This policy explains how [REGISTERED BUSINESS NAME], trading as CodedWild ("we", "us", "our"), collects, uses, shares, and protects your personal information. We are committed to processing your information lawfully and transparently, in line with South Africa's Protection of Personal Information Act, 2013 (POPIA).
1. Who is responsible for your information
The Responsible Party is [REGISTERED BUSINESS NAME] (registration number [REG NUMBER]), of [PHYSICAL ADDRESS].
Our Information Officer is [INFORMATION OFFICER NAME], reachable at [INFORMATION OFFICER EMAIL].
2. What personal information we collect
- Enquiry details you give us through our contact form: your name, email address, wedding date, and any message you send.
- Booking & client details needed to deliver our services: contact details, event venue and date, and package selections.
- Photographs and films of you and, where you engage us, your wedding guests.
- Website usage data: basic technical information (such as IP address and browser type) and cookie data — see section 5.
3. Why we collect it & our lawful basis
We process your information to respond to enquiries, prepare quotes, deliver the services you book, host and manage your wedding website and digital album, and to run and improve our business. Our lawful bases under POPIA include your consent, the performance of our contract with you, and our legitimate interests. Where we rely on consent (for example, to feature your images in our portfolio), you may withdraw it at any time.
4. Who we share it with
We do not sell your personal information. We share it only with trusted operators who help us run our services, under appropriate safeguards, including:
- Our website host and infrastructure provider ([e.g. Cloudflare]);
- The wedding-website platform where applicable ([e.g. Joy]);
- Our email and communication tools.
Some of these providers may process information outside South Africa. Where that happens, we take reasonable steps to ensure your information receives a comparable level of protection, as required by POPIA.
5. Cookies
We use essential cookies to make the site work, and — only with your consent — optional cookies to understand how the site is used. You can accept or decline optional cookies through the banner shown on your first visit, and change your choice at any time. Essential cookies cannot be switched off as the site relies on them.
6. How we protect it
We apply reasonable technical and organisational measures to safeguard your information against loss, unauthorised access, and misuse. No method of transmission or storage is perfectly secure, but we take our responsibility to protect your information seriously.
7. How long we keep it
We keep your information only for as long as necessary for the purposes described above, or as required by law. Enquiry details are kept for [e.g. 24 months]; client and booking records for [e.g. 5 years] after your event; and your photographs and films for [retention period] unless you ask us to delete them sooner.
8. Your rights under POPIA
You have the right to:
- ask what personal information we hold about you and request access to it;
- ask us to correct or delete information that is inaccurate, irrelevant, or no longer needed;
- object to processing in certain circumstances, and withdraw consent where we rely on it;
- lodge a complaint with the Information Regulator (see section 10).
To exercise any of these rights, email our Information Officer at [INFORMATION OFFICER EMAIL]. We will respond within a reasonable period.
9. Access to information (PAIA)
Under the Promotion of Access to Information Act, 2000 (PAIA), you may request access to records we hold. Our PAIA manual is available on request from our Information Officer at [INFORMATION OFFICER EMAIL]. [If you publish a PAIA manual PDF, link it here.]
10. Complaints & contact
If you have a concern about how we handle your information, please contact our Information Officer first so we can put it right. You also have the right to complain to the regulator:
The Information Regulator (South Africa)
Website: inforegulator.org.za
Complaints email: [verify current address, e.g. POPIAComplaints@inforegulator.org.za]