Privacy Policy

Privacy Policy – K.O.T Solutions (Pty) Ltd

K.O.T Solutions (Pty) Ltd (“K.O.T Solutions”, “we”, “us”, or “our”) is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA) and other applicable South African laws.

Our website address is: https://kot.solutions

1. Who We Are

K.O.T Solutions (Pty) Ltd is a South African technology and office workspace solutions company providing IT hardware, workspace technology, managed services, digital solutions, and related professional services.

2. Personal Information We Collect and Why

We collect personal information only where it is necessary, lawful, and relevant to our business operations.

2.1 Information You Provide to Us

We may collect the following information when you interact with us:

  • Full name and surname

  • Company name and job title

  • Email address

  • Contact number

  • Physical and/or delivery address

  • Billing and invoicing information

  • Information submitted through contact forms, lead forms, quote requests, or WhatsApp communication

  • Any additional information you voluntarily provide

Purpose:

  • To respond to enquiries and provide quotations

  • To deliver products and services

  • To manage client relationships and contracts

  • For billing, accounting, and compliance purposes

  • For marketing communications (where consent has been obtained)

2.2 Comments

When visitors leave comments on our website, we collect the data shown in the comments form, as well as the visitor’s IP address and browser user agent string to help with spam detection.

An anonymised string (hash) created from your email address may be provided to the Gravatar service to check if you are using it. The Gravatar service privacy policy is available at: https://automattic.com/privacy/. After approval, your profile picture may be visible to the public alongside your comment.

2.3 Media Uploads

If you upload images to our website, please avoid uploading images that contain embedded location data (EXIF GPS). Visitors to the website may be able to download and extract location data from publicly available images.

3. Cookies

Our website uses cookies to improve user experience.

3.1 What Are Cookies

Cookies are small text files placed on your device when you visit a website.

3.2 How We Use Cookies

  • To remember your preferences

  • To enable website functionality

  • To improve website performance and user experience

If you leave a comment, you may opt-in to saving your name, email address, and website in cookies. These cookies last for one year.

When you visit our login page, a temporary cookie is set to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

Login cookies last for two days, screen preference cookies last for one year, and “Remember Me” cookies last for two weeks.

You can control or disable cookies through your browser settings.

4. Embedded Content from Other Websites

Articles or pages on this website may include embedded content (e.g. videos, images, or articles). Embedded content behaves in the same way as if you visited the external website directly.

These third-party websites may collect data about you, use cookies, embed tracking tools, and monitor your interaction with their content. We encourage you to review their respective privacy policies.

5. Analytics

We may use analytics tools (such as Google Analytics or similar services) to understand how visitors use our website. These tools may collect anonymised usage data, including pages visited, time spent, and device information.

Analytics data is used strictly to improve our website and services.

6. Who We Share Your Information With

We do not sell your personal information.

We may share your information with:

  • Service providers and suppliers who assist us in delivering our services

  • Hosting, IT, payment, courier, and marketing service providers

  • Regulatory authorities where required by law

All third parties are required to maintain appropriate security measures and comply with POPIA.

7. International Data Transfers

Where personal information is transferred outside of South Africa, we ensure that adequate protection measures are in place, in accordance with POPIA requirements.

8. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including:

  • Legal and regulatory compliance

  • Contractual obligations

  • Business and operational requirements

When personal information is no longer required, it is securely deleted or anonymised.

9. Your Rights Under POPIA

You have the right to:

  • Request access to your personal information

  • Request correction or updating of your information

  • Request deletion or destruction of your information (subject to legal obligations)

  • Object to the processing of your information

  • Withdraw consent for marketing communications

  • Lodge a complaint with the Information Regulator of South Africa

Requests can be made by contacting us using the details below.

10. Where We Send Your Data

Visitor comments may be checked through automated spam detection services.

11. How We Protect Your Information

We implement appropriate technical and organisational security measures to protect personal information against:

  • Unauthorised access

  • Loss, damage, or destruction

  • Unlawful processing

These measures include access controls, secure hosting environments, and internal data protection policies.

