Privacy Policy – ColdChainSA.com
Effective Date: November 19, 2024
Last Updated: November 19, 2024
1. Introduction
ColdChainSA.com (“we,” “our,” or “ColdChainSA”) operates a business directory for South Africa’s cold chain logistics industry. We are committed to protecting your privacy and complying with the Protection of Personal Information Act, 2013 (POPI Act).
This Privacy Policy explains what information we collect, how we use it, and your rights under South African data protection law.
Responsible Party:
The Frozen Food Courier
Email: info@coldchainsa.com
Information Officer:
Ockert Cameron
Email: info@coldchainsa.com
2. Information We Collect
2.1 Business Listing Information
When businesses submit listings (free or paid), we collect:
- Business name and trading name
- Physical address and service areas
- Contact information (phone, email, website)
- Service descriptions and capabilities
- Certifications and compliance information (R638, ISO, GDP, etc.)
- Equipment specifications
- Operating hours
- Social media links
Legal Basis: Legitimate business interest in providing directory services; consent when voluntarily submitted.
2.2 User Account Information (if applicable)
If you register for an account to manage listings or submit content:
- Name and email address
- Password (encrypted)
- Business affiliation
- IP address (for security)
Legal Basis: Necessary for account management and service provision; consent.
2.3 Website Usage Data
We automatically collect:
- IP addresses
- Browser type and version
- Device information
- Pages visited and time spent
- Referring websites
- Search queries on our site
Collection Method: Google Analytics, server logs, cookies
Legal Basis: Legitimate interest in website optimization and security.
2.4 Communication Data
When you contact us via forms or email:
- Name and email address
- Message content
- Communication timestamps
Legal Basis: Legitimate interest in customer service; consent.
2.5 Payment Information (for Paid Listings)
We do NOT store credit card information. Payment processing is handled by:
- PayFast (South African payment gateway)
- Only transaction reference numbers and payment status are stored
Legal Basis: Necessary for contract fulfillment.
3. How We Use Your Information
3.1 Primary Uses
- Display business listings to directory users
- Process and manage listing subscriptions
- Send communications about listing status, renewals, or updates
- Improve website performance and user experience
- Prevent fraud and ensure security
- Comply with legal obligations
3.2 Marketing Communications
We may send:
- Directory updates and new features
- Industry news and resources
- Promotional offers for paid listing tiers
Your Rights: You can opt out of marketing emails at any time via unsubscribe links.
3.3 What We DON’T Do
- ❌ We do NOT sell your data to third parties
- ❌ We do NOT share business contact details except as displayed in public listings
- ❌ We do NOT use personal information for automated decision-making
- ❌ We do NOT transfer data outside South Africa without appropriate safeguards
4. Information Sharing & Disclosure
4.1 Public Display
Business listings are publicly visible on ColdChainSA.com. This includes:
- Business name, address, contact details
- Service descriptions and capabilities
- Certifications and compliance information
You control what information appears in your listing.
4.2 Service Providers
We share limited data with:
- WPMUDEV: Website hosting (USA-based, GDPR-compliant infrastructure)
- Google Analytics: Website statistics (anonymized where possible)
- PayFast: Payment processing (South African company)
Contractual Safeguards: All service providers are bound by confidentiality agreements.
4.3 Legal Requirements
We may disclose information if required by:
- South African law or regulation
- Court orders or legal processes
- Law enforcement requests
- Protection of our rights or safety
4.4 Business Transfers
If ColdChainSA is sold or merged, your information may transfer to the new owner. You will be notified of any such change.
5. Cookies & Tracking Technologies
5.1 What Are Cookies?
Small text files stored on your device to remember preferences and track usage.
5.2 Cookies We Use
Essential Cookies (Cannot be disabled):
- Session management
- Security features
- Load balancing
Analytics Cookies (Can be disabled):
- Google Analytics (website traffic and behavior)
- Tracks pages visited, time on site, user flow
Preference Cookies (Can be disabled):
- Remember your settings
- Language preferences
5.3 Managing Cookies
You can disable cookies in your browser settings, but some site features may not work properly.
