Privacy Policy

Last updated July 1, 2026

1. Introduction

Welcome to Jarwa Web Designs & Application (Jarwa) (“we”, “us”, “our”).

We are committed to protecting your privacy and ensuring that your personal information is collected, processed, stored and protected in a lawful, transparent and responsible manner in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).

Whether you visit our website, contact us for a quotation, engage us to design or maintain your website, purchase website hosting, or otherwise interact with us, we are committed to respecting your privacy and safeguarding your personal information.

This Privacy Policy explains:

• what personal information we collect;
• how we collect it;
• why we collect it;
• how we use and protect it;
• when we may share it with trusted third parties; and
• the rights you have under POPIA.

By using our website or making use of our services, you acknowledge that your personal information may be processed as described in this Privacy Policy.

1.1 POPIA Section 18 Notice

This Privacy Policy serves as the notification contemplated in section 18 of the Protection of Personal Information Act 4 of 2013 (“POPIA”).

It explains the categories of personal information we collect, the purposes for which it is processed, whether providing such information is voluntary or mandatory, the consequences of failing to provide required information, the recipients with whom information may be shared, possible international transfers, the security measures we implement, your rights as a data subject and how you may exercise those rights.

1.2. Your Acknowledgement

By accessing or using our website, contacting us, requesting a quotation or making use of our services, you acknowledge that you have read this Privacy Policy and understand how your personal information may be collected, processed and protected in accordance with POPIA and as described in this Privacy Policy.

Where your consent is required by POPIA or any other applicable law for specific processing activities, we will request that consent separately.

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2. Scope of this Privacy Policy

This Privacy Policy applies to all personal information processed by us in connection with our business operations.

This includes information relating to:

• visitors to our website;
• prospective clients requesting quotations;
• clients making use of our website design, development or maintenance services;
• clients making use of our website hosting services;
• individuals who contact us by email, telephone, WhatsApp, contact forms or in person; and
• suppliers or service providers where personal information is processed during the course of our business relationship.

This Privacy Policy applies to personal information collected through our website, communications, meetings and any services we provide.

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3. Definitions

For purposes of this Privacy Policy:

Personal Information means information relating to an identifiable natural person or, where applicable, an identifiable juristic person, as defined in POPIA.

POPIA means the Protection of Personal Information Act 4 of 2013.

Processing includes collecting, recording, organising, storing, updating, using, sharing, transmitting, deleting or destroying personal information.

Responsible Party means the person or organisation that determines why and how personal information is processed. For purposes of this Privacy Policy, Jarwa is the Responsible Party.

Operator means a third party that processes personal information on behalf of the Responsible Party under instruction.

Data Subject means the person or organisation whose personal information is processed.

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4. Responsible Party

The Responsible Party for purposes of POPIA is:

• Jarwa Web Designs & Application (Jarwa)
• Email Address: info@jarwa.co.za
• Telephone: +27 (0) 67 300 3715
• Website: www.jarwa.co.za
• Location: Cape Town, South Africa
  • Based in Cape Town, South Africa, and primarily operate remotely. Meetings are conducted online, telephonically or by appointment where required.

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5. Personal Information We Collect

We are committed to collecting only the personal information that is reasonably necessary to provide our services and operate our business.

Depending on your interaction with us, we may collect the following information:

Contact Information

• Full name, Company or business name, Email address, Telephone or mobile number

Business Information

Where applicable, we may collect:

• business name, website address, social media profile links, business contact details, information about your products or services, branding details; and any other information necessary for your project.

Project Information

To provide our services, we may collect information relating to your website project, including:

• project requirements, website content, branding assets, logos, images you provide, documents, technical specifications, domain information, website login credentials supplied by you, hosting requirements, maintenance requests, and any other information you choose to provide for the purpose of completing your project.

Communication Records

Where you communicate with us, we may retain records of communications sent or received through:

• email, telephone, WhatsApp, online meetings, contact forms, or meetings conducted in person.

These records assist us in responding to enquiries, providing support, maintaining project history and resolving disputes where necessary.

Billing Information

Where services are provided, we may collect information reasonably necessary for invoicing and accounting purposes, including:

• billing name, billing email address, company details where applicable, VAT number where supplied voluntarily; and payment confirmations.

Technical Information

When you visit our website, certain information may be collected automatically, including:

• IP address, browser type, device information, operating system, pages visited, referring website, date and time of access, and website usage information collected through cookies or analytics tools.

