Security Notice - We recently identified unauthorised access to a system previously used by KOKIO to manage customer contact and invoicing information. The affected system has been secured and is being retired. Read our Security Notice.

Privacy Policy

Effective date: 4 September 2026

1. Introduction

KOKIO (PTY) LTD ("Kokio", "we", "us" or "our") respects your privacy and is committed to protecting personal information processed through our website and business activities.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you:

  • Visit our website
  • Contact us
  • Submit an enquiry
  • Subscribe to marketing communications
  • Request information about our services
  • Become a client or prospective client
  • Otherwise interact with Kokio

We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA") and other applicable South African laws.

2. Who We Are

The website is operated by:

KOKIO (PTY) LTD
38 Valley Drive
Forest Hills
Kloof
KwaZulu-Natal
3610
South Africa

Website: https://kokio.co.za
Telephone: +27 82 857 3389
Email: brad@kokio.co.za

For purposes of POPIA, KOKIO (PTY) LTD is the Responsible Party for personal information where it determines the purpose and means of processing.

3. Information Officer

Information Officer: Bradley Taylor
Email: brad@kokio.co.za

The Information Officer is responsible for overseeing Kokio's compliance with applicable data protection requirements.

4. Personal Information We May Collect

Depending on how you interact with Kokio, we may collect information including:

  • Your name and surname
  • Email address
  • Telephone number
  • Company or organisation name
  • Job title or business role
  • Information provided through contact or enquiry forms
  • Correspondence between you and Kokio
  • Information relating to a quotation, project or service enquiry
  • Billing and transactional information where relevant
  • Website usage information
  • IP address
  • Browser and device information
  • Cookie identifiers
  • Marketing preferences
  • Information you voluntarily provide to us

We will only collect information that is reasonably necessary for the purpose for which it is being processed.

5. How We Collect Personal Information

We may collect personal information directly from you when you:

  • Complete a website form
  • Contact us by email, telephone or another communication channel
  • Request a quotation
  • Enquire about a service
  • Subscribe to our newsletter or marketing communications
  • Engage Kokio to provide services
  • Respond to a survey or campaign
  • Provide feedback
  • Interact with our website

We may also collect limited technical information automatically through cookies, analytics technologies, server logs and similar tools.

Where permitted by law, information may also be obtained from publicly available sources, business directories, professional platforms or third-party service providers.

6. Why We Process Personal Information

Kokio may process personal information for purposes including:

  • Responding to enquiries
  • Communicating with prospective and existing clients
  • Preparing quotations and proposals
  • Providing our services
  • Administering client relationships
  • Managing projects
  • Processing payments and invoices
  • Providing customer or technical support
  • Improving our website and services
  • Maintaining website and information security
  • Analysing website usage and performance
  • Preventing fraud or misuse
  • Complying with legal and regulatory obligations
  • Maintaining business and accounting records
  • Sending marketing communications where legally permitted
  • Protecting Kokio's legitimate business interests and legal rights

We will not use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted by law or appropriately authorised.

7. Grounds for Processing Personal Information

Depending on the circumstances, we may process personal information because:

  • You have provided consent
  • Processing is necessary to perform a contract with you
  • Processing is required before entering into a contract at your request
  • Processing is required by law
  • Processing protects a legitimate interest of the data subject
  • Processing is necessary to pursue Kokio's legitimate interests or those of a third party, where permitted under POPIA

Where we rely on consent, you may withdraw that consent, subject to applicable legal and contractual restrictions.

Withdrawal of consent does not automatically affect processing that took place lawfully before consent was withdrawn.

8. Information You Are Required to Provide

In most cases, providing personal information through our website is voluntary.

However, certain information may be necessary for us to:

  • Respond to an enquiry
  • Prepare a quotation
  • Enter into an agreement
  • Provide a service
  • Process a payment
  • Comply with legal obligations

If required information is not supplied, we may be unable to provide the requested service or respond fully to your request.

9. Contact Forms and Enquiries

When you submit information through a Kokio website form, we may collect the information shown on that form together with technical information such as your IP address, browser information, submission time and other information used for security and spam prevention.

