Privacy policy

GOLD DOT MEDIA

PRIVACY POLICY

Effective Date: 13 November 2026

Gold Dot Media respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, protect and process personal information when you visit our website, enquire about our services, purchase a service or work with us on a website design and development project.

This policy is intended to comply with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African legislation.

1. Information We Collect

We may collect personal and business information when you interact with Gold Dot Media, including when you:

Visit our website.
Submit an enquiry or contact form.
Request a quotation.
Purchase our website design and development services.
Communicate with us by email or other communication channels.
Engage us to develop or configure your Shopify store.

The information we may collect includes:

Personal information

Full name.
Email address.
Telephone number.
Business contact details.
Billing and payment confirmation information.

Business information

Business name.
Business address.
Company branding and logos.
Product information and descriptions.
Website content and images.
Relevant business and account information required to complete a project.

Technical information

When you visit our website, certain technical information may be collected automatically, including your IP address, browser type, device information, website usage and browsing activity, depending on the website tools and analytics services in use.

2. How We Use Your Information

Gold Dot Media collects and processes personal information for legitimate business purposes, including:

Responding to enquiries.
Preparing quotations and proposals.
Processing service purchases and payments.
Managing client projects.
Designing and developing Shopify websites.
Configuring payment gateways and email hosting.
Communicating project updates.
Providing customer support.
Maintaining business and financial records.
Improving our website and services.
Meeting applicable legal and regulatory obligations.

We will only use personal information for purposes that are lawful and compatible with the reasons for which it was collected.

3. Payment Information

Gold Dot Media requires full payment upfront before commencing website design and development work.

Payments may be processed through authorised third-party payment providers.

We do not intend to collect or store full bank card details or payment security codes through our website.

Payment information is handled by the relevant payment provider in accordance with its own privacy and security policies.

We may retain payment confirmations and transaction records for accounting, administrative and legal purposes.

4. Shopify Accounts and Client Information

As part of our website design and development services, Gold Dot Media may require access to a client's Shopify account or other third-party platforms.

This access may be necessary to:

Design and configure the client's online store.
Upload products and website content.
Configure website settings.
Integrate payment gateways.
Assist with email hosting setup.
Complete agreed development work.

Client account information and access credentials will be treated as confidential and used only for purposes necessary to complete the agreed services.

Clients are encouraged to provide access through appropriate account permissions rather than sharing personal passwords wherever possible.

Gold Dot Media will not intentionally access or use client accounts beyond the scope of the agreed services.

5. Information Belonging to Our Clients' Customers

Where Gold Dot Media is given access to personal information belonging to a client's customers while providing website design or configuration services, we will handle that information only as authorised by the client and to the extent necessary to perform the agreed services.

In such circumstances, the client will generally remain responsible for determining why and how its customers' personal information is processed, while Gold Dot Media may act as an operator processing information on the client's behalf.

Gold Dot Media will:

Treat such information as confidential.
Use it only for authorised project purposes.
Take reasonable steps to protect it.
Avoid unnecessary copying or disclosure.
Notify the client promptly if we become aware of a suspected unauthorised access or disclosure involving information handled on the client's behalf.

Clients remain responsible for ensuring that their own online stores, customer privacy notices and data collection practices comply with applicable privacy legislation.

Where required, additional written data processing or operator agreements may be entered into.

6. Sharing of Personal Information

Gold Dot Media does not sell, rent or trade personal information to third parties.

We may share information with selected third-party service providers where reasonably necessary to operate our business and deliver our services.

These may include:

Shopify.
Payment processing providers.
Email and hosting providers.
Website applications and integrations.
Business administration and accounting service providers.
Professional advisers where necessary.

Information may also be disclosed where required by law, a lawful request from an authorised authority or to protect our legitimate legal rights.

Where third parties process personal information on our behalf, we will take reasonable steps to ensure that appropriate confidentiality and security obligations are in place.

7. Cookies and Website Tracking

Gold Dot Media uses cookies and similar technologies where necessary to support the functionality, security and performance of our website.

