Privacy Policy

1. Who We Are

IBA Agencies (trading as IBA Coastal)
Email: info@ibacoastal.co.za
Phone: +27 66 483 2433
Website: www.ibacoastal.co.za

IBA Coastal is the Responsible Party as defined in the Protection of Personal Information Act, 4 of 2013 (POPIA). We are committed to protecting your personal information and to processing it responsibly, lawfully, and transparently.

2. Information Officer

In accordance with POPIA, IBA Coastal has designated an Information Officer who is responsible for overseeing compliance with this policy and handling all data-related requests:

Name	Michael Peters
Title	Information Officer — IBA Coastal
Email	info@ibacoastal.co.za
Phone	+27 66 483 2433

3. What Personal Information We Collect

We may collect the following categories of personal information from you:

• Contact details: full name, phone number, email address, business name, and delivery or business address
• Order and enquiry information: products of interest, order history, delivery preferences, and pricing enquiries
• Communication records: WhatsApp messages, emails, and notes from phone calls related to your account or enquiry
• Website usage data: pages visited, session duration, and device information — collected via cookies only if analytics tools are enabled on this site (see Section 9)

We do not collect special personal information (as defined in POPIA Section 26), such as health data, religious views, political opinions, or biometric data.

4. Why We Collect Your Information

We collect and use your personal information only for the following legitimate business purposes:

• To respond to your enquiries and process orders
• To manage and maintain our business relationship with you
• To provide you with product updates, availability notices, or relevant promotions — only with your consent
• To improve our website, services, and customer experience
• To comply with our legal and regulatory obligations under South African law

5. Legal Basis for Processing

We process your personal information on one or more of the following grounds as set out in POPIA:

• Your consent — when you choose to contact us via WhatsApp, email, or this website
• Legitimate interest — to manage our business relationships and communicate with existing clients and suppliers
• Legal obligation — where required by applicable South African law (e.g. tax and financial record-keeping)

6. How We Collect Your Information

We collect personal information through the following channels:

• WhatsApp and phone calls — when you contact us directly
• Email — for enquiries, orders, and account correspondence
• Website contact or enquiry forms — if present on this site
• In-person interaction — during meetings, deliveries, or trade visits

We do not collect personal information from you without your knowledge.

7. Sharing of Personal Information

We do not sell, rent, or trade your personal information. We may share it only in the following circumstances:

• Service providers: third parties who assist us in operating our business (e.g. website hosting, email services) — these parties are bound by confidentiality and data processing obligations
• Legal authorities: when required to do so by law, court order, or in response to a lawful request from a government authority

We will not share your personal information with any other third party without your prior consent.

8. Retention of Personal Information

We retain your personal information only for as long as necessary to fulfil the purpose for which it was collected, or as required by law:

Type of record	Retention period
Active client and supplier records	Duration of relationship + 5 years
Enquiries with no subsequent order	12 months from last contact
Financial and legal records	7 years (Tax Administration Act)

When personal information is no longer required, it is securely deleted or anonymised.

9. Cookies

This website may use cookies — small text files stored on your device — to improve your experience and understand how visitors use our site.

Types of cookies we may use:

Type	Purpose
Essential cookies	Required for the website to function correctly
Analytics cookies	To understand site usage (e.g. Google Analytics) — only with your consent

This website uses Google Analytics 4 to understand how visitors use the site. Analytics cookies are only loaded after you grant consent via the cookie notice displayed on your first visit. You may withdraw consent at any time by clearing your browser's cookies and local storage, after which the banner will reappear on your next visit.

You can control or delete cookies at any time through your browser settings. Disabling essential cookies may affect the functionality of the site.

10. Security

We take reasonable technical and organisational precautions to protect your personal information against unauthorised access, loss, misuse, or alteration. These measures include secure hosting, restricted access to client data, and care in handling written and digital correspondence.

However, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security and encourage you to use caution when sharing personal information online.

11. Your Rights Under POPIA

You have the following rights in respect of your personal information:

• Right of access — to request a copy of the personal information we hold about you
• Right to correction — to request that inaccurate or outdated information be corrected
• Right to deletion — to request that your personal information be deleted, subject to our legal retention obligations
• Right to object — to object to the processing of your information for direct marketing purposes
• Right to complain — to lodge a complaint with the Information Regulator if you believe your rights have been violated (see Section 12)

To exercise any of the above rights, please contact our Information Officer using the details in Section 2. We will respond within a reasonable time in accordance with POPIA.

12. Information Regulator

If you believe that IBA Coastal has not handled your personal information in accordance with POPIA, you have the right to lodge a complaint with the South African Information Regulator:

The Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Email: inforeg@justice.gov.za
Website: www.justice.gov.za/inforeg/
Tel: 010 023 5207

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. Any updates will be published on this page with a revised "Last Updated" date. We encourage you to review this policy periodically.

14. Contact

For any questions, requests, or concerns about this Privacy Policy or how we handle your personal information, please contact:

Michael Peters — Information Officer
IBA Coastal (IBA Agencies)
Email: info@ibacoastal.co.za
WhatsApp: +27 66 483 2433