Information submitted through forms may be used to:

  • Respond to your enquiry
  • Provide requested information
  • Assess your requirements
  • Prepare a quotation or proposal
  • Provide support
  • Follow up regarding services you have requested information about

Submitting an enquiry does not automatically subscribe you to marketing communications.

10. Newsletter and Direct Marketing

Kokio may send marketing communications by email or other electronic communication where permitted under POPIA.

Where consent is required for unsolicited electronic direct marketing, Kokio will obtain appropriate consent before sending marketing communications.

Where you subscribe voluntarily, we may use your contact information to send:

  • Kokio news
  • Service updates
  • Useful business or marketing information
  • Promotions
  • Company announcements
  • Other relevant marketing communications

You can withdraw your consent or unsubscribe at any time using the unsubscribe option provided in our communications or by contacting us.

Withdrawal of marketing consent will not prevent Kokio from sending necessary transactional or service-related communications.

11. Cookies and Similar Technologies

Our website may use cookies and similar technologies. Cookies are small pieces of information stored on your browser or device.

We may use cookies for purposes including:

  • Enabling essential website functionality
  • Maintaining website security
  • Remembering preferences
  • Understanding how visitors use the website
  • Measuring website performance
  • Supporting analytics
  • Supporting advertising or marketing where applicable

Essential cookies may operate where they are required for the website to function properly.

Analytics, advertising, preference and similar optional technologies will be managed in accordance with the choices provided through our cookie consent tool where appropriate.

Visitors can manage their optional cookie preferences using the website's cookie-management controls.

12. Analytics

We may use analytics services to understand how visitors use our website.

These technologies may collect information such as:

  • Pages viewed
  • Time spent on pages
  • Approximate location based on IP address
  • Browser type
  • Device type
  • Referring website
  • Interactions with website elements

Analytics information is used to understand website performance and improve our services and user experience.

Where analytics technologies require consent, they will be activated in accordance with the user's cookie choices.

13. Embedded Content and Third-Party Services

Our website may contain embedded content or functionality provided by third parties, including videos, maps, social-media content, forms, analytics tools, payment services, marketing tools, website plugins and other external services.

Embedded content may behave as though you have visited the third-party website directly. The third party may collect information about your interaction according to its own privacy policy.

Kokio does not control the privacy practices of independent third-party websites and recommends reviewing their applicable privacy policies.

14. WordPress and Website Administration

The Kokio website may use WordPress and associated website technologies.

Administrative cookies may be used where authorised users log in to manage website content. These may include cookies used to maintain login sessions, remember administrative preferences, maintain security and support website functionality.

These administrative cookies generally do not apply to ordinary website visitors who do not have login access.

15. Uploaded Files and Media

Where users are permitted to upload documents, photographs or other files, those files may contain additional information such as metadata.

Users should avoid uploading information that is unnecessary for the purpose of the enquiry or service.

Where images contain embedded location information, such as EXIF GPS data, this information may form part of the uploaded file.

Kokio may process uploaded files to respond to an enquiry or provide an agreed service.

16. Who We May Share Personal Information With

We do not sell personal information.

Personal information may be shared where reasonably necessary with:

  • Kokio employees
  • Contractors working on behalf of Kokio
  • Hosting providers
  • Website and IT service providers
  • Email service providers
  • Analytics providers
  • Cloud-storage providers
  • Payment or accounting providers
  • Professional advisers
  • Security and fraud-prevention providers
  • Marketing platforms where appropriate
  • Regulatory authorities
  • Law-enforcement authorities where legally required
  • Other service providers required to operate our business or deliver an agreed service

Where a third-party provider processes personal information on behalf of Kokio as an operator under POPIA, we will take reasonable steps to ensure appropriate confidentiality and security obligations apply.

17. International Transfers of Personal Information

Some technology providers used by Kokio may operate or store information outside South Africa.

This may include international cloud services, email services, hosting systems, analytics providers, advertising platforms, collaboration software and other technology providers.

Where personal information is transferred outside South Africa, Kokio will take reasonable steps to ensure that the transfer complies with section 72 of POPIA.

