registration number, VAT number, country of registration, and details of directors or authorised representatives.
   Optional information you voluntarily provide for surveys, competitions, or promotions.
2. Information We Collect Automatically
   When you visit our website, we automatically collect technical and usage information:Technical data such as IP address, browser type and version, device type, operating system, and screen resolution.Usage data, including pages visited, time spent on pages, links clicked, date and time of visits, and navigation paths.Transaction data about your purchases, registration number and VAT numbers, orders, and account activity.
3. Cookies and Tracking Technologies
   We use cookies and similar technologies to improve your experience. Cookies are small text files stored on your device that help us perform the following functions.
   Remember your preferences and login details.
   Understand how you use our website.
   Provide personalised recommendations.

   Measure website performance and visitor numbers.

   We use three categories of cookies.

   Essential cookies are required for the website to function correctly.

   Performance cookies help us understand how users interact with our website and improve its performance.

   Marketing cookies are used to show you relevant advertisements (only with your consent).

   You can control cookies through your browser settings. Please note that disabling certain cookies may affect the website’s functionality.

3. How We Use Your Information

We use your information for the following purposes:

To provide our services by processing your orders, managing your account, and delivering products and services.

To improve your experience by remembering your preferences, providing personalised recommendations, and updating you with the latest version of our application.

To communicate with you by sending service announcements, responding to your inquiries, and providing customer support.

For marketing purposes, we may send promotional emails about offers and products (only with your consent).

For analytics by analysing website usage, conducting market research, and improving our services.

For security purposes, to prevent fraud, protect against security threats, and enforce our terms.

For legal compliance, it is essential to fulfil legal obligations and respond to lawful requests.

4. Legal Basis for Processing

We process your personal information in accordance with South African POPIA and GDPR, based on the following legal grounds.

Contract performance where processing is necessary to provide services you have requested.

Consent for marketing communications and non-essential cookies (you can withdraw consent at any time).

Legitimate interests to improve our services, prevent fraud, and ensure security.

Legal obligation when required by law.

5. How We Share Your Information

We do not sell your personal information. We only share your data under the following specific circumstances:

1. Service Providers
   We work with trusted third-party service providers who assist us in delivering our services, including the following.
   Payment processors.
   Hosting and cloud storage providers.
   Email and communication platforms.
   Analytics providers.
   Marketing platforms.
   These providers are contractually obligated to protect your data and use it only for the purposes we specify.
2. Legal Requirements
   We may disclose your information in the following circumstances.
   When required by law, court order, or subpoena.
   When necessary to prevent fraud or illegal activity.
   When needed to protect our rights, property, or safety, or those of others.
   When requested by law enforcement or government officials in good faith.
3. Business Transfers
   If Cold Watch is involved in a merger, acquisition, sale, or reorganisation, your information may be transferred to the new entity.
   We will notify you of any such change and ensure your data remains protected under this Privacy Policy.
4. Third-Party Advertisers
   Some advertisers on our website may use their own cookies.
   We don’t control these cookies. Their use of your information is governed by their own privacy policies, not ours. We recommend reviewing their policies if you interact with their content.

6. Where We Store Your Data

Your personal information is stored on secure servers in South Africa. We use industry-standard security measures, including the following.
Encryption of data in transit and at rest.
Firewalls and intrusion detection systems.
Physical security controls at data centres.
Regular security audits and vulnerability testing.
Restricted employee access on a need-to-know basis.
While we implement robust security measures, no system is completely secure. Please keep your password confidential and contact us immediately if you suspect unauthorized account access.

7. How Long Do We Keep Your Data

We retain your information only as long as necessary for the purposes outlined in this policy.
Active account data is kept while your account is active and for a reasonable period afterwards to comply with legal obligations.
Transaction records are kept for the period required by tax and accounting laws (typically 5 to 7 years).
Marketing data is kept until you withdraw consent or we no longer have a legitimate interest.
Data related to legal claims is kept for as long as necessary to establish, defend, or exercise legal claims.
After account closure, we retain only the necessary information for record-keeping and legal compliance purposes.
When data is no longer needed, we securely delete or anonymise it so it can no longer identify you.

