Effective Date: February 2025
COHSASA (“we”, “us”) is fully committed to protecting your personal information and ensuring that it is used in a way that is responsible, ethical, and in compliance with South Africa’s Protection of Personal Information Act, 2013 (“POPIA”).
This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website and provides information about your rights regarding your personal data.
Personal information means information from which an individual could be identified, either directly or indirectly.
Please read this Privacy Policy carefully, as your access to and use of the Services signifies that you have read, understand and agree to all terms within this Privacy Policy. If you do not agree with any part of this Privacy Policy or our Terms, please do not access or continue to use any of the Services or otherwise submit your Personal Data (defined below) to us.
1. Information We Collect
We may collect the following types of information from you:
- Personal Identification Information: Name, email address, telephone number, postal address
- Financial Information: Billing information
- Technical Information: IP address, browser type, location, operating system, device type, and browsing behaviour (via cookies and other tracking technologies)
- Other Information: Any other personal information you provide to us through our website, services, or in communication with us
- We collect information through direct interactions (e.g., forms or registration) and automated technologies (e.g., cookies, analytics)
2. How We Use Your Information
We use the collected information for the following purposes:
- To provide, maintain, and improve our website
- To process payments and fulfil transactions
- To respond to inquiries and provide customer support
- To send newsletters, promotions, or updates (if you opt-in)
- To analyse website traffic and enhance user experience
- To comply with legal obligations
We will not use your personal information for purposes that are incompatible with those for which it was initially collected, without your explicit consent.
3. How We Share Your Information
We may share your personal information with third parties in the following circumstances:
- Service Providers: We may share your information with trusted third parties who assist in operating our business, such as payment processors, web hosting providers, or email service providers. These third parties are contractually obligated to protect your personal data
- Legal Compliance: We may disclose your personal information if required to do so by law, such as in response to a court order, regulatory request, or to comply with applicable laws and regulations
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction, and we will take reasonable steps to ensure the protection of your personal information
We will not sell, rent, or lease your personal information to third parties.
4. How We Keep Your Information Safe
We take the security of your personal information seriously and have implemented appropriate technical and organisational measures to safeguard it from unauthorised access, loss, or misuse. These measures include encryption, access controls, and regular security audits.
However, no data transmission or storage system can be guaranteed to be 100% secure, so while we strive to protect your information, we cannot guarantee absolute security. Should you suspect or be concerned about a breach relating to your data, please contact us immediately.
5. Retention of Personal Information
We will retain your personal information for as long as necessary to fulfil the purposes for which it was collected or as required by law. Once the information is no longer needed, we will securely delete or anonymise it.
6. Your Rights and Choices
In certain circumstances you have the right to:
- Right to Access: You may request access to your personal information (often referred to as a ‘data subject access request’), enabling you to receive a copy of the information we hold about you
- Right to Rectification: You may request the correction or updating of inaccurate or incomplete personal information
- Right to Erasure: You may request that we delete your personal information, subject to legal or contractual restrictions
- Right to Object: You may object to the processing of your personal information where we are using it for our legitimate interests. Including direct marketing
- Right to Withdraw Consent: Where you have provided consent for the processing of your personal information, you may withdraw it at any time
- Right to Transfer: You may ask us to transfer certain personal information we hold about you to another third-party service provider, or directly to you
- Right to Complain: If you believe we have processed your personal information in a manner that is not compliant with POPIA, you have the right to lodge a complaint with the Information Regulator
7. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with the new “Effective date” at the top of this page. In the case of significant changes, we will notify you through other communication channels, such as email or a prominent notice on our website.
By continuing to use our website or services after an update to this Private Policy is posted, you agree that we may process your personal information in accordance with the updated Private Policy. We encourage you to periodically review this Privacy Policy for the latest information on our privacy practices.
8. Contact Us
If you have any concerns about how we use your personal information, or would like to exercise any of the rights to which you are entitled, as listed above, please contact our Information Officer at queries@cohsasa.co.za
