Privacy Policy

Diamond Dot Painting® South Africa

Last Updated: 25 December 2025

Version: 1.2

1. INTRODUCTION AND APPLICATION

Diamond Dot Painting® (“we”, “us”, “our”, “Company”) respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act, No. 4 of 2013 (POPIA) and applicable laws. This Privacy Policy describes how we collect, process, store, share, protect, and retain personal information when you visit or transact on www.diamonddotpainting.co.za
(“Website”), communicate with us, purchase products, or interact with our services.

This policy applies to all personal information collected online and offline in the course of operating our ecommerce business.

By accessing the Website or using our services, you agree to the terms of this Privacy Policy.

Responsible Party:

• Diamond Dot Painting®
• Email: nadine@diamonddotpainting.co.za
• Phone: +27 73 719 7639

2. INFORMATION WE COLLECT

We may collect the following personal information when you interact with our Website or purchase our products:

2.1 Identifying and Contact Information

• Full name
• Email address
• Telephone/mobile number
• Delivery and billing address
• IP address, device identifiers

2.2 Transactional Information

• Order history and purchase details
• Payment method and transaction reference (payment card details are processed by third-party payment gateways and are not stored by us)

2.3 Technical and Usage Information

• Browser type, device, operating system
• Website interaction data (logs, cookies, analytics)

2.4 Optional Information

• Marketing preferences
• Images or files you submit for custom diamond dot designs
• Messages you send through contact forms, email, WhatsApp, or live chat

We collect only the minimum necessary information required to fulfil the specific purpose for which you provided it.
POPI Academy

3. HOW WE COLLECT INFORMATION

We collect personal information directly from you when you:

• Create an account
• Place an order
• Subscribe to newsletters
• Submit enquiries via contact forms
• Provide images or messages for custom designs
• Use our live chat or customer support

We also automatically collect technical data via cookies, log files, and analytics tools when you visit the Website.

4. LAWFUL BASIS FOR PROCESSING

Under POPIA, we process your personal information when:

• It is necessary to perform a contract with you (e.g., deliver products and services)
• You have given explicit consent
• The processing is in our legitimate business interests (e.g., fraud prevention, customer support)
• We are legally required to comply with law enforcement or regulatory obligations

5. PURPOSES OF PROCESSING PERSONAL INFORMATION

We use your personal information for the following purposes:

5.1 Order Fulfilment

• Process and deliver products
• Communicate about orders, refunds, returns, and shipping status

5.2 Customer Support

Respond to enquiries via email, WhatsApp, live chat, or contact forms

5.3 Marketing

Email newsletters, promotions, personalised offers (only if you opt-in)

5.4 Website Operations

Analytics, technical monitoring, fraud detection, and security improvements

5.5 Legal Compliance

Comply with POPIA, tax, accounting, and other regulatory requirements

If you choose not to provide required information, we may be unable to process your order or respond to your request.

6. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar technologies to improve your experience, remember preferences, analyse traffic, and support marketing features. This includes:

• Essential cookies (required for core functionality)
• Performance cookies (analytics and usage metrics)
• Functionality cookies (preferences)
• Advertising cookies (for remarketing and ad personalisation)

You will be prompted with a cookie consent banner on first visit, allowing you to accept, customise, or decline non-essential cookies. Users may change cookie preferences at any time via browser settings.
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7. THIRD-PARTY SERVICE PROVIDERS

We may share your personal information with trusted third parties who assist us in operating the Website and fulfilling services:

7.1 Payment Processors

PayFast, Ozow, or other payment gateways for secure payment processing (we do not store full card numbers)

7.2 Delivery Services

Courier partners (e.g., The Courier Guy, Globe Flight) to fulfil shipments

7.3 Technology and Marketing Partners

• Email service providers
• Website hosting and analytics platforms
• Support platforms (e.g., live chat providers)

All third parties are contractually required to protect personal information and may only use it for the purpose it was shared. We do not sell personal information to third parties.

8. INTERNATIONAL TRANSFERS

Some third parties may store or process information outside South Africa. When this occurs, we ensure appropriate safeguards are in place and that data is processed in accordance with POPIA and applicable laws.

9. DATA RETENTION

We retain your personal information only for as long as necessary to:

• Fulfil the purpose collected
• Comply with legal obligations (e.g., tax records)
• Resolve disputes and enforce agreements

Images submitted for custom designs are deleted after 12 months unless you request earlier removal.

10. SECURITY SAFEGUARDS

We implement reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Loss, misuse, alteration, or destruction

Security measures include encryption (SSL/TLS), firewalls, access controls, and secure server environments. Despite safeguards, all digital systems have inherent risks and absolute security cannot be garantueed.
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11. RIGHTS OF DATA SUBJECTS

Under POPIA, you have the right to:

• Access your personal information
• Correct or update inaccurate or incomplete data
• Object to processing
• Withdraw consent where processing is based on consent
• Request deletion of personal information
• Data portability

To exercise these rights, contact us at queries@diamonddotpainting.co.za
or via phone. We will respond within a reasonable period.

12. CHILDREN’S PRIVACY

Our Website is not directed at children under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided personal data, contact us immediately for removal.

13. BREACH NOTIFICATION

In the event of a confirmed data breach that poses a risk to data subjects, we will:

• Notify affected individuals promptly
• Report to the Information Regulator as required by POPIA

14. CHANGES TO THIS POLICY

We may update this Privacy Policy to reflect changes in laws, practices, or Website functionality. The revised policy will be posted with an updated effective date.

15. CONTACT INFORMATION

If you have questions or concerns about this policy or exercise of your rights, contact:

• Diamond Dot Painting®
• Email: nadine@diamonddotpainting.co.za
• Phone: +27 73 719 7639