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Privacy Policy

PRIVACY POLICY

KOLDSERVE FOOD SERVICE EQUIPMENT (PTY) LTD

This Privacy Policy is compliant with the Protection of Personal Information Act (POPIA) of South Africa.

BY ACCESSING AND USING THIS WEBSITE AND/OR OUR SERVICES, THE USER IS PROVIDING HIS/HER EXPRESS AND VOLUNTARY CONSENT TO THE PROCESSING OF THEIR PERSONAL INFORMATION BY KOLDSERVE FOOD SERVICE EQUIPMENT (PTY) LTD (“KOLDSERVE”) ON THE BASIS SET OUT IN THIS PRIVACY NOTICE. IF THE USER DOES NOT CONSENT, THE USER MUST IMMEDIATELY STOP ACCESSING AND/OR USING THIS WEBSITE AND OUR SERVICES.

1. INTRODUCTION

1.1 KOLDSERVE collects, uses and, in some circumstances, shares the personal information of Users by virtue of its legitimate business operations and in discharging its obligations as an employer.

1.2 KOLDSERVE respects the rights of Users whose personal information is collected and used by it, including their right to protection against the unlawful collection, retention, sharing and use of such personal information.

1.3 The purpose of this Privacy Policy is to provide Users with information about the information processing activities of KOLDSERVE and the manner in which their rights are protected.

1.4 This Privacy Policy shall serve as a notification to Users about KOLDSERVE’s processing activities which will remain valid for as long as one has an active account with or is using the services of KOLDSERVE, including the browsing of this website. Users will not be notified separately on each occasion that KOLDSERVE processes the same personal information in the same way over the period.

1.5 KOLDSERVE may amend the provisions of this Privacy Policy to comply with any changes in the law, and/or pursuant to any changes to its information processing activities or privacy practices. Such amendments will be published on the website and will become operable from the date of such publication.

1.6 This Privacy Policy, and the interpretation and enforcement thereof, will be governed by the laws of the Republic of South Africa.

2. DEFINITIONS AND INTERPRETATION

2.1 In this Privacy Policy, the following words bear the following meanings:

Consent – any voluntary, specific and informed expression of will in terms of which permission is given by a User for the processing of their personal information or special personal information.

Direct marketing – to approach a data subject, either in person or by mail or electronic communication, for the direct or indirect purpose of promoting or offering to supply any goods or services.

Information Officer – the Information Officer of KOLDSERVE from time to time.

Operator – an outside third party who processes personal information for or on behalf of KOLDSERVE in terms of a contract or mandate.

PAIA – the Promotion of Access to Information Act 2 of 2000.

Personal information – any information linked to a User or information that can identify a User, including but not limited to:

  • Gender, nationality, ethnic or social origin, age, language

  • Email address, physical address, telephone number, location information or online identifier

  • Financial information including banking details and invoice information

  • Personal opinions, views or preferences

  • Correspondence sent by a User of a private or confidential nature

  • Special personal information such as health information

  • A User’s name when it appears with other personal information

POPIA – the Protection of Personal Information Act of 2013.

Processing – any operation concerning personal information including collection, storage, modification, consultation, use, distribution or destruction.

Special personal information – religious beliefs, race, health information, biometric information, political persuasion or criminal behaviour relating to a User.

Services – the services provided by KOLDSERVE.

User – a visitor or user of the website or services associated with KOLDSERVE.

The Website – the website accessible from
https://koldserve.co.za

3. RESPONSIBLE PARTY

KOLDSERVE FOOD SERVICE EQUIPMENT (PTY) LTD is the responsible party collecting and processing personal information.

Contact details

Email: privacy@koldserve.co.za
Website: https://koldserve.co.za

Information Officer: Jody Hart

KOLDSERVE may appoint third-party operators to process personal information on its behalf.

4. WHAT PERSONAL INFORMATION IS COLLECTED

KOLDSERVE may collect the following personal information:

  • Name and surname

  • Company or registered entity name

  • Title

  • Marital status

  • Health information where applicable

  • Biometric information including images

  • Date of birth

  • Email address

  • Language preference

  • Gender

  • Cell phone number

  • Physical, billing or delivery address

  • Location data

  • Employment information

  • Financial and banking information

  • Identity number or CIPC registration number

Providing this information is voluntary but may be required to enter into contracts or provide services.

