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Privacy Policy

Effective date: 12 July 2026

Kel Cool (Pty) Ltd respects your privacy and is committed to protecting the personal information that we collect and process.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit kelcool.co.za, contact us, request a quotation or use our services.

Kel Cool processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African laws. POPIA establishes minimum requirements for the lawful processing of personal information by private and public bodies.

1. Responsible party

The responsible party for personal information collected through this website or during the provision of our services is:

Kel Cool (Pty) Ltd
Registration number: 2016 / 068283 / 07
VAT number: 4690316676
Registered address: 98 Newton Road, Meadowdale, Germiston, Gauteng, 1614
Telephone: 078 320 3226
Email: sales@kelcool.co.za

For privacy-related queries, requests or objections, please contact us using the details above.

2. Information we may collect

Depending on how you interact with us, we may collect:

  • Your name and surname

  • Telephone and WhatsApp number

  • Email address

  • Physical or service address

  • Company or organisation name

  • Details about the air-conditioning, refrigeration or related service you require

  • Information included in quotation requests, emails, messages and contact forms

  • Photographs, videos or technical information relating to equipment or work performed

  • Billing, quotation, invoice and payment information

  • Website usage information, such as browser type, device type, IP address, pages viewed and cookies

  • Correspondence and records of communications with us

Please do not submit information that is not reasonably necessary for us to assist you.

3. How we collect information

We may collect personal information when you:

  • Submit a form on our website

  • Contact us by telephone, email, WhatsApp or social media

  • Request a quotation, inspection, repair or installation

  • Become a customer or supplier

  • Provide information to one of our employees or technicians

  • Visit or interact with our website

  • Engage with advertising or analytics services linked to our website

Where possible, we collect personal information directly from you.

4. Why we use your information

We may process personal information to:

  • Respond to enquiries

  • Arrange site visits and appointments

  • Prepare and provide quotations

  • Supply, install, service or repair equipment

  • Communicate about jobs, appointments, payments or warranties

  • Issue invoices and maintain financial records

  • Obtain equipment, parts or technical support from suppliers

  • Manage customer service, complaints and follow-ups

  • Improve our website and services

  • Protect our business, employees, customers and property

  • Detect or prevent fraud and misuse

  • Comply with tax, accounting, employment, safety and other legal obligations

  • Send service reminders or marketing communications where legally permitted

We will not use personal information for an unrelated purpose without an appropriate legal basis or further consent where required.

5. Lawful processing

We process personal information only where reasonably necessary and where we have a lawful justification, including:

  • Your consent

  • Taking steps at your request before entering into an agreement

  • Performing a contract with you

  • Complying with a legal obligation

  • Protecting a legitimate interest of Kel Cool, a customer or another person

  • Pursuing our legitimate business interests in a lawful and reasonable manner

Personal information must be processed lawfully and reasonably under POPIA.

6. Sharing of information

We may share relevant personal information with:

  • Kel Cool employees and technicians

  • Installers, subcontractors or service providers involved in your job

  • Equipment manufacturers, distributors and suppliers

  • Website-hosting, email, communications, cloud-storage and information-technology providers

  • Accountants, auditors, insurers, legal advisers and debt-recovery providers

  • Payment processors or financial institutions

  • Regulatory authorities, law-enforcement agencies or government bodies where legally required

We only share information reasonably necessary for the relevant purpose.

We do not sell personal information to advertisers or unrelated third parties.

7. Job photographs and media

We may take photographs or videos to:

  • Document equipment condition

  • Prepare quotations

  • Record installation or repair work

  • Support warranty or insurance claims

  • Maintain internal job records

  • Resolve disputes or technical issues

We will not deliberately publish an identifiable customer, private address, vehicle registration number or other sensitive identifying information for marketing purposes without appropriate permission.

8. Marketing communications

We may contact existing or prospective customers regarding relevant Kel Cool services where permitted by law.

You may ask us to stop marketing communications at any time by:

  • Replying STOP

  • Using an unsubscribe option where provided

  • Contacting us at sales@kelcool.co.za

Operational messages relating to an active enquiry, quotation, appointment, job, invoice or warranty are not marketing messages.

9. Cookies, analytics and third-party services

Our website may use cookies and similar technologies to:

  • Operate website features

  • Remember visitor preferences

  • Measure website traffic and performance

  • Understand how visitors use the site

  • Measure advertising effectiveness

  • Prevent misuse or security threats

Third-party services may include website-hosting platforms, Google services, analytics tools, social-media platforms and advertising providers. These providers may process technical information under their own privacy policies.

You may restrict cookies through your browser settings, although some website features may not operate correctly afterward.

Google requires advertisers to collect information only for clear purposes and with appropriate disclosures and security measures.

10. Security

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

  • Loss

  • Unauthorised access

  • Misuse

  • Alteration

  • Disclosure

  • Destruction

However, no internet transmission, electronic storage system or communication method is completely secure.

Where a security compromise creates a risk to affected persons, we will take reasonable steps required by POPIA, which may include notification to the Information Regulator and affected individuals.

11. Retention

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

  • Provide services

  • Manage warranties and customer records

  • Meet tax, accounting and legal requirements

  • Resolve disputes

  • Enforce agreements

  • Protect legitimate business interests

Information may thereafter be securely deleted, destroyed or de-identified.

12. Your rights

Subject to POPIA and applicable limitations, you may request that we:

  • Confirm whether we hold personal information about you

  • Provide access to your personal information

  • Correct inaccurate or incomplete information

  • Delete information that we are no longer entitled to retain

  • Stop or restrict certain processing

  • Record an objection to processing

  • Stop direct-marketing communications

POPIA provides data subjects with rights of access to personal information held by a responsible party.

We may need to verify your identity before processing a request.

13. Children’s information

Our website and services are not directed primarily at children.

Where information about a child is provided, it should be submitted only by a parent, guardian or another legally authorised person, unless another lawful basis applies.

14. External links

Our website may contain links to third-party websites or social-media platforms.

Kel Cool is not responsible for the privacy practices, security or content of external websites. You should review their privacy policies separately.

15. Complaints

Please first contact Kel Cool so that we can try to resolve your concern.

You may also lodge a complaint with the Information Regulator of South Africa if you believe that your personal information has been processed contrary to POPIA. The Information Regulator is responsible for monitoring and enforcing POPIA compliance.

16. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, technology or legal requirements.

The updated version will be published on this page with a revised effective date.

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