POPIA Privacy Policy

Last updated: 2026-06-01

Coded Roots Software respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”). This Privacy Policy explains what personal information we collect through our website, why we collect it, how we use it, and what rights you have.

1. Responsible Party

Responsible Party: Coded Roots Software
Company Registration Number: 2026/333335/07
Registered Address: 36 La Rochelle Road, La Rochelle, Bellville, Cape Town, South Africa
General Contact Email: info@codedrootssoftware.co.za

2. Personal Information We Collect

Depending on how you use our website, we may collect the following personal information:

  • Identity and contact information, such as your name and email address.
  • Enquiry information, such as your subject line and message submitted through our contact form.
  • Technical information, such as your IP address, browser type, device information, referring pages, and basic server log information.
  • Cookie and analytics information, where you have consented to the use of non-essential cookies.

3. How We Collect Information

We collect personal information directly from you when you submit an enquiry through our website or otherwise contact us. We may also collect limited technical information automatically through server logs and website technologies, and analytics information where you have consented to analytics cookies.

4. Why We Collect It

  • To respond to your enquiries and communicate with you.
  • To provide requested services or information.
  • To maintain website security, detect abuse, and protect our systems.
  • To improve website functionality, performance, and user experience, where applicable and with consent where required.
  • To comply with legal, regulatory, and record-keeping obligations.

5. Lawful Basis for Processing

We process personal information only where we have a lawful basis to do so under POPIA, including:

  • Consent — where you agree to optional processing, such as analytics cookies.
  • Contractual necessity — where processing is necessary to respond to a service request or enquiry you submit.
  • Legitimate interests — where limited processing is necessary for reasonable website security, fraud prevention, or technical administration, and where this is not overridden by your rights.
  • Legal obligation — where we are required to retain, use, or disclose information under applicable law.

6. Whether Supplying Information Is Voluntary or Mandatory

Providing personal information through our contact forms is generally voluntary. However, where fields are marked as required, we need that information to respond properly to your enquiry or provide the requested service.

7. Consequences of Not Providing Information

If you do not provide the required personal information, we may not be able to respond to your enquiry, verify your request, or provide the relevant service or support.

8. Who We Share Information With

We may share personal information with:

  • Hosting, infrastructure, website, and email service providers who support our operations and are subject to confidentiality and security obligations.
  • Professional advisers, such as legal, accounting, or compliance advisers, where necessary.
  • Regulators, authorities, courts, or law enforcement where disclosure is required or authorised by law.

We do not sell personal information.

9. International Transfers

Some of our service providers may process personal information outside South Africa. Where this occurs, we take reasonably appropriate steps to ensure that the recipient is subject to a law, binding corporate rules, or contractual obligations that provide an adequate level of protection for the information.

10. Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, or for longer where required by law, regulation, contractual obligations, dispute handling, or legitimate business record-keeping. When information is no longer required, we securely delete, destroy, or anonymise it where appropriate.

11. Security Measures

We implement reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include HTTPS transport security, access controls, role-based restrictions, monitoring, and service-provider safeguards.

12. Data Subject Rights

Subject to applicable law, you may have the right to:

  • Request access to personal information we hold about you.
  • Request correction of inaccurate, incomplete, misleading, or outdated personal information.
  • Request deletion or destruction of personal information where legally permissible.
  • Object, on reasonable grounds, to certain processing.
  • Withdraw consent where processing is based on consent.
  • Lodge a complaint with the Information Regulator.

To exercise your rights, contact us at info@codedrootssoftware.co.za.

13. Security Compromises

If a security compromise affecting personal information occurs, we will follow our internal incident response procedures and notify affected persons and the Information Regulator where required by law.

14. Cookies and Analytics

We use strictly necessary cookies for core site operation and, where you consent, analytics cookies to understand site usage and improve performance. For more information, please see our Cookie Policy.

15. Complaints

If you believe your personal information has been handled unlawfully, please contact us first so that we can try to resolve the issue.

You also have the right to lodge a complaint with the Information Regulator (South Africa):

Website: https://inforegulator.org.za/
General Email: enquiries@inforegulator.org.za
POPIA Complaints: POPIAComplaints@inforegulator.org.za
Telephone: 010 023 5200 / 0800 017 160
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191

16. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be published on this page with the revised “Last updated” date.