Privacy Policy
Last Updated: 18 December 2025
Company Identification (ECTA)
Legal Entity: ToolTide (Pty) Ltd
Registration Number: 2025/925080/07
VAT Number: [Your VAT Number if registered]
Physical Address: Krugersdorp, Gauteng, 1739
Contact Email: info@tooltide.co.za
Phone: 0845592079 | 0798894786
1. Introduction
ToolTide (Pty) Ltd ("we", "us", "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and related South African legislation.
Information Officer Contact:
Email: privacy@tooltide.co.za
Physical Address: Krugersdorp, Gauteng, 1739
Company Registration: 2025/925080/07
2. What Information We Collect
2.1 Information You Provide
- Registration Data: Name, surname, email address, password (encrypted), company name, employee count
- Contact Forms: Name, email, message content, optional phone number
- Payment Information: Processed by third-party payment providers (PayFast, Ozow). We do NOT store credit card details
2.2 Information Automatically Collected
- Technical Data: IP address, browser type, device information, operating system
- Usage Data: Pages visited, time spent, click patterns, referral sources (only with your consent)
- Cookies: See our Cookie Policy section below
3. Legal Basis and Purpose of Processing
| Purpose | Legal Basis | Data Used |
|---|---|---|
| Account creation and trial activation | Consent / Contractual necessity | Name, email, company details |
| Processing payments | Contractual necessity | Billing information (via third parties) |
| Marketing communications | Explicit opt-in consent | Email, name |
| Website analytics (if enabled) | Consent | IP (anonymized), usage patterns |
| Compliance and legal obligations | Legal obligation (SARS, POPIA) | Transaction records, audit logs |
4. How We Use Your Information
- Provide and manage your ToolTide account and trial period
- Process payments and maintain billing records
- Send service-related communications (activation emails, trial reminders, billing notifications)
- Improve our website and services based on aggregated usage data
- Send marketing emails ONLY if you explicitly opt in (separate from T&Cs)
- Comply with legal obligations under South African law
5. Data Sharing and Disclosure
We do NOT sell your personal information. We may share data with:
- Payment Processors: PayFast, Ozow (for payment processing only)
- Email Service Providers: For transactional and opt-in marketing emails
- Hosting Providers: GitHub Pages, AWS, or other cloud infrastructure providers
- Legal Authorities: When required by law (SARS, court orders, regulatory compliance)
All third-party processors are contractually bound to POPIA-compliant data handling practices.
6. Your Rights Under POPIA
You have the right to:
- Access: Request a copy of your personal information we hold
- Correction: Request correction of inaccurate or incomplete data
- Deletion: Request deletion of your personal information (subject to legal retention requirements)
- Objection: Object to processing for marketing purposes
- Restriction: Request restriction of processing in certain circumstances
- Withdraw Consent: Withdraw marketing consent at any time
- Lodge a Complaint: File a complaint with the Information Regulator of South Africa
To exercise your rights, contact: privacy@tooltide.co.za
We will respond within 30 days as required by POPIA.
7. Cookie Policy
7.1 What Are Cookies
Cookies are small text files stored on your device when you visit our website.
7.2 Types of Cookies We Use
- Essential Cookies: Required for website functionality (theme preference, session management). These do NOT require consent.
- Analytics Cookies: Google Analytics, if enabled with your consent, to understand website usage (anonymized IP)
- Marketing Cookies: Currently NOT used. If implemented, explicit consent will be required.
7.3 Managing Cookies
You can control cookie preferences via our cookie banner (when implemented) or your browser settings. Blocking essential cookies may affect website functionality.
8. Data Security
We implement appropriate technical and organizational measures:
- HTTPS encryption for all data in transit
- Bcrypt password hashing (salt rounds >= 10)
- Secure database access controls
- Regular security audits and updates
- No storage of credit card details (PCI DSS compliant third parties only)
9. Data Retention
- Active Accounts: Retained while account is active and for 1 year after closure (unless deletion requested)
- Transaction Records: 5 years minimum (tax compliance with SARS)
- Marketing Lists: Until consent is withdrawn
- Analytics Data: Anonymized and retained for up to 26 months (Google Analytics default)
10. Data Breach Notification
In the event of a data breach that poses a risk to your rights and freedoms, we will:
- Notify the Information Regulator within 72 hours (as required by POPIA)
- Notify affected individuals without undue delay
- Provide details of the breach, potential impact, and mitigation steps
Breach Reporting: security@tooltide.co.za
11. International Data Transfers
Your data is primarily stored and processed in South Africa. If data is transferred internationally (e.g., cloud hosting providers), we ensure adequate safeguards through:
- Standard contractual clauses
- GDPR-equivalent protections
- Explicit consent where required
12. Children's Privacy
Our services are NOT intended for individuals under 18 years. We do not knowingly collect data from minors. If you believe we have collected such data, contact us immediately for deletion.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. Significant changes will be communicated via email to registered users.
14. Contact Information
Information Officer:
ToolTide (Pty) Ltd
Email: privacy@tooltide.co.za
General Inquiries: info@tooltide.co.za
Security Issues: security@tooltide.co.za
Information Regulator South Africa:
Website: www.justice.gov.za/inforeg
Email: inforeg@justice.gov.za