Privacy Policy

1. Introduction

“Ikonik”, “we”, “us”, and “our” refer to Ikonik Luxury Furniture (Pty) Ltd and all its subsidiaries, trading as Ikonik Luxury Furniture.

This Privacy Policy describes our practices regarding the collection, use, storage, and protection of your personal information. We understand that your personal information is a valued asset and we are committed to safeguarding it with the highest standard of care.

This Privacy Policy applies to all visitors to our website at www.ikonik.co.za, and to all clients, prospective clients, suppliers, trade partners, and any individuals who engage with us in any capacity (“you”).

This Privacy Policy should be read together with our Terms & Conditions. Where separate agreements exist between you and Ikonik, those agreements will further govern the relationship.

We may update this Privacy Policy from time to time. The most current version will always be available on our website, and we will notify you of material changes where appropriate.

2. Definitions

All references to “personal information” in this Privacy Policy carry the meaning assigned to that term under the Protection of Personal Information Act 4 of 2013 (“POPIA”).

“Processing” refers to any operation or activity concerning personal information, including collection, receipt, recording, organisation, storage, updating, modification, retrieval, use, dissemination, distribution, merging, restriction, erasure, or destruction.

3. Personal Information We Collect

Through our interactions with you, we may collect the following personal information, including but not limited to:

• Your full name, surname, and title
• Identity document or passport number
• Contact information (telephone number, email address)
• Residential, postal, or delivery address
• Company registration documents (for trade and business clients)
• Compliance certificates where required by law (VAT, BEE, tax clearance)
• Banking and payment information necessary to process transactions
• Any additional information reasonably required to fulfil a commercial transaction or legitimate business purpose

4. How We Collect Your Information

We collect personal information when you:

• Create an account or register on our website
• Place an order or request a quotation
• Subscribe to our newsletter or marketing communications
• Contact us via email, telephone, social media, or our website
• Visit our website (through cookies and similar technologies)
• Engage with us at trade shows or through direct enquiry
• Apply for our trade program

When you provide us with your personal information, you consent to our processing it for the purpose for which it was collected or as required by law. You may withdraw your consent at any time by notifying us in writing at sales@ikonik.co.za.

5. How We Use Your Information

We use your personal information to:

• Process and fulfil your orders, including delivery and after-sales support
• Provide you with quotations and product information
• Register and manage your account
• Communicate with you regarding your orders, enquiries, and account
• Process payments and conduct financial assessments where necessary (through POPIA-compliant third-party financial institutions)
• Send you marketing communications about new products, collections, and promotions (with your consent)
• Improve our website, products, and customer service through analysis of how visitors use our platform
• Comply with applicable laws and regulatory requirements
• Assess proposed business relationships with suppliers and trade partners
• Respond to enquiries submitted through our website, email, or social media channels

6. If You Choose Not to Provide Personal Information

If you elect not to provide certain personal information, we may:

• Be unable to process your order or fulfil the transaction for which the information was requested
• Be unable to provide you with our products or services
• Decline to proceed with a proposed transaction at our sole discretion
• Be unable to respond to your enquiry or provide you with requested information

7. When We Share Your Information

We may disclose your personal information to third parties in the following circumstances:

• Where it is necessary to give effect to a contract with you (e.g., delivery partners, payment processors)
• Where required or permitted by law
• Where we have a legitimate interest in doing so

We may share your personal information with:

• Third-party service providers who assist us in delivering our products and services to you (governed by service-level agreements that ensure the protection of your information)
• Our employees, on a need-to-know basis
• External and internal auditors
• Law enforcement or regulatory bodies, as required by law
• Our insurers, underwriters, and professional advisors (including accountants, lawyers, and consultants)
• Any other party for an authorised purpose, with your express consent

We will never sell your personal information.

8. Data Retention

We retain your personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law.

• Transaction records: Retained for a minimum of five (5) years following your last transaction with us, in accordance with South African tax and financial record-keeping requirements.
• Account information: Retained for as long as your account remains active. Should you request account closure, we will delete or anonymise your data within a reasonable period, unless retention is required by law.
• Marketing data: Retained until you withdraw consent or unsubscribe from our communications.

Upon expiry of the applicable retention period, your personal information will be securely deleted or anonymised.

