Draft for APA Koi approval. Please have this reviewed before the website goes live.
APA Koi South Africa (Pty) Ltd (“APA Koi”, “we”, “us”) respects your privacy. This policy explains what personal information we collect through apakoi.com, in our shop and at our koi auctions, why we collect it, and how we protect it, in line with the Protection of Personal Information Act 4 of 2013 (POPIA).
1. Who we are
APA Koi South Africa (Pty) Ltd is the responsible party for your personal information.
- Company registration number: To confirm: registration number
- Address: Alberton, Gauteng, South Africa To confirm: full physical address
- Phone / WhatsApp: 074 404 4539
- Email: apaksouthafrica@gmail.com
- Information Officer: To confirm: name of the person responsible for privacy, usually a director
2. What we collect
- Contact details: your name, email address, phone or WhatsApp number.
- Order and delivery details: billing and delivery address, company name and VAT number (if you give them), the products and koi you buy, and your delivery or collection choice.
- Account details: your login details and order history if you create an APA Koi account.
- Auction activity: the bids you place, the amounts and times, and the lots you win.
- Enquiries: the information you send us through our contact and pond service forms, including your pond location and any photos of your pond.
- Payment information: card and Instant EFT payments are processed by Payfast. We do not see or store your full card details.
- Website usage: technical information such as your IP address, browser and the pages you visit, collected through cookies (see section 9).
3. Why we use your information
- To process and deliver your orders, and to arrange collection or delivery of live koi.
- To run our koi auctions: registering bidders, recording bids, notifying winners and collecting payment.
- To reply to your enquiries and to quote for and carry out pond services.
- To manage your account and give you after-sales support and care advice.
- To meet our legal obligations, such as tax and accounting records.
- To send you news about new koi, auctions and offers, but only if you have agreed to receive them (see section 6).
We only use your information for these purposes, or for a closely related purpose that you would reasonably expect.
4. Who we share it with
We never sell your personal information. We share it only with service providers who help us run our business, and only as much as they need:
- Payfast, to process card and Instant EFT payments.
- Couriers and transport partners, to deliver your order.
- Our website host and email providers, who store data on our behalf.
- Our accountants and auditors, and authorities such as SARS where the law requires it.
Some of these providers may store information outside South Africa. Where this happens, we make sure the provider is bound by data protection laws or an agreement that gives your information a similar level of protection to POPIA.
5. Auction bid history
Each auction lot shows a public bid history so that bidding is transparent. It shows bid amounts and times only. We never display bidder names, usernames or contact details.
6. Marketing messages
We will only send you marketing emails or WhatsApp messages if you have opted in, or if you are an existing customer and the message is about similar products or services. Every message includes a way to unsubscribe, and you can opt out at any time by contacting us.
7. How long we keep it
We keep order and payment records for at least five years, as required by South African tax law. Enquiries that do not lead to a sale are kept for up to two years. Account information is kept until you ask us to close your account, unless we need to keep it longer by law.
8. How we protect it
Our website uses encryption (HTTPS), access to customer information is limited to staff who need it, and we use reputable, secure service providers. If we become aware of a security breach that affects your personal information, we will notify you and the Information Regulator as POPIA requires.
9. Cookies
Our website uses cookies to keep items in your cart, keep you logged in and remember your preferences. We may also use analytics cookies to understand how visitors use the site so we can improve it. You can block or delete cookies in your browser settings, but parts of the shop may not work without them.
10. Your rights
Under POPIA you have the right to:
- ask whether we hold personal information about you, and request a copy;
- ask us to correct or update your information;
- ask us to delete your information, where we are not required to keep it by law;
- object to us using your information, including for marketing;
- lodge a complaint with the Information Regulator.
To make a request, contact us using the details in section 1. We may need to confirm your identity first.
Information Regulator (South Africa): inforegulator.org.za, complaints.IR@inforegulator.org.za
11. Children
Our shop and auctions are intended for people aged 18 and over. We do not knowingly collect personal information from children.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.