12. Data Breach Procedures

In the event of a data breach, we will:

  • Take immediate steps to contain and assess the breach

  • Notify affected data subjects where required

  • Report the breach to the Information Regulator in accordance with POPIA

13. Third-Party Information

We may receive personal information from third parties such as business partners, service providers, or public sources, where permitted by law.

14. Automated Decision-Making and Profiling

K.O.T Solutions does not engage in automated decision-making or profiling that produces legal or significant effects on data subjects.

15. Marketing Communications

We will only send marketing communications where:

  • You have provided consent; or

  • It is permitted under POPIA

You may opt out of marketing communications at any time by following the unsubscribe instructions or contacting us directly.

16. Contact Information

If you have any questions, requests, or concerns regarding this Privacy Policy or your personal information, please contact:

Information Officer
K.O.T Solutions (Pty) Ltd
Email: info@kot.solutions
Website: https://kot.solutions

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

By using our website and services, you acknowledge that you have read and understood this Privacy Policy.

18. POPIA Consent Notices (Forms, WhatsApp & Lead Generation)

To ensure compliance with the Protection of Personal Information Act (POPIA), K.O.T Solutions uses clear consent notices across all data collection channels.

18.1 Website & Contact Forms (Including Quote and Lead Forms)

Suggested POPIA Consent Notice:

By submitting this form, you consent to K.O.T Solutions (Pty) Ltd collecting and processing your personal information for the purpose of responding to your enquiry, providing quotations, delivering products or services, and related communications, in accordance with our Privacy Policy.

An unchecked consent checkbox should be used where possible, especially for marketing communications.

18.2 WhatsApp Communication (Including WhatsApp Business API)

When engaging with K.O.T Solutions via WhatsApp (including automated workflows), users will receive or acknowledge the following notice:

Suggested POPIA Consent Notice:

By continuing this WhatsApp conversation, you consent to K.O.T Solutions (Pty) Ltd processing your personal information to assist with your enquiry, quotation, order, or service request, in line with our Privacy Policy.

WhatsApp conversations may be stored securely for service delivery, record-keeping, and compliance purposes.

18.3 Google Ads Lead Forms

Suggested POPIA Consent Notice (Google Ads compliant):

By submitting this form, you agree that K.O.T Solutions (Pty) Ltd may collect and process your personal information to contact you about products or services you have requested, in accordance with our Privacy Policy.

This notice should be used alongside a visible link to the Privacy Policy in the Google Ads lead form.

19. WooCommerce & WordPress Compliance

K.O.T Solutions uses WordPress and may use WooCommerce to process enquiries, orders, and customer interactions.

19.1 WooCommerce Data Collection

When you place an order or submit information via WooCommerce, we collect information such as:

  • Name and surname

  • Billing and shipping address

  • Email address and contact number

  • Order details and transaction history

Purpose:

  • Order processing and fulfilment

  • Customer support and communication

  • Accounting, tax, and legal compliance

19.2 WooCommerce Checkout POPIA Notice

Suggested Checkout Notice:

Your personal information will be used to process your order, support your experience on this website, and for other purposes described in our Privacy Policy.

This notice should appear near the checkout or order submission button.

19.3 WordPress User Accounts

If users register accounts on our website:

  • Personal information is stored in user profiles

  • Users may view, edit, or request deletion of their information

  • Administrators may access information strictly for operational purposes

19.4 Cookies & WooCommerce Sessions

WooCommerce uses cookies to:

  • Track cart contents

  • Enable checkout functionality

  • Maintain secure user sessions

These cookies do not store personal information directly and expire automatically.

19.5 Email Marketing & Transactional Emails

WooCommerce and WordPress may send:

  • Transactional emails (order confirmations, invoices)

  • Service-related communications

Marketing emails will only be sent where consent has been obtained, and users may unsubscribe at any time.

20. POPIA Marketing Consent (Optional Best Practice)

Where required, K.O.T Solutions uses explicit consent wording:

☐ I consent to K.O.T Solutions (Pty) Ltd contacting me about products, services, or promotions. I understand that I may opt out at any time.

21. Information Regulator

You have the right to lodge a complaint with the Information Regulator of South Africa:

Information Regulator (South Africa)
Website: https://www.justice.gov.za/inforeg/

K.O.T Solutions store policies