This information is generally used to improve website performance, security and user experience.

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5.1 Information We Do Not Intentionally Collect

Our services do not require the collection of special personal information.

Accordingly, we do not intentionally request or collect:

• Identity or passport numbers, biometric information, medical information, racial or ethnic information, religious beliefs, political opinions, trade union membership, criminal history, or any other category of special personal information as contemplated by POPIA, unless we are legally required to do so or such information is voluntarily provided by you where reasonably necessary for a specific purpose. We kindly request that you do not submit unnecessary personal information to us.

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6. How We Collect Personal Information

We collect personal information directly from you whenever reasonably possible.

Information may be collected when you:

• submit an enquiry through our website;
• request a quotation;
• email us;
• telephone us;
• contact us via WhatsApp;
• meet with us in person;
• engage us to design, develop or maintain a website;
• request website hosting or related services;
• provide content or information for your website;
• request technical support; or
• otherwise communicate with us.

Certain technical information may also be collected automatically through cookies, analytics services and server logs when you browse our website.

Where appropriate, we may also receive information from third parties acting on your behalf, such as authorised representatives, employees of your business, domain registrars or hosting providers, provided they are authorised to share such information.

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7. Why We Process Your Personal Information

We process personal information only where we have a lawful reason to do so and only for purposes that are legitimate, specific and related to the services we provide.

Depending on your interaction with us, we may process your personal information for one or more of the following purposes:

• responding to enquiries and requests for information;
• preparing quotations and proposals;
• communicating with you before, during and after a project;
• designing, developing and maintaining websites;
• registering, renewing or managing domain names on your behalf where requested;
• providing website hosting and related technical services;
• troubleshooting technical issues and providing ongoing support;
• creating and issuing invoices;
• processing and recording payments;
• complying with accounting and other legal obligations;
• maintaining accurate business records;
• improving our website, services and customer experience;
• protecting our legitimate business interests; and
• complying with applicable laws and regulations.

We will not process your personal information for purposes that are incompatible with those described in this Privacy Policy unless permitted or required by law.

7.1 Where Personal Information Is Required

Providing personal information to us is generally voluntary. However, certain information may be required for us to prepare quotations, provide our services, communicate with you, register or manage domain names, provide website hosting, process payments or comply with legal obligations.

If you choose not to provide the information reasonably required for these purposes, we may be unable to provide the requested services or respond to your enquiry.

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8. Lawful Processing of Personal Information

We process personal information in accordance with the conditions for lawful processing set out in POPIA, including accountability, processing limitation, purpose specification, further processing limitation, information quality, openness, security safeguards and data subject participation.

Depending on the circumstances, we may process your personal information where:

• you have given your consent;
• processing is necessary to provide services requested by you;
• processing is necessary to perform or prepare for a contract or agreement with you;
• processing is required to comply with a legal obligation;
• processing protects your legitimate interests; or
• processing is necessary for pursuing our legitimate business interests, provided those interests do not unreasonably prejudice your rights and freedoms.

Where we rely on your consent to process personal information, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the consent was withdrawn.

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9. Data Minimisation

We are committed to collecting only the personal information that is adequate, relevant and not excessive for the purposes for which it is processed.

We do not intentionally collect information that is unrelated to the services we provide and we encourage clients not to provide unnecessary personal information.

Where possible, we limit access to personal information to those who require it for legitimate business purposes.

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10. Website Design, Development and Maintenance Services

As part of providing our services, you may provide us with information and materials required to design, develop, update or maintain your website.

This information may include:

• website content;
• branding assets;
• logos;
• photographs and other images;
• videos;
• documents;
• product or service information;
• website login credentials;
• domain information;
• email configuration details; and
• other information necessary to complete your project.

We use this information solely for the purpose of delivering the services you have requested and for providing ongoing support where applicable.

10.1 Client Responsibilities

Where you provide us with personal information relating to your customers, employees, contractors or any other third party as part of a website project or related service, you confirm that you are authorised to provide such information or have obtained any permissions or consents (where applicable) required by POPIA and/or other applicable data protection laws.

You remain responsible for ensuring that any personal information, content or materials you ask us to publish on your website comply with applicable legislation, including the Protection of Personal Information Act 4 of 2013 (“POPIA”), where applicable.

