Privacy policy
01 · What this policy covers
This policy covers koldheim.com, the website you are reading. It is short because the site collects very little.
Koldheim the product is sold to organisations. If you use it at work, the records inside it belong to your employer: they are the responsible party for that information and we process it on their instructions under our agreement with them. Ask them for their own policy.
That agreement is our data processing agreement. It is available on request from office@koldsoftware.com, and we send it to a customer before they sign rather than after.
02 · Who is responsible
Kold Software (Pty) Ltd (registration number 2026/236232/07), of Hilton, KwaZulu-Natal, South Africa, is the responsible party under the Protection of Personal Information Act 4 of 2013 ("POPIA") and the data controller under the UK and EU General Data Protection Regulation ("GDPR") for the personal information described here.
Our Information Officer, registered with the Information Regulator of South Africa, is Kurt Ferreira, contactable at office@koldsoftware.com.
03 · What this website collects
Unless you accept analytics or write to us, this site collects nothing about you.
- No access logs. Our web server keeps no record of visits: no IP addresses, no pages, no user agents.
- Analytics, only if you accept. See clause 04.
- What you send us. If you book a demo, the form sends your name, work email, organisation, role, the service you asked about and anything you type in the last box. It goes to our own automation server, which raises it as an enquiry for us to answer. If you email us, we get what you write.
- One request at a time. The form issues a short-lived token when the page loads and counts requests per address, to keep robots out. Neither is a cookie and neither identifies you.
We set no advertising cookies, no third-party trackers and no social media pixels.
06 · Cross-border transfers
The website itself is hosted in South Africa. Google processes analytics data in the United States and elsewhere. Section 72 of POPIA permits such transfers where the recipient is subject to a law, binding corporate rules or binding agreement providing protection substantially similar to POPIA, or where you consent. For analytics we rely on your consent: press "Reject" and nothing leaves.
07 · How long we keep it
- Analytics data, as long as our Google Analytics retention setting allows, then deleted.
- Email and demo enquiries, for as long as they are useful to the conversation, then deleted on request.
08 · Security
POPIA section 19 requires us to secure the integrity and confidentiality of personal information. The site is served over HTTPS, the server takes key-only administrative access behind a firewall, security updates install automatically, and the strongest measure is the one in clause 03: we do not collect what we do not need.
09 · Your rights
Under POPIA and, where it applies to you, the GDPR, you have the right to:
- Access the personal information we hold about you, and know who we shared it with.
- Correct information that is inaccurate, out of date, incomplete or misleading.
- Delete it, in the circumstances the law allows.
- Object to processing based on legitimate interests.
- Withdraw consent for analytics at any time, without affecting what came before.
- Portability and restriction of processing, where the GDPR applies.
- Not be subject to automated decision-making. We do none.
Write to office@koldsoftware.com and we will respond. We will not charge you for a reasonable request.
10 · Breaches
If personal information under our control is accessed or acquired by an unauthorised person, we will notify the Information Regulator and every affected person as soon as reasonably possible after becoming aware of it, as POPIA section 22 requires. We will say what happened, what was exposed and what to do about it.
11 · Children
Koldheim is a business tool and is not directed at children. We do not knowingly process the personal information of children under 18. If you believe we have, contact us and we will delete it.
12 · Changes
We will post any updated policy here with a new effective date.
13 · Contact and complaints
Information Officer: Kurt Ferreira
Kold Software (Pty) Ltd
Hilton, KwaZulu-Natal, South Africa
office@koldsoftware.com
If you are unhappy with how we have handled your personal information, please tell us first. You are entitled to complain to the regulator regardless:
Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
inforegulator.org.za
If you are in the EU or UK, you may also complain to your local supervisory authority.