Google Analytics Opt-Out: Use the Google Analytics Opt-out Browser Add-on
6. Data Security
6.1 Technical Safeguards
- SSL encryption (https) for all data transmission
- Secure hosting with WPMUDEV (daily backups, malware scanning)
- Password encryption for user accounts
- Regular security updates for WordPress and plugins
- Access controls limiting who can view sensitive data
6.2 Organizational Safeguards
- Staff trained on POPI Act compliance
- Confidentiality agreements with team members
- Regular security audits
6.3 Data Breach Protocol
In the event of a data breach affecting your personal information, we will:
- Notify affected individuals within 72 hours
- Report to the Information Regulator (if required)
- Take immediate steps to contain the breach
- Investigate and implement preventive measures
You are notified at: The email address you provided
7. Your Rights Under POPI Act
You have the right to:
7.1 Access
Request a copy of the personal information we hold about you.
7.2 Correction
Request correction of inaccurate or incomplete information.
7.3 Deletion
Request deletion of your information (subject to legal retention requirements).
7.4 Objection
Object to processing of your information for marketing or legitimate interests.
7.5 Restriction
Request restriction of processing in certain circumstances.
7.6 Data Portability
Receive your data in a structured, commonly used format.
7.7 Withdraw Consent
Withdraw consent for processing based on consent (doesn’t affect prior processing).
How to Exercise Rights:
Email: info@coldchainsa.com
Subject: “POPI Rights Request”
We respond within 30 days.
8. Data Retention
We retain data for the following periods:
| Data Type | Retention Period | Reason |
|---|---|---|
| Active business listings | Duration of subscription + 1 year | Service provision |
| Cancelled listings | 1 year after cancellation | Record-keeping, disputes |
| User accounts | Until account deletion requested | Account management |
| Payment records | 5 years | Tax and legal compliance |
| Website analytics | 26 months (Google Analytics default) | Performance analysis |
| Communication records | 3 years | Customer service, disputes |
After retention periods, data is securely deleted or anonymized.
9. Third-Party Websites
Our directory contains links to business websites and social media profiles. We are NOT responsible for the privacy practices of these external sites. Review their privacy policies before providing information.
10. Children’s Privacy
ColdChainSA is a B2B directory not intended for children under 18. We do not knowingly collect information from minors. If we discover such data, we delete it immediately.
11. International Data Transfers
While we primarily operate in South Africa:
- WPMUDEV hosting may use servers outside South Africa (USA, EU) with GDPR-compliant safeguards
- Google Analytics processes data globally with privacy controls
We ensure appropriate safeguards (standard contractual clauses, adequacy decisions) for any international transfers.
12. Changes to This Privacy Policy
We may update this policy to reflect:
- Changes in South African law
- New features or services
- Improvements in privacy practices
Notification:
- Last Updated date at top of page
- Email notification for material changes (to registered users)
- Continued use of the site constitutes acceptance of changes
13. Contact Us & Complaints
13.1 Questions or Concerns
Email: info@coldchainsa.com
Subject: “Privacy Inquiry”
We respond within 5 business days.
13.2 Complaints to Information Regulator
If unsatisfied with our response, you may lodge a complaint with:
Information Regulator (South Africa)
Email: inforeg@justice.gov.za
Phone: 012 406 4818
Website: www.justice.gov.za/inforeg
14. Consent & Acknowledgment
By using ColdChainSA.com, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described.
For business listings, you confirm that:
- You have authority to provide the business information
- The information is accurate and up-to-date
- You consent to public display of listing information
Version: 1.0
Effective: November 19, 2024
Review Date: November 19, 2025
This Privacy Policy complies with the Protection of Personal Information Act, 2013 (POPI Act) and is tailored for a South African business directory.