We will process such information solely for the purpose of providing the requested services and in accordance with this Privacy Policy.

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11. Website Hosting Services

Where we provide website hosting services, websites are hosted through carefully selected third-party hosting providers.

Although the hosting infrastructure is managed by these providers, we remain responsible for handling your personal information in accordance with POPIA where we determine the purpose and means of processing.

Our hosting providers may process or store technical information necessary to provide hosting, backups, security monitoring and related infrastructure services.

We take reasonable steps to work with reputable hosting providers that implement appropriate technical and organisational security measures to safeguard information processed on their systems.

Hosting Usage Policy
For more detailed information about domains and hosting usage, please refer to our Hosting Usage Polic available at: https://jarwa.co.za/policies/hosting-usage-policy/.

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12. Domain Registration Services

Where requested, we may assist with the registration, renewal or management of domain names. To provide these services, we may share the information required by accredited domain registrars or registry operators. Such information is processed only for purposes related to the registration and management of your domain name.

Hosting Usage Policy
For more detailed information about domains and hosting usage, please refer to our Hosting Usage Polic available at: https://jarwa.co.za/policies/hosting-usage-policy/.

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13. Communications

We may communicate with you using:

• email;
• telephone;
• WhatsApp;
• video conferencing platforms;
• online support platforms; or
• meetings conducted in person.

These communications may relate to:

• quotations;
• projects;
• website updates;
• technical support;
• maintenance;
• hosting services;
• invoices;
• payment confirmations; or
• other services requested by you.

We may retain these communications where reasonably necessary for customer support, maintaining project records, resolving disputes, complying with legal obligations or protecting our legitimate business interests.

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14. Payments

We currently accept payment by Electronic Funds Transfer (EFT). For certain international clients, payments may also be accepted through trusted third-party online payment providers including as Yoco or Payfast. These payment providers process payment information in accordance with their own privacy policies and security standards.

We do not collect, receive or store your debit or credit card details on our systems. Any payment card information is processed directly by the relevant payment service provider in accordance with applicable payment security standards and its own privacy policies.

For accounting, service administration, and record-keeping purposes, we may retain limited payment-related information, including payment confirmations, invoices, transaction reference numbers, billing details, the payment method used, and records of amounts paid. This information is processed only for lawful purposes, retained only for the period required by applicable legislation or our legitimate business needs, and protected by appropriate technical and organisational safeguards in accordance with the Protection of Personal Information Act, 2013 (POPIA).

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15. Direct Marketing

From time to time, we may send existing or prospective clients information relating to our services, website maintenance, hosting, promotions or business updates where permitted by law.

Where required by POPIA or other applicable legislation, we will obtain your consent before sending direct electronic marketing communications.

You may opt out of receiving marketing communications at any time by:

• clicking the unsubscribe link contained in our emails, where applicable;
• contacting us directly using the details provided in this Privacy Policy; or
• requesting in writing that we remove you from our marketing communications.

Opting out of marketing communications will not affect service-related communications such as quotations, invoices, project updates or technical support.

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16. Cookies and Similar Technologies

Our website may use cookies and similar technologies to improve your browsing experience, maintain website functionality and better understand how visitors interact with our website.

Cookies are small text files stored on your device when you visit a website. They help websites remember user preferences, improve functionality and collect information about website usage.

We may use the following categories of cookies:

Essential Cookies: These cookies are necessary for the proper operation of our website and enable core functionality such as security, page navigation and website performance.

Analytics Cookies: Where applicable, we may use analytics services, such as Google Analytics or similar tools, to understand how visitors use our website. This information helps us improve the content, performance and functionality of our website.

We currently use Google Analytics to help us understand how visitors interact with our website. Google Analytics may collect information such as your browser type, device information, pages visited, time spent on our website, referring website and general geographic location derived from your IP address. This information is used in an aggregated or anonymised form, where possible, to analyse website performance, improve user experience and help us enhance our services. It is not used to personally identify individual visitors.

For more information about how Google processes this information, please refer to Google’s Privacy Policy.

Functionality Cookies: These cookies may remember your preferences and settings to improve your browsing experience when you return to our website. Most web browsers allow you to control, disable or delete cookies through your browser settings. Please note that disabling certain cookies may affect the functionality and performance of our website.

Where required by applicable law, we will obtain your consent before placing non-essential cookies on your device.