This may include ensuring that:

  • The recipient is subject to appropriate data-protection requirements
  • Appropriate contractual protections apply
  • The data subject has consented where legally appropriate
  • Another lawful basis for the transfer exists

18. How Long We Keep Personal Information

Kokio will not retain personal information for longer than reasonably necessary for the purpose for which it was collected, unless:

  • Retention is required by law
  • A contract requires retention
  • The information is required for legitimate business purposes
  • Retention is necessary for legal proceedings
  • The data subject has consented to longer retention
  • Another lawful basis exists

Retention periods may differ depending on the type of information.

When personal information is no longer required, Kokio will take reasonable steps to delete, destroy or de-identify it where appropriate.

19. Security of Personal Information

Kokio takes reasonable technical and organisational measures to protect personal information against:

  • Loss
  • Damage
  • Unauthorised destruction
  • Unauthorised access
  • Unlawful processing
  • Alteration
  • Disclosure

These measures may include appropriate access controls, password protection, account permissions, website security, malware protection, system updates, backup procedures, staff access controls and supplier security requirements.

No electronic system can be guaranteed to be completely secure, but Kokio will take reasonable steps appropriate to the information being processed.

20. Security Compromises and Data Breaches

If there are reasonable grounds to believe that personal information under Kokio's control has been accessed or acquired by an unauthorised person, Kokio will investigate the incident and comply with the security-compromise requirements of POPIA.

Where required, we will notify the Information Regulator and affected data subjects in accordance with applicable law.

Where an operator processing information for Kokio experiences a security compromise, the operator must notify Kokio so that appropriate POPIA procedures can be followed.

21. Your Rights Under POPIA

Subject to applicable law, you may have the right to:

  • Ask whether Kokio holds personal information about you
  • Request access to your personal information
  • Request correction of inaccurate or incomplete information
  • Request deletion or destruction of information where legally appropriate
  • Object to certain processing
  • Withdraw consent where processing depends on consent
  • Object to direct marketing
  • Request that marketing communications stop
  • Lodge a complaint with the Information Regulator

22. Accessing or Correcting Your Information

You may contact Kokio's Information Officer if you want to request access to personal information, correct inaccurate information, update your details, request deletion where applicable, object to processing or withdraw consent.

Information Officer: Bradley Taylor
Email: brad@kokio.co.za

We may need to verify your identity before providing access to or changing personal information. This helps protect information from unauthorised disclosure.

Certain requests may be refused or restricted where permitted or required by POPIA, PAIA or another applicable law.

23. Automated Decision-Making

Kokio does not intend to make decisions that produce legal or substantial effects concerning individuals based solely on automated processing unless such processing is permitted under applicable law and appropriate safeguards are implemented.

24. Personal Information of Children

Our website and services are primarily intended for businesses and adults.

Kokio does not intentionally collect personal information from children unless there is an appropriate legal basis and any required consent or authorisation has been obtained.

Where the processing of children's personal information requires prior authorisation or another POPIA requirement, Kokio will comply with the applicable requirements.

25. Special Personal Information

Kokio does not generally require special personal information through its public website.

Please avoid submitting sensitive information unless it is necessary for a legitimate purpose.

If Kokio is required to process special personal information, it will do so in accordance with the additional requirements of POPIA.

26. Links to Other Websites

Our website may contain links to websites operated by third parties.

Once you leave the Kokio website, the third party's own privacy practices and terms will apply.

Kokio is not responsible for how independent third-party websites collect or process personal information.

27. Complaints

If you believe Kokio has processed your personal information improperly, please contact our Information Officer so that we can investigate the matter.

You also have the right to lodge a complaint with the Information Regulator of South Africa.

28. Information Regulator

Complaints or enquiries regarding POPIA may also be directed to the Information Regulator of South Africa.

Visit the Information Regulator website

29. Changes to This Privacy Policy

Kokio may update this Privacy Policy from time to time to reflect changes in our website, services, technology, business operations, service providers, POPIA requirements or regulatory guidance.

The latest version will be published on this page together with its effective date.

We recommend reviewing this Privacy Policy periodically.

30. Contact Us

For questions regarding this Privacy Policy or Kokio's handling of personal information, contact:

KOKIO (PTY) LTD
38 Valley Drive
Forest Hills
Kloof
KwaZulu-Natal
3610
South Africa

Information Officer: Bradley Taylor
Email: brad@kokio.co.za
Telephone: +27 82 857 3389
Website: https://kokio.co.za