5. PURPOSE OF COLLECTING PERSONAL INFORMATION

Personal information is collected for lawful purposes related to KOLDSERVE’s business activities, including:

  • Entering into contracts with users

  • Performing contractual obligations

  • Complying with legal obligations

  • Providing goods and services

  • Improving services and product offerings

  • Security and fraud prevention

  • Making recommendations to users

  • Direct marketing where consent has been given

  • Sending product information, promotions or articles

  • Enabling participation in website features

  • Notifying users of service changes

KOLDSERVE will not sell personal information to third parties without consent.

6. COLLECTION OF INFORMATION

Personal information will generally be collected directly from the User but may also be obtained from:

  • Public records

  • Third-party sources with consent

  • Transaction records

  • Website usage data

  • Mobile or browser interactions

Users may browse the website without submitting personal information, although technical information such as IP address and browser type may be collected for analytical purposes.

7. COOKIES

Please refer to the Cookie Policy available on the website.

8. GENERAL CONDITIONS FOR PROCESSING

KOLDSERVE will ensure that:

  • Processing is lawful and fair

  • Only necessary information is collected

  • Privacy rights are respected

  • Information is accurate and relevant

  • Information is retained only for legitimate purposes

Personal information may be stored indefinitely unless the User objects or the law requires deletion.

9. DISCLOSURE OF INFORMATION

Personal information may be shared with:

  • Courier and logistics providers

  • Credit bureaus and debt collectors

  • Financial service providers

  • Legal service providers

  • Health and safety service providers

  • Equipment and service suppliers

  • Insurance brokers and insurers

  • Service providers assisting in delivering products or services

KOLDSERVE may also share anonymised aggregated usage data.

10. USER RIGHTS

Users have the right to:

  • Access their personal information

  • Correct inaccurate information

  • Object to processing

  • Lodge complaints with the Information Regulator

11. FURTHER PROCESSING

Further processing may occur if:

  • The User consents

  • It is required for legal obligations

  • It is linked to the original purpose

  • It is necessary for legal proceedings or investigations

12. ACCURACY OF INFORMATION

KOLDSERVE will take reasonable steps to ensure personal information remains accurate and up to date.

Users should notify the Information Officer if corrections are required.

13. SECURITY SAFEGUARDS

KOLDSERVE implements security measures to protect personal information against:

  • Loss

  • Unauthorised access

  • Unlawful disclosure

  • Data breaches

Operators working with KOLDSERVE must comply with strict confidentiality and security requirements.

14. SECURITY BREACHES

If personal information is compromised, affected Users will be notified as soon as reasonably possible.

15. CHILDREN’S INFORMATION

KOLDSERVE does not process personal information relating to persons under the age of 18 without parental or guardian consent.

16. CROSS-BORDER DATA TRANSFERS

Personal information may be transferred internationally where necessary for storage or service provision.

17. RETENTION OF INFORMATION

Personal information may be retained indefinitely unless the User objects or unless retention is required by law.

18. DELETION OF INFORMATION

Where information is no longer required, KOLDSERVE will delete, destroy, or return it upon written request.

19. CONSENT

By using the website or services, Users consent to the processing of their personal information in accordance with this policy.

Users may withdraw consent by contacting the Information Officer in writing.

20. OBJECTIONS

Users may object to processing by contacting the Information Officer and providing reasonable grounds.

21. GOVERNING LAW

This Privacy Policy is governed by the laws of the Republic of South Africa.

22. AMENDMENTS

KOLDSERVE FOOD SERVICE EQUIPMENT (PTY) LTD reserves the right to amend this Privacy Policy from time to time.

Continued use of the website constitutes acceptance of the updated policy.

23. CONTACT

For privacy-related queries please contact:

Email: privacy@koldserve.co.za
Website: https://koldserve.co.za

Date of last update: March 2026