Cookie Policy
For more detailed information about the cookies and similar tracking technologies we use, including third-party cookies where applicable, please refer to our Cookie Policy available at: https://jarwa.co.za/cookie-policy/.

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17. Sharing Your Personal Information

We respect your privacy and do not sell, rent or trade your personal information to third parties for their own marketing or commercial purposes.

We may share your personal information with trusted third-party service providers where it is reasonably necessary to provide our services, operate our business or comply with legal obligations.

Depending on the services you request, we may share personal information with our:

• Hosting platform Provider, for website hosting infrastructure and related hosting services;
• Payment Gateway Provider, for secure online payment processing;
• Web Analytics provider, for website analytics and performance monitoring;
• Accredited domain registrars and registry operators where domain registration or renewal services are requested;
• accounting or bookkeeping professionals;
• IT support providers;
• legal advisors where reasonably necessary; and
• government authorities, regulators or law enforcement agencies where disclosure is required or authorised by law.

Where an Operator (being a third party that processes personal information on our behalf) processes personal information for us, we take reasonable steps to ensure that the Operator:

• process personal information only for authorised purposes;
• maintain appropriate confidentiality;
• implement reasonable technical and organisational security measures; and
• comply with applicable data protection legislation.

We will only disclose the minimum amount of personal information reasonably necessary for the relevant service provider to perform its function.

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18. International Transfers of Personal Information

Some of the third-party service providers we use may process or store personal information outside the Republic of South Africa.

This may occur where services such as website analytics, cloud-based infrastructure, payment processing or other online services are provided through international platforms.

Where personal information is transferred outside South Africa, we take reasonable steps to ensure that appropriate safeguards are implemented in accordance with section 72 of POPIA.

These safeguards may include using reputable service providers that are contractually required to protect personal information or that are subject to privacy laws providing an adequate level of protection.

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19. Security of Personal Information

Protecting your personal information is important to us. We implement reasonable technical and organisational measures designed to safeguard personal information against loss, misuse, unauthorised access, disclosure, alteration or destruction.

These measures may include:

• secure website hosting;
• SSL encryption where appropriate;
• password-protected systems and devices;
• restricted access to personal information;
• regular software updates;
• secure backup procedures;
• malware and firewall protection;
• access controls; and
• reasonable physical and electronic security measures.

Access to personal information is limited to persons who require it for legitimate business purposes.

We also take reasonable steps where possible to ensure that Operators processing personal information on our behalf implement appropriate technical and organisational security safeguards and process personal information in accordance with applicable data protection laws.

While we take reasonable precautions to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

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20. Retention of Personal Information

We retain personal information only for as long as reasonably necessary to fulfil the purpose for which it was collected.

This may include retaining information to:

• provide our services;
• maintain website hosting services;
• provide ongoing technical support;
• comply with accounting and/or legal obligations;
• resolve disputes;
• establish, exercise or defend legal rights; and
• maintain appropriate business records.

Where personal information is no longer required and there is no legal obligation requiring its continued retention, we will take reasonable steps to securely delete, destroy or anonymise such information.

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21. Your Rights Under POPIA

We respect your privacy and are committed to giving you appropriate control over your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).

Subject to POPIA, you have the right to:

• Access: Request confirmation as to whether we hold personal information relating to you and request access to such information.
• Correction: Request that inaccurate, incomplete or outdated personal information be corrected or updated.
• Deletion/ Destruction: Request that your personal information be deleted or destroyed where we are no longer legally entitled or required to retain it.
• Objection: Object to the processing of your personal information where permitted by POPIA.
• Withdrawal of Consent: Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of any processing carried out before your consent was withdrawn.
• Limitation of Processing: Where permitted by POPIA, you may request that we limit or suspend the processing of your personal information in certain circumstances.
• Direct Marketing: Object to receiving direct marketing communications from us at any time.
• Complaints: Lodge a complaint with the Information Regulator if you believe your personal information has been processed in a manner inconsistent with POPIA.

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22. Exercising Your Rights

Should you wish to exercise any of your rights under POPIA, please contact our Information Officer using the contact details provided in this Privacy Policy.

To protect your privacy and prevent unauthorised access to personal information, we may request reasonable proof of identity before processing your request.

We aim to acknowledge requests within a reasonable time and will respond as soon as reasonably practicable, subject to any time periods prescribed by applicable legislation.

