Privacy Policy

K-Cool Air (Pty) Ltd | Durbanville, Cape Town

Last updated: June 2026

1. Introduction

K-Cool Air (Pty) Ltd ("we", "us", "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA). This policy explains what information we collect, why we collect it, how we use it, and your rights regarding that information.

2. Who We Are

K-Cool Air (Pty) Ltd is an HVAC installation, maintenance, and repair company based in Durbanville, Cape Town. We serve residential and commercial clients across greater Cape Town and the Winelands. We are the Responsible Party for your personal information as defined under POPIA.

3. What Personal Information We Collect

We may collect the following categories of personal information:

Contact details: name, phone number, email address, and physical address
Business information: company name, VAT number, and billing address
Job and site information: property details, equipment details, and access arrangements
Payment information: banking details for invoicing purposes
Communication records: emails, WhatsApp messages, and call notes relating to your job or account

4. Why We Collect Your Information

We collect and process your personal information only for the following lawful purposes:

To provide you with HVAC installation, maintenance, and repair services
To communicate with you regarding quotes, bookings, invoices, and job updates
To process payments and maintain financial records as required by law
To comply with legal obligations including SARS and other regulatory requirements
To contact you about service reminders or follow-ups on existing jobs

5. How We Store Your Information

Your personal information is stored in the following secure systems:

Google Drive and Gmail (cloud-based, password protected)
Accounting software (QuickBooks / Xero)
Secure files on password-protected business computers
Physical files stored in locked storage at our business premises

We do not share your personal information with third parties except where required to complete your service (e.g., a supplier needing a delivery address) or where required by law.

6. Direct Marketing

We will only send you service-related communications or marketing material if you have given us your consent to do so. You may withdraw your consent at any time by contacting us using the details below. Every marketing email we send will include an opt-out option.

7. How Long We Keep Your Information

We retain your personal information for as long as is necessary to fulfil the purpose for which it was collected, or as required by South African law (e.g., SARS requires financial records to be kept for 5 years). Once no longer required, information is securely deleted or destroyed.

8. Your Rights

Under POPIA, you have the right to:

Know what personal information we hold about you
Request correction of inaccurate information
Request deletion of your information (subject to legal obligations)
Object to the processing of your information
Lodge a complaint with the Information Regulator

9. Data Breaches

In the unlikely event of a data breach that affects your personal information, we will notify you and the Information Regulator as soon as reasonably possible, as required by POPIA.

10. Contact Us

For any questions, requests, or concerns about your personal information, please contact our Information Officer:

Information Officer: Quintin Roux

K-Cool Air (Pty) Ltd | Reg No: 2024/591759/07

Email: admin@kcoolair.com

Website: www.kcoolair.com

WhatsApp: 081 353 6718

11. Information Regulator

If you are not satisfied with how we handle your complaint, you may contact the Information Regulator of South Africa:

Website: www.inforegulator.org.za
Email: inforeg@justice.gov.za
Tel: 010 023 5207

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