Privacy Policy for Cool Pack cc

Effective Date: 12 March 2026

Last Updated: 12 March 2026

1. Introduction and Preamble

Welcome to the official Privacy Policy of Cool Pack cc (“we”, “us”, “our”, or “the Company”). Since our founding in 1996, we have been committed to not only providing superior packaging, agricultural, and industrial products but also to maintaining the utmost integrity and trust with our retail and wholesale clients.

We respect your privacy and are fundamentally committed to protecting your personal data. This comprehensive privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from), when you visit our physical retail premises located at Jachtdrif Farm in Paulpietersburg, and when you interact with our administrative and sales teams. Furthermore, this policy details your privacy rights and how the law protects you under the South African Protection of Personal Information Act No. 4 of 2013 (POPIA).

This Privacy Policy aims to give you information on how Cool Pack cc collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter, purchase a product, create an account, or utilise our contact forms.

It is imperative that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

2. Important Information and Who We Are

2.1. Controller and Responsible Party

Cool Pack cc is the “Responsible Party” (as defined in POPIA) and the data controller responsible for your personal data. We dictate the purpose for which, and the means by which, your personal information is processed.

2.2. Information Officer Contact Details

We have appointed an Information Officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Information Officer using the details set out below:

Full Name of Legal Entity: Cool Pack cc
Title of Information Officer: Martin Dedekind / Appointed Information Officer
Email Address: sales@coolpack.co.za
Postal Address: P.O. Box 294, Paulpietersburg, 3180, South Africa
Physical Address: Jachtdrif Farm, Paulpietersburg, KwaZulu-Natal, South Africa
Telephone Number: +27 34 995 0144
Cellular Number: +27 78 842 4411

2.3. Changes to the Privacy Notice and Your Duty to Inform Us of Changes

We keep our privacy policy under regular review. This version was last updated on the date stated at the top of this policy. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us (for example, if you change your delivery address or contact number).

2.4. Third-Party Links

This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

3. The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows:

3.1. Identity Data

This includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, and gender. For registered corporate clients, this may include company registration numbers, VAT numbers, and director details required for wholesale account verification.

3.2. Contact Data

This includes billing address, delivery address, physical location data for delivery routing, email address, telephone numbers, and cellular numbers. Accurate contact data is critical for our delivery fleet of 9 vehicles and our nationwide courier partners to fulfil your orders.

3.3. Financial Data

This includes bank account and payment card details. Please note that Cool Pack cc does not store your full credit card information on our local servers. Payment processing is handled by secure, PCI-DSS compliant third-party payment gateways integrated into our Shopify platform.

3.4. Transaction Data

This includes details about payments to and from you and other details of products and services you have purchased from us. This includes your order history, encompassing diverse product categories such as Styrofoam trays , Ingco tools , agricultural Netlon , bag closing yarn , and industrial cleaning chemicals.

3.5. Technical Data

This includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

3.6. Profile Data

This includes your username and password, purchases or orders made by you, your interests, preferences, feedback, and survey responses.

3.7. Usage Data

This includes information about how you use our website, products, and services. This involves tracking your journey through our Shopify store, identifying which product categories you view most frequently, and monitoring cart abandonment rates to improve our user experience.

3.8. Marketing and Communications Data

This includes your preferences in receiving marketing from us and our third parties and your communication preferences.

3.9. Aggregated Data

We also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

3.10. Special Personal Information

We do not collect any Special Personal Information about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

3.11. If You Fail to Provide Personal Data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

4. How Is Your Personal Data Collected?

We use different methods to collect data from and about you, ensuring compliance with the stringent requirements of POPIA. These methods include:

4.1. Direct Interactions

You may give us your Identity, Contact, and Financial Data by filling in forms or by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you:

Apply for our products or services;
Create an account on our website;
Request a custom delivery quote for bulk items that cannot be shipped via standard courier;
Subscribe to our service or publications;
Request marketing to be sent to you;
Enter a competition, promotion, or survey; or
Give us feedback or contact us directly at our Paulpietersburg headquarters.

4.2. Automated Technologies or Interactions

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies, server logs, and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our section on Cookies below for further details.

4.3. Third Parties or Publicly Available Sources

We may receive personal data about you from various third parties and public sources as set out below:

Technical Data from analytics providers such as Google based outside South Africa.
Contact, Financial, and Transaction Data from providers of technical, payment, and delivery services based inside and outside South Africa.
Identity and Contact Data from publicly available sources such as the Companies and Intellectual Property Commission (CIPC) for verifying corporate wholesale accounts.

5. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Performance of a Contract: Where we need to perform the contract we are about to enter into or have entered into with you (e.g., processing your payment, packing your order, and delivering it to you).
Legitimate Interests: Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Legal Obligation: Where we need to comply with a legal or regulatory obligation (e.g., retaining tax invoices for the South African Revenue Service).

5.1. Purposes for Which We Will Use Your Personal Data

We have set out below, in a descriptive format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

A. To register you as a new customer (retail or wholesale)

Type of data: (a) Identity (b) Contact
Lawful basis for processing: Performance of a contract with you.

B. To process and deliver your order This includes managing payments, fees, and charges, collecting and recovering money owed to us, and coordinating delivery. We provide specific location and contact data to our own 9 delivery vehicles for scheduled regional drops, and to nationwide courier partners for national deliveries. We also use this to arrange custom quotes for bulk items.