Our website is hosted on Shopify, which may use essential cookies and similar technologies to support website functionality, secure browsing sessions and other necessary services.

At present, Gold Dot Media does not independently use Google Analytics, Meta Pixel or other third-party advertising and behavioural tracking tools.

We do not currently use cookies for personalised advertising or cross-site marketing tracking.

Some cookies may be placed or managed by Shopify and other service providers involved in operating our website.

Visitors can manage their cookie preferences through the cookie banner where available and can also manage or delete cookies through their browser settings.

Should Gold Dot Media introduce analytics, advertising or other non-essential tracking technologies in the future, this Privacy Policy and our cookie preferences will be updated accordingly. Where required, appropriate consent will be obtained before such technologies are activated.

8. Data Security

Gold Dot Media takes reasonable technical and organisational measures to protect personal information against:

Unauthorised access.
Accidental loss.
Unlawful disclosure.
Unauthorised alteration.
Destruction or misuse.

Access to personal information is limited to what is reasonably necessary for business and project purposes.

Although we take reasonable precautions, no electronic storage or internet transmission method can be guaranteed to be completely secure.

Where a security compromise occurs that triggers a legal notification obligation, the relevant parties and authorities will be notified as required by applicable legislation.

9. Retention of Personal Information

Gold Dot Media retains personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected.

Information may be retained for longer where required for:

Legal and regulatory compliance.
Accounting and financial recordkeeping.
Resolving disputes.
Enforcing contractual agreements.
Protecting legitimate business interests.

When information is no longer required and there is no lawful reason to retain it, we will take reasonable steps to delete, destroy or de-identify it securely.

10. International Transfers of Information

Some third-party service providers used by Gold Dot Media may store or process information outside South Africa.

Where personal information is transferred across international borders, Gold Dot Media will take reasonable steps to ensure that the transfer complies with applicable requirements under POPIA, including appropriate safeguards where required.

11. Your Privacy Rights

Under applicable South African privacy legislation, you may have the right to:

Request confirmation of whether we hold your personal information.
Request access to your personal information.
Request correction of inaccurate or incomplete information.
Request deletion or destruction of information where legally permitted.
Object to certain types of processing.
Withdraw consent where processing is based on consent.
Object to direct marketing communications.
Lodge a complaint with the Information Regulator of South Africa.

Requests relating to personal information can be submitted using the contact details provided below.

We may need to verify your identity before processing certain requests.

12. Direct Marketing

Gold Dot Media may occasionally send business updates, service information, promotions or marketing communications where permitted by applicable law.

You may request to stop receiving marketing communications at any time by using the unsubscribe option where available or contacting us directly.

We will respect applicable consent and direct marketing requirements.

13. Third-Party Websites

Our website may contain links to external websites, platforms or services.

Gold Dot Media is not responsible for the privacy practices, content or security of third-party websites.

We encourage visitors to review the privacy policies of external websites before providing personal information.

14. Children's Information

Gold Dot Media's services are intended for businesses and individuals who are legally able to enter into service agreements.

We do not knowingly collect children's personal information through our website unless there is a lawful reason to do so and the required authorisation has been obtained.

15. Changes to This Privacy Policy

Gold Dot Media may update this Privacy Policy from time to time to reflect changes in our business operations, services, legal requirements or data protection practices.

Any changes will be published on our website with an updated effective date.

We encourage visitors and clients to review this policy periodically.

16. Contact Information and Privacy Enquiries

If you have questions about this Privacy Policy, wish to exercise your privacy rights or have concerns about how your personal information is handled, please contact us:

Gold Dot Media

Email: info@golddotmedia.co.za

Website: www.golddotmedia.co.za

17. Information Regulator of South Africa

If you believe that your personal information has been processed unlawfully or that your privacy rights have been infringed, you may lodge a complaint with the Information Regulator of South Africa.

Website: https://inforegulator.org.za/

Email: inforeg@inforegulator.org.za

Telephone: 010 023 5200