Privacy Policy

Privacy Policy

Last Updated: April 2026 Effective Date: April 2026

Introduction

YCIK Digital (“we”, “us”, “our”) is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website at ycik.co.za or engage with our services.

We are committed to full compliance with the Protection of Personal Information Act 4 of 2013 (POPI Act) of South Africa, which came into full effect on 1 July 2021. By using our website or engaging with our services, you acknowledge that you have read and understood this Privacy Policy. If you have any questions or concerns about this policy or our privacy practices, please contact us at:

support@ycik.co.za | ycik.co.za

1. Who We Are

Business Name: YCIK Digital Website: ycik.co.za Email: support@ycik.co.za Country of Operation: George, South Africa

YCIK Digital is the Responsible Party as defined under the POPI Act — meaning we determine the purpose and means of processing your personal information.

2. What Personal Information We Collect

We only collect personal information that is necessary to provide our services and improve your experience. The types of personal information we may collect include:

Information you provide directly:

  • Full name
  • Email address
  • Phone number
  • Business name
  • Project details and requirements
  • Payment information (processed securely through third-party payment providers)
  • Any other information you choose to share with us via our contact or quote forms

Information collected automatically:

  • IP address
  • Browser type and version
  • Device type
  • Pages visited on our website
  • Time and date of your visit
  • Referring website or source
  • Geographic location (country/city level only)

Information from third parties:

  • Google Analytics data relating to website usage
  • Social media profile information if you contact us via social platforms

3. How We Collect Your Personal Information

We collect your personal information through the following methods:

  • Contact forms on our website when you submit an enquiry
  • Quote request forms when you request a project estimate
  • Email correspondence when you contact us directly
  • WhatsApp communication when you message us via our chat widget
  • Cookies and tracking technologies when you browse our website
  • Social media interactions when you engage with our social profiles
  • Phone calls when you contact us by telephone

4. Why We Collect Your Personal Information

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

  • To respond to your enquiries and provide you with information about our services
  • To prepare and deliver project proposals and quotes
  • To deliver the services you have contracted us to provide
  • To process payments for services rendered
  • To send service-related communications and project updates
  • To improve our website and service offerings
  • To comply with legal and regulatory obligations
  • To send marketing communications where you have given consent
  • To protect the security of our website and prevent fraud

We will only process your personal information for the purposes for which it was collected unless we have your consent to process it for another purpose, or are required to do so by law.

5. POPI Act Compliance

YCIK Digital is fully committed to complying with the Protection of Personal Information Act 4 of 2013 (POPI Act). In accordance with the POPI Act, we adhere to the following conditions for the lawful processing of personal information:

Accountability We take full responsibility for ensuring that your personal information is processed in accordance with the POPI Act and this Privacy Policy.

Processing Limitation We only collect personal information that is adequate, relevant, and not excessive for the purpose for which it is collected.

Purpose Specification We collect personal information for specific, explicitly defined, and lawful purposes related to our business operations.

Further Processing Limitation We do not process your personal information in a manner that is incompatible with the purpose for which it was originally collected.

Information Quality We take reasonable steps to ensure that the personal information we hold is complete, accurate, and up to date.

Openness We are transparent about how we collect and use your personal information, as set out in this Privacy Policy.

Security Safeguards We implement reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, destruction, or damage.

Data Subject Participation You have the right to request access to, correction of, or deletion of your personal information held by us.

6. Your Rights Under the POPI Act

As a data subject under the POPI Act, you have the following rights:

  • Right to Access. You have the right to request a copy of the personal information we hold about you at any time.

  • Right to Correction. You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.

  • Right to Deletion. You have the right to request that we delete your personal information where it is no longer necessary for the purpose for which it was collected, subject to any legal obligations we may have to retain it.

  • Right to Object. You have the right to object to the processing of your personal information for direct marketing purposes at any time.

  • Right to Withdraw Consent. Where we process your personal information based on your consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing prior to withdrawal.

  • Right to Complain. You have the right to lodge a complaint with the Information Regulator of South Africa if you believe we have processed your personal information in violation of the POPI Act.

Information Regulator Contact Details: Website:

www.inforegulator.org.za

Email: inforeg@justice.gov.za Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

To exercise any of your rights, please contact us at info@ycik.co.za.

We will respond to all requests within 30 days as required by the POPI Act.

7. How We Store and Protect Your Personal Information

We take the security of your personal information seriously and implement the following measures to protect it:

  • Secure HTTPS encryption on our website
  • Password protected systems and accounts
  • Limited access to personal information on a need-to-know basis
  • Regular security monitoring and updates
  • Secure third-party service providers with their own privacy and security standards

While we take all reasonable precautions to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but commit to notifying you and the Information Regulator promptly in the event of a data breach that affects your personal information.

8. How Long We Retain Your Personal Information

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.

Type of Information Retention Period
Enquiry and contact form data 2 years
Client project records 5 years
Financial and payment records 5 years (as required by SARS)
Marketing consent records Until consent is withdrawn
Website analytics data 26 months

Once your personal information is no longer required, we will delete or anonymise it securely.

9. Sharing Your Personal Information

We do not sell, rent, or trade your personal information to third parties. We may share your personal information with trusted third parties only where necessary to deliver our services, including:

  • Hosting providers — to host and maintain our website
  • Payment processors — to securely process payments
  • Email service providers — to send service and marketing communications
  • Analytics providers — such as Google Analytics to understand website usage
  • Project management tools — to manage client projects and communications

All third-party service providers are required to process your personal information only on our instructions and in accordance with applicable data protection laws.

We may also disclose your personal information where required by law, court order, or government authority.

10. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your browsing experience and analyse website traffic.

What are cookies? Cookies are small text files stored on your device when you visit a website. They help us remember your preferences and understand how visitors use our site.

Types of cookies we use:

Cookie Type Purpose
Essential cookies Required for the website to function correctly
Analytics cookies Help us understand how visitors interact with our site
Marketing cookies Used to deliver relevant content and track campaign performance
Preference cookies Remember your settings and preferences

Your cookie choices: You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

By continuing to use our website, you consent to our use of cookies as described in this policy.

11. Third Party Websites

Our website may contain links to third party websites. Please note that we have no control over the content or privacy practices of those websites and are not responsible for their privacy policies. We encourage you to review the privacy policy of every website you visit.

12. Children’s Privacy

Our website and services are not directed at children under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at info@ycik.co.za and we will take steps to delete it promptly.

13. Marketing Communications

From time to time we may send you marketing communications about our services, special offers, and digital tips — but only where you have given us permission to do so.

You can opt out of marketing communications at any time by:

  • Clicking the unsubscribe link in any marketing email
  • Contacting us directly at info@ycik.co.za
  • Replying STOP to any marketing SMS We will process your opt-out request promptly and within a reasonable timeframe.

14. Changes to This Privacy

Policy We reserve the right to update this Privacy Policy at any time to reflect changes in our practices, services, or legal obligations. When we make material changes we will update the “Last Updated” date at the top of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal information. Your continued use of our website after any changes constitutes your acceptance of the updated Privacy Policy.

15. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or our handling of your personal information, please contact us:

YCIK Digital | Email: info@ycik.co.za | Website: ycik.co.za | George, South Africa We are committed to resolving any privacy concerns promptly and transparently.