Privacy Policy — DRAFT
Draft for Hairmanics to review with its own legal adviser before use. Complete everything in [square brackets]. StayKnit to fill in the hosting regions before launch. Not legal advice.
Last updated: [DATE]
This policy explains how Hairmanics (PTY) LTD (Reg. 2026/419603/07) ("Hairmanics", "we") collects and uses your personal information when you visit www.hairmanics.com (the "Shop"), buy from us or contact us. We follow the Protection of Personal Information Act, 2013 (POPIA).
1. Who is responsible
- Responsible party: Hairmanics (PTY) LTD, 12 Raats Drive, Table View, Cape Town, Western Cape, 7351, hairmanics@hairmanics.com.
- Information Officer: Nicole Mc Master (director), hairmanics@hairmanics.com, 079 782 0679.
- Operator: our Shop is built and hosted for us by StayKnit (Pty) Ltd (Reg. 2026/740258/07). StayKnit processes your information only on our instructions, under a written agreement, and keeps it confidential and secure.
2. What we collect
When you order:
- name, email address, phone number
- delivery address, or your choice to collect
- the products, shades, lengths and quantities you buy, and the discount code used
- order and payment status, the Paystack payment reference, and payment method type (card or Instant EFT)
We do not receive or store your full card number, CVV or banking passwords. Paystack processes these.
When you contact us: your name, email, phone (if given) and your message. The contact form sends your message straight to our email inbox; it isn't stored in the Shop.
Automatically: basic technical information needed to run the Shop securely, such as IP address, browser type and error logs. This is used for security and fixing problems only.
3. Why we use it (and our lawful basis)
| Purpose | Lawful basis under POPIA |
|---|---|
| Process, deliver or prepare your order for collection, and send order updates (confirmation, sent, ready to collect, cancelled) | Needed to carry out our contract with you |
| Take payment and handle refunds and disputes through Paystack | Contract; legal obligation |
| Answer your questions | Your request; our legitimate interest in helping customers |
| Keep records for tax and accounting | Legal obligation |
| Keep the Shop secure and prevent fraud and spam | Legitimate interest |
| Send marketing emails, only if you opt in | Your consent (you can unsubscribe at any time) |
We do not sell your personal information. We do not use automated decision-making that has legal effects on you.
4. Who we share it with
- Paystack: to process your payment.
- Couriers ([The Courier Guy / Pargo / PostNet]): your name, phone and delivery address, to deliver your order.
- StayKnit (Pty) Ltd: our operator, which hosts and maintains the Shop.
- StayKnit's service providers:
- hosting: Vercel
- database: Neon
- file storage: Vercel Blob
- error monitoring: Sentry, with personal details removed
- email delivery: [provider]
- Authorities, where the law requires it.
5. Information sent outside South Africa
Some of our service providers store or process information outside South Africa, for example hosting and database servers in [REGIONS, e.g. the European Union / United States]. We only use providers that are bound by agreements or laws giving a level of protection similar to POPIA (POPIA section 72).
6. How long we keep it
- Paid orders: order and invoice records are kept for 5 years for tax purposes, then deleted or anonymised.
- Unpaid or abandoned orders: the personal details are deleted or anonymised after 90 days.
- Contact emails: kept in our mailbox only as long as needed to help you, and reviewed at least once a year.
- Marketing consent: kept until you unsubscribe.
7. How we protect it
- encrypted connection (HTTPS) across the whole Shop
- payments on Paystack's PCI-DSS-compliant platform
- admin access protected by strong passwords and two-factor authentication, limited to people who need it
- backups, security updates and monitoring by our operator
If a security breach affects your information, we will tell you and the Information Regulator as POPIA requires.
8. Cookies
The Shop uses only essential cookies: to keep the items in your bag and to keep our admin logged in. We do not use advertising or tracking cookies. If this changes, we will update this policy and ask for your consent where needed.
9. Your rights
You may:
- ask what personal information we hold about you and for a copy of it
- ask us to correct or delete it, where we're not required to keep it
- object to us using it for marketing, or for our legitimate interests
- withdraw consent you gave, such as for marketing
- complain to the Information Regulator
Email hairmanics@hairmanics.com with your request. We may need to confirm your identity. We'll respond within a reasonable time and free of charge for normal requests.
Information Regulator (South Africa) Website: https://inforegulator.org.za Complaints: POPIAComplaints@inforegulator.org.za General enquiries: enquiries@inforegulator.org.za Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
10. Children
The Shop is not aimed at children. We don't knowingly collect information from anyone under 18 without a parent's or guardian's consent.
11. Changes
We may update this policy. The latest version is always on the Shop, with the date at the top.
12. Contact
Nicole Mc Master (Information Officer) · hairmanics@hairmanics.com · 079 782 0679 · 12 Raats Drive, Table View, Cape Town, Western Cape, 7351