Privacy Policy and POPIA

This Notice explains how we at Cotton Polly Designs (PTY) LTD obtain, use, and disclose all personal information collected in accordance with the requirements of the Protection of Personal Information Act of South Africa (“POPIA”).

At Cotton Polly Designs, also including this website, https://cottonpolly.com, we are committed to protecting the privacy of any individual collected and held by us. We take every precaution necessary to ensure that all personal information we collect is used properly, lawfully, and transparently.

The information we collect.

1. We collect only the minimum personal information required to process, deliver, and offer after sales service to our clients accordingly.  For this purpose, we will as needed, collect names, surnames, contact numbers, email addresses, preferred delivery addresses, and any other information that is pertinent to our ability to affect any of our services, including but not limited to, any order being delivered in a timeous manner.
2. We collect information directly from persons where they provide us with their personal details.  Where possible, we will inform them what information is required for us to be able to assist them, as well as what information is optional.
3. Website usage information may be collected using “cookies” which allows us to collect standard internet visitor usage information.

How we use personal information

We will use personal information only for the purposes for which it was collected and agreed to.  In addition, where necessary personal information may be retained for legal or market research purposes, for example:

1. To gather contact information for our own customer lists.
2. To confirm and verify identity or to verify an authorised user for security purposes.
3. For the detection and prevention of fraud, crime, money laundering or other malpractice.
4. To conduct our own market or customer satisfaction research or for statistical analysis.
5. For audit and record keeping purposes.
6. In connection with legal proceedings.
7. Disclosure of information
8. We may disclose personal information to our service providers who are involved in the delivery of products or services. We have agreements in place to ensure that they comply with the privacy requirements as required by the Protection of Personal Information Act.
9. We may also disclose information:
10. Where we have a duty or a right to disclose in terms of law or industry codes.
11. Where we believe it is necessary to protect our rights.

Information Security

We are legally obliged to provide adequate protection for the personal information we hold and to stop unauthorized access and use of personal information. We will, on an on-going basis, continue to review our security protocols and related processes to ensure that all personal information remains secure.

Our security policies and procedures cover:

1. Physical security.
2. Computer and network security.
3. Access to personal information.
4. Secure communications.
5. Security in contracting out to third parties.
6. Retention and disposal of information.
7. Acceptable usage of personal information.
8. Governance and regulatory issues.
9. Monitoring access and usage of private information.
10. Investigating and reacting to security incidents.

When we contract with third parties, we impose appropriate security, privacy, and confidentiality obligations on them to ensure that any personal information that we are responsible for, is kept secure.

We will ensure that anyone to whom we pass personal information to, agrees to treat said information with the same level of protection as we are obliged to.

We will never sell any personal information to any third party, organisation, or database, nor cause any part of said personal information to be delivered or made available to any persons or organisation other than that which is deemed necessary for the efficient, and acceptable provision of services, including but not limited to delivery of products.

Rights

1. Any person about whom we have personal information on record has the right to access and/or delete any such information at their own discretion.
2. Any person can access update and delete their personal account and login information directly on our website by simply logging in to their profile at https://cottonpolly.com then navigating to their account page and select the “delete my account” option, they will need to re-enter their password for this change to take effect, at which point any, and all information that is stored about them on our webserver will immediately be erased.
3. Any person about whom we have personal information on record has the right to request a copy of said information we hold about them. To do this, they should simply contact us at the numbers/addresses as provided on our website and specify what information they might require.  For their own protection we would need to verify their identity by means of an ID document to confirm their identity before providing details of their personal information.

Correction of personal information on record.

Any person about whom we have personal information on record has the right to ask us to update, correct or delete their own personal information. We will require a copy of said persons ID document to confirm their identity before making changes to any personal information we may have on record about them.

Definition of personal information

According to the Act ‘‘personal information’’ means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person.

How to contact us

For any queries about this notice, or further information about our privacy practices, or any persons wishing to withdraw consent, exercise preferences, access or correct their personal information, should contact us at the numbers/addresses listed on our website.