Privacy policy
Effective Date: 22 May 2025
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Introduction
Welcome to The Website Studio! We value your trust and are committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (www.thewebsitestudio.co.za) or engage with our Services.
By accessing our Website or using any of our Services, you agree to the practices described in this policy and consent to the collection and use of information in accordance with these terms. If you do not agree with this policy, please refrain from using our Website or Services.
This policy is governed by the Protection of Personal Information Act (POPIA) of South Africa and reflects our commitment to comply with all applicable data protection laws, ensuring transparency and accountability in our data practices. We recommend reviewing this policy periodically for updates.
Information We Collect
We collect two main types of data to deliver and improve our Services:
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1 - Personal Information You Provide:
Contact Details: Name, email address, telephone number, physical address, company name, and your role.
Account Credentials: Username, encrypted password, and user preferences.
Payment Information: Banking details or debit order authorizations required for billing; full card details are processed only by our secure payment gateways (e.g., PayFast, PayGate).
Content Contributions: Text, images, logos, or other media you upload for use on your website.
2 - Automatically Collected Information:
Usage Data: IP address, browser type and version, operating system, device type, screen resolution, referring URL, pages visited, and timestamps.
Cookies & Tracking: Small data files or pixels (Google Analytics, Hotjar, Facebook Pixel) to remember preferences, support analytics, and personalize content. You may disable cookies via your browser, though certain features may be affected.
We use this information to tailor your experience, secure our platform, prevent fraud, and optimize performance.
How We Use Your Information
Your data helps us provide, maintain, and enhance our Services:
Service Delivery & Support:
Account Management: Set up and manage your hosting subscription, billing, and support tickets.
Customer Assistance: Respond to inquiries, troubleshoot issues, and send you important service notifications.
Content Operations: Publish, update, or remove user-provided content on your behalf.
Marketing & Analytics:
Email Campaigns: Send newsletters, promotional offers, and product updates. Every marketing email includes an opt-out link.
Website Analytics: Review aggregated usage metrics (via Google Analytics and server logs) to understand feature adoption, improve usability, and tailor our roadmap.
Legal & Compliance:
Regulatory Reporting: Comply with POPIA, tax, and audit requirements.
Fraud Prevention: Detect, investigate, and mitigate unauthorized or suspicious activities.
We do not sell or lease your personal data to third parties for marketing without your explicit consent.
Information Sharing and Disclosure
We only share your data under these conditions:
A - With Service Providers:
Hosting: A reliable South African-based hosting provider maintains uptime, performance, and backups.
Email Hosting: A trusted email provider handles your branded inboxes.
Payments: Secured payment gateways (e.g., PayFast, PayGate) process transactions—no raw card data is stored on our servers.
Analytics & Advertising: Google Analytics, Hotjar, and Facebook Pixel may receive anonymized usage data to help us improve.
All vendors are bound by confidentiality obligations and may not use your data for any other purpose. We may engage subprocessors, but remain responsible for their compliance.
B - Legal Requirements:
We may disclose information if required by law, court order, or government authority. This includes responding to subpoenas, search warrants, or to protect our rights and safety.
C - Business Transfers:
In connection with a merger, acquisition, or asset sale, your data may be transferred to the new entity under equivalent privacy protections. We will notify you of major changes in ownership or data use.
Data Security
We implement industry-standard safeguards to protect your information:
Encryption: TLS secures data in transit between your device and our servers.
Access Controls: Role-based permissions, secure passwords, and multi-factor authentication for internal systems.
Network Protection: Firewalls and intrusion detection systems defend against unauthorized access.
Regular Audits: Quarterly vulnerability assessments, timely patching, and penetration tests by accredited security firms.
Backups & Disaster Recovery: Daily encrypted backups with secure off-site storage.
Incident Response: A documented plan ensures we notify affected users and authorities within 72 hours of a breach, per POPIA.
While we strive for robust security, no method is infallible. If a breach occurs, we will inform you promptly and take necessary remediation steps.
Data Retention
We retain your personal data based on the purpose it serves and legal requirements:
We retain your personal data based on the purpose it serves and legal requirements:
Billing & Tax Records: Kept for at least 5 years to comply with South African Revenue Service regulations.
Active Account Data: Maintained throughout your subscription plus 2 years post-cancellation, unless you request deletion sooner.
Marketing Consents: Retained until you withdraw your consent or opt out.
After the retention period, data is securely deleted or anonymized. You may also request early deletion using our Data Subject Request process.
Your Rights
Under POPIA, you have the following rights regarding your personal data:
Access: Request a copy of the data we hold about you.
Correction: Ask us to update or correct inaccurate or incomplete information.
Deletion: Request removal of personal data that is no longer necessary or where you withdraw consent.
Objection: Object to our processing of your data, especially for direct marketing.
Portability: Receive your data in a structured, machine-readable format for transfer to another provider.
To exercise these rights, contact info@thewebsitestudio.co.za with “Data Subject Request” in the subject line. We will acknowledge receipt within 5 business days and aim to fulfill your request within 30 days (maximum 60 days if complex).
Children’s Privacy
Our Website and Services are intended for individuals 18 years or older. We do not knowingly collect personal data from minors under 18. If you believe we may have inadvertently collected such data, please contact us immediately, and we will promptly delete it.
Third-Party Links
Our Website may include links to external sites (e.g., WordPress.org, social media platforms). We are not responsible for the content or privacy practices of those sites. Please review their privacy policies before sharing your personal information.
Changes to This Privacy Policy
We may update this policy to reflect changes in our practices, legal requirements, or new features. We will notify you of material updates by email and by posting a notice on our Website at least 30 days before changes take effect. Your continued use of our Services constitutes acceptance of the revised policy.
Contact Us
If you have questions, feedback, or wish to exercise your data rights, please reach out:
Privacy Officer
Email: info@thewebsitestudio.co.za
Thank you for trusting The Website Studio with your personal information. We’re committed to keeping it safe and using it responsibly.
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