8. Your Rights

Under South African and international data protection laws, you have the following rights.
You have the right to access and request a copy of the personal information we hold about you.
You may request correction of inaccurate or incomplete information.
You can request deletion of your personal information (subject to legal requirements).
You may request that we restrict how we use your information.
You can receive your data in a commonly used format to transfer to another provider.
You may object to processing based on legitimate interests.
You can withdraw consent for marketing or other optional processing.
You have the right to lodge a complaint with the South African Information Regulator or the relevant data protection authority.

1. How to Exercise Your Rights
   To exercise any of these rights, email us at info-officer@coldwatch.co.za with your request on company letterhead (for business accounts). We will respond within 30 days.
   You can also update your account information and marketing preferences directly through your account settings.

9. Marketing Communications

With your consent, we may send you the following types of marketing communications.
Promotional emails about special offers and discounts.
Newsletters with product updates and company news.
Information about competitions and events.

1. How to Opt Out
   You can opt out of marketing communications through any of the following methods.
   Click the unsubscribe link at the bottom of any marketing email.
   Update your preferences in your account settings.
   Email us at info-officer@coldwatch.co.za.
   Please allow up to 14 days for changes to take effect.
   Important, you cannot opt out of essential service communications such as order confirmations, account security alerts, and policy updates, as these are necessary to provide our services.

10. Children’s Privacy

Our services are not intended for children under the age of 13. We do not knowingly collect personal information from individuals under the age of 13.
If you believe we have inadvertently collected information from a child under 13, please contact us immediately at info-officer@coldwatch.co.za so we can delete it.

11. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.
Minor changes will be posted on our website and will become effective immediately.
Material changes will be notified at least 30 days in advance via email and website announcement before they take effect.
If you disagree with the changes, you may close your account by providing 14 days written notice. Continued use after the effective date constitutes acceptance of the updated policy.

12. Account Security and Your Responsibilities

You are responsible for the security of your account.
You must keep your password confidential.
You must not share your account with others.
You must notify us immediately if you suspect unauthorised access.
Important. We will never ask for your password via unsolicited phone calls or emails. If you receive such a request, do not respond and report it to us immediately.

13. Security Breach Notification

If we experience a data breach that may affect your personal information, we will take the following actions.
We will notify you as required by law.
We will post a notice on our website.
We will send an email to your registered email address.
If you prefer to receive written notice by mail, contact info-officer@coldwatch.co.za to update your preferences.

14. International Users

Our services are operated from South Africa, and your information is primarily stored and processed in South Africa.
If you access our services from outside South Africa, please note that your information may be transferred to and processed in South Africa, which may have different data protection laws in your country. By using our services, you consent to the transfer and processing of your data.

15. Public Forums and User Content

If our website includes public forums, chat rooms, comments, or community features, please be aware of the following.
Any information you post is public and not protected by this Privacy Policy.
Third parties can collect, use, and share this information.
Be cautious about the personal information you share publicly.
We are not responsible for how others use information you voluntarily disclose in public areas.

16. Contact Us

If you have any questions, concerns, or complaints regarding this Privacy Policy or our data practices, please do not hesitate to contact us using the information provided below.
Cold Watch
General inquiries can be sent to info@coldwatch.co.za.
Privacy Officer can be reached at info-officer@coldwatch.co.za.
Business hours are Monday to Friday, (08:00 to 17:00 SAST).
Information Regulator (South Africa)
If you are not satisfied with our response, you may complain with the South African Information Regulator.
Their website is www.inforegulator.org.za.
Their email address is inforeg@justice.gov.za.

17. Acknowledgement and Consent

By using our website and services, you acknowledge that you have read, understood, and agree to this Privacy Policy and consent to the collection, use, and disclosure of your personal information as described herein.
Thank you for trusting Cold Watch with your information. We are committed to protecting your privacy and handling your data responsibly.