Where permitted by law, we may decline or limit certain requests where we are legally entitled or required to do so.

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23. Personal Information Security Incidents

If we become aware of a security compromise involving personal information under our control, we will promptly investigate the incident and take reasonable steps to contain and mitigate its impact.

Where required by POPIA, we will notify affected individuals and, where applicable, the Information Regulator of South Africa as soon as reasonably possible.

Such notification may include information regarding:

• the nature of the security incident;
• the personal information affected;
• possible consequences of the incident; and
• any measures taken or recommended to reduce potential harm.

Notification of a security incident does not constitute an admission of liability or fault.

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24. Children’s Privacy

Our services are intended for businesses and individuals aged 18 years or older. We do not knowingly collect or process the personal information of children (persons under the age of 18) unless we have the required consent from a competent person or are otherwise permitted to do so under the Protection of Personal Information Act (POPIA). If you believe that a child has provided us with personal information without the necessary consent, please contact us so that we can promptly investigate and, where appropriate, delete the information.

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25. Third-Party Websites

Our website may contain links to third-party websites, applications or online services that are not owned or controlled by us.

These links are provided for your convenience and do not constitute an endorsement of the content, products, services or privacy practices of those third parties.

If you choose to access a third-party website, any personal information you provide will be processed in accordance with that third party’s own privacy policy and terms of use. We encourage you to review the privacy policies of any third-party websites before providing them with your personal information.

While we take reasonable care when selecting reputable service providers and partners, we are not responsible for the privacy practices, security measures or content of third-party websites or services.

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26. Third-Party Service Providers

To operate our business and deliver our services, we may make use of trusted third-party service providers.

These service providers may change from time to time as our business evolves.

Our current service providers may include:

Service Provider	Purpose
Xneelo	Web hosting infrastructure and related hosting services
Web Hosting Zone	Web hosting, domain infrastructure and related hosting services
Host Africa	Web hosting, domain infrastructure and related hosting services
PayFast	Secure online payment processing gateway
Yoco	Secure online payment processing gateway
Google Analytics	Website traffic analysis and performance monitoring

From time to time we may also engage domain registrars, IT support providers, cloud service providers, accounting professionals, legal advisors and other service providers where reasonably necessary to operate our business.

Where these service providers act as Operators on our behalf, we take reasonable steps to ensure that they process personal information only for authorised purposes, maintain appropriate security safeguards and comply with applicable data protection laws.

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27. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

• our business operations;
• the services we provide;
• applicable laws or regulations;
• technology;
• industry best practices; or
• our information processing activities.

Whenever this Privacy Policy is updated, the “Last Updated” date at the beginning of the document will be revised accordingly. We encourage you to review this Privacy Policy periodically to remain informed about how we collect, use and protect your personal information.

Where appropriate, significant changes may also be communicated through our website or by email where we have an existing business relationship with you.

Your continued use of our website or services after any updated Privacy Policy becomes effective constitutes your acknowledgement of the revised Privacy Policy.

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28. PAIA Manual

The Promotion of Access to Information Act 2 of 2000 (“PAIA”) provides individuals with the right to request access to certain records held by public and private bodies, subject to applicable legal requirements.

In accordance with the Promotion of Access to Information Act 2 of 2000 (“PAIA”), we maintain a PAIA Manual which describes the categories of records held by us and explains how requests for access to such records may be made.

Requests for access to records may be directed to our Information Officer using the contact details provided below. We will reasonably assist requesters where necessary to ensure that requests are properly submitted and processed in accordance with applicable law.

A copy of our PAIA Manual is available on request. Requests for a copy of the PAIA Manual, or requests for access to records in terms of PAIA, may be directed to our Information Officer using the contact details provided below.

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29. Contact Details

If you have any questions regarding this Privacy Policy, how we process your personal information, or if you wish to exercise any of your rights under POPIA, please contact our Information Officer.

The Information Officer is responsible for overseeing compliance with POPIA and handling all requests relating to personal information. They are appointed in accordance with the requirements of the Protection of Personal Information Act 4 of 2013 (“POPIA”).

Information Officer

• Name: Megan K
• Email: megan@jarwa.co.za
• Telephone: +27 (0) 67 300 3715

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30. Complaints

If you believe that your personal information has been processed in a manner that does not comply with POPIA, we encourage you to contact us first so that we have an opportunity to address your concerns.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Regulator of South Africa.