Type of data: (a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications
Lawful basis for processing: (a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us).

C. To manage our relationship with you This includes notifying you about changes to our terms or privacy policy, asking you to leave a review, or informing you about free delivery days in your specific location.

Type of data: (a) Identity (b) Contact (c) Profile (d) Marketing and Communications
Lawful basis for processing: (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and study how customers use our products).

D. To administer and protect our business and this website

This includes troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data.

Type of data: (a) Identity (b) Contact (c) Technical
Lawful basis for processing: (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud) (b) Necessary to comply with a legal obligation.

E. To deliver relevant website content and advertisements to you

Type of data: (a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical
Lawful basis for processing: Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business, and to inform our marketing strategy).

5.2. Marketing and Promotional Offers

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We may use your Identity, Contact, Technical, Usage, and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services, and offers may be relevant for you.

You will receive marketing communications from us if you have requested information from us or purchased goods from us and, in each case, you have not opted out of receiving that marketing.

5.3. Opting Out

You can ask us to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences, by following the opt-out links on any marketing message sent to you, or by contacting our sales team at sales@coolpack.co.za at any time. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product purchase, warranty registration, product experience, or other transactions.

5.4. Change of Purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

6. Disclosures of Your Personal Data

In order to fulfil our contractual obligations and run our business efficiently, we may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 5 above.

6.1. Internal Third Parties

Employees, contractors, and administrative staff working within Cool Pack cc at our Paulpietersburg headquarters. This includes our warehouse packing team, administrative staff, and the drivers of our 9 delivery vehicles who require your name, address, and contact number to execute successful local deliveries.

6.2. External Third Parties

E-commerce Platform: Our website is powered by Shopify. Shopify acts as a data processor on our behalf, managing the underlying infrastructure of our online store, secure checkout processes, and database management. Your data is stored through Shopify’s data storage, databases, and the general Shopify application on a secure server behind a firewall.
Courier and Logistics Partners: For deliveries outside our regional footprint, we share necessary Identity and Contact Data with trusted national courier partners to fulfil our nationwide delivery promise. They are strictly bound to use your data solely for the purpose of executing the delivery.
Payment Gateways: Secure third-party payment processors who handle financial transactions securely. We do not process or store full credit card details ourselves.
Professional Advisers: Acting as processors or joint controllers, including lawyers, bankers, auditors, and insurers based in South Africa who provide consultancy, banking, legal, insurance, and accounting services.
Regulators and Authorities: The South African Revenue Service (SARS), the Information Regulator, and other authorities acting as processors or joint controllers based in South Africa who require reporting of processing activities in certain circumstances.

6.3. Third-Party Requirements

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

7. International Data Transfers

As our website is powered by Shopify, your personal data may be transferred to, and stored at, a destination outside of South Africa. Shopify hosts data internationally, predominantly in the United States and Canada.

Whenever we transfer your personal data out of South Africa, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the South African Information Regulator.
Where we use certain service providers, we may use specific contracts approved by the Information Regulator which give personal data the same protection it has in South Africa (such as Binding Corporate Rules or standard contractual clauses).

By submitting your personal data, you agree to this transfer, storing, or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy and POPIA.

8. Data Security measures

We have put in place robust and appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a strict duty of confidentiality.

Our physical premises at Jachtdrif Farm are secured, and access to physical files containing personal information is strictly controlled and limited to authorised personnel only. Digitally, our integration with Shopify ensures that all data transmitted through our website is encrypted using Secure Socket Layer (SSL) technology.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

9. Data Retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law, we have to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for a minimum of five years for tax and auditing purposes under South African law.

In some circumstances, you can ask us to delete your data: see the “Your Legal Rights” section below for further information. In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

10. Your Legal Rights under POPIA

Under the Protection of Personal Information Act (POPIA), you are afforded specific rights concerning your personal information. As a data subject, you have the right to:

Request access to your personal data: This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of your personal data: This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data: This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully, or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data: Where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.
Request restriction of processing your personal data: This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise, or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Withdraw consent at any time: Where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact our Information Officer at sales@coolpack.co.za.

10.1. No Fee Usually Required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

10.2. What We May Need from You

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

11. Use of Cookies and Tracking Technologies

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

Our website, powered by Shopify, utilises cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

We use the following types of cookies:

Strictly Necessary Cookies: These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart, or make use of e-billing services. Without these, you would not be able to add agricultural bags, styrofoam trays, or cleaning chemicals to your cart and proceed to checkout.
Analytical/Performance Cookies: They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding the industrial products or bag closing range they are looking for easily.
Functionality Cookies: These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name, and remember your preferences (for example, your choice of language or region).
Targeting Cookies: These cookies record your visit to our website, the pages you have visited, and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

12. Contacting the Information Regulator

While we would appreciate the opportunity to deal with your concerns before you approach the authorities, you have the right to make a complaint at any time to the Information Regulator of South Africa.

The Information Regulator (South Africa)

Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Postal Address: P.O Box 31533, Braamfontein, Johannesburg, 2017
Email: complaints.IR@justice.gov.za
Website: https://inforegulator.org.za/

We are committed to resolving any privacy concerns amicably, transparently, and swiftly. Please contact Martin Dedekind or our administrative team at Tel: +27 34 995 0144 as your first port of call.