9. Protecting Your Information

The protection of your personal information is of paramount importance to us. We adopt industry best practices and maintain appropriate organisational and technical measures to safeguard your personal information against unlawful or unauthorised access, processing, loss, damage, or destruction.

These measures include, but are not limited to:

• Secure, encrypted connections for data transmission
• Restricted access to personal information on a need-to-know basis
• Regular review of our information security practices

10. Your Rights

As the subject of the personal information we hold, you have the following rights:

• Access: Request confirmation of the personal information we hold about you, and obtain a copy or description of that information.
• Correction: Request that we correct or update any personal information that is inaccurate, incomplete, or outdated.
• Deletion: Request that we delete or destroy personal information that is excessive or that we are no longer authorised to retain.
• Objection: Object to the processing of your personal information where you have reasonable grounds to believe it should not be processed.
• Direct marketing opt-out: Request that we cease using your personal information for direct marketing purposes, or withdraw previously given consent at any time.
• Restriction: Request that we limit the processing of your personal information in certain circumstances.

Please note that exercising certain of these rights may affect our ability to provide you with products or services. We encourage you to consider this carefully before making such requests.

To exercise any of these rights, contact us at sales@ikonik.co.za.

11. Updating Your Information

If any personal information we hold about you is inaccurate, irrelevant, outdated, incomplete, or misleading, you may request that we correct it. If any personal information is excessive or we are no longer authorised to retain it, you may request its deletion or destruction.

It is your responsibility to ensure that the personal information you provide to us is accurate and up to date. Please notify us promptly of any changes.

12. Marketing Communications

With your consent, we may use your contact details to send you information about new products, collections, services, and promotions. Marketing communications may be sent via email, SMS, or other channels in accordance with applicable marketing laws.

We endeavour to communicate with you through your preferred channels. All marketing communications will include clear instructions on how to unsubscribe or opt out of future communications.

You may withdraw your consent to marketing communications at any time by:

• Clicking the unsubscribe link in any marketing email
• Contacting us at sales@ikonik.co.za

13. Cookies

Our website uses cookies to enhance and personalise your browsing experience. Cookies are small text files placed on your device by our web server that allow us to recognise your preferences and improve our website’s functionality.

Cookies do not collect personal information directly. They are commonly used to track website activity, remember preferences, and make your browsing experience more efficient.

You may manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

14. Social Media

In addition to our website, we maintain a presence on social media platforms including Instagram, Facebook, Pinterest, and YouTube to showcase our products and engage with our community.

When you interact with us through these platforms, the respective social media providers may collect your personal information in accordance with their own privacy policies. We encourage you to review the privacy policies of any social media platform you use to engage with us.

15. Children’s Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you are under 18, you may only use our website and services with the involvement and consent of a parent or legal guardian.

If we become aware that we have inadvertently collected personal information from a child without appropriate consent, we will take steps to delete that information promptly.

16. Information Officer

Ikonik Luxury Furniture (Pty) Ltd is the responsible party for the processing of your personal information as contemplated under POPIA.

For any queries, concerns, or requests relating to the processing of your personal information, please contact:

• Responsible Party: Ikonik Luxury Furniture (Pty) Ltd
• Email: sales@ikonik.co.za
• Address: 100 Boston Road, Merrivale, Howick, 3201, KwaZulu-Natal, South Africa

17. Security of Online Transmissions

As our website is accessible via the internet, and the internet is inherently not fully secure, we cannot guarantee the absolute security of information transmitted to us online. Any personal information you submit through our website is done so at your own risk.

We do, however, take all reasonable and appropriate steps to protect information once it is within our systems, whether stored electronically or in physical form.

18. Complaints

If you suspect that your personal information has been unlawfully accessed, compromised, or misused, please contact us immediately at sales@ikonik.co.za with details of your concern so that we can investigate.

All complaints will be treated with confidentiality (unless disclosure is required by law) and we will endeavour to resolve them within a reasonable timeframe.

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

• Website: www.justice.gov.za/inforeg
• Email: complaints.IR@justice.gov.za

19. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. The most current version will always be available on our website. The “Last updated” date at the top of this page indicates when this policy was last revised.

Material changes will be communicated to affected individuals where appropriate.