Privacy Policy
Last updated: September 20261 — Introduction
Qahwa Coffee Group ("we," "us," "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect, how we use it, how we protect it, and your rights regarding it.
This policy complies with the Protection of Personal Information Act 4 of 2013 (POPIA) of South Africa, and where applicable, the UAE Federal Decree-Law No. 45 of 2021 (PDPL) and the EU General Data Protection Regulation (GDPR).
2 — Responsible Party and Information Officer
Under POPIA, the "responsible party" is the entity that determines the purpose and means of processing personal information.
- Responsible party: Qahwa Coffee Group
- Information Officer: Jesse A. Jobe
- Email: jesse@qahwacoffeegroup.co.za
- WhatsApp (UAE): +971557532969
- WhatsApp (SA): +27621097361
- Business registration: South Africa
- Operating location: Dubai, United Arab Emirates
The Information Officer is registered with the South African Information Regulator in accordance with Section 55 of POPIA.
3 — What Information We Collect
| Data type | How collected | Purpose |
|---|---|---|
| Email address | You email us or submit a form | To respond to your enquiry |
| Phone number | You contact us via WhatsApp or phone | To respond to your enquiry |
| Name | You provide it during an enquiry or transaction | To identify you and personalise communication |
| Business information | You provide it during a trade enquiry | To scope and deliver services |
| Shipping/delivery address | You provide it for sample or product delivery | To fulfil orders |
| Analytics data | Automatically via Google Analytics (cookies) | To understand how visitors use the website |
| Device and browser data | Automatically via server logs | To ensure the website displays correctly |
| IP address | Automatically via server logs and analytics | Security, analytics, and geographic insight |
| Cookie preferences | Your consent choice on the cookie banner | To remember your preference |
What we do NOT collect: We do not collect financial information (credit card numbers, bank details) through this website, identity documents, biometric data, or information about children under 18. We do not purchase personal information from third parties.
4 — Legal Basis for Processing
Under POPIA, we process personal information on the following lawful grounds:
- Consent (Section 11(1)(a)) — you consent when you submit information through our contact channels or accept cookies
- Contractual necessity (Section 11(1)(b)) — processing is necessary to perform a transaction or service you requested
- Legitimate interest (Section 11(1)(f)) — we process analytics data to improve the website, provided this does not prejudice your rights
- Legal obligation (Section 11(1)(c)) — we may process information to comply with South African law
5 — How We Use Your Information
- To respond to your enquiries via email or WhatsApp
- To process and fulfil trade transactions, sample requests, and orders
- To send shipping notifications and delivery updates
- To understand how visitors use this website (via Google Analytics) so we can improve it
- To protect the security of this website
- To create anonymised and aggregated data for business analysis and improvement
- To comply with legal and regulatory requirements, including tax records and export documentation
We do NOT sell, rent, trade, or share your personal information with third parties for their marketing purposes.
6 — Cookies
This website uses cookies. A cookie is a small text file stored on your device when you visit a website.
| Cookie | Type | Purpose | Duration |
|---|---|---|---|
| bpe_consent | Functional | Remembers your cookie consent choice | 1 year |
| _ga, _gid | Analytics | Google Analytics — measures traffic and behaviour | Up to 2 years |
| wordfence_* | Security | Wordfence firewall — protects against attacks | Session / 24 hours |
| lscache_* | Performance | LiteSpeed Cache — speeds up page loading | Varies |
Analytics cookies are only set after you click "Accept" on the cookie consent banner. If you click "Decline," no analytics cookies are set.
7 — Third-Party Services
We use the following third-party services that may process your data:
- Google Analytics (Google LLC, USA) — website traffic analysis
- Hostinger (Hostinger International Ltd, Lithuania) — website hosting
- WhatsApp (Meta Platforms Inc, USA) — messaging
- Wordfence (Defiant Inc, USA) — website security
We have no control over the privacy practices of these third parties.
8 — Cross-Border Data Transfers
Qahwa Coffee Group is registered in South Africa and operates from Dubai, United Arab Emirates. Your information may be processed in:
- South Africa — where the business is registered
- Dubai, United Arab Emirates — where the principal operates
- European Union / Lithuania — where Hostinger's infrastructure is located
- United States — where Google and WhatsApp process analytics and messaging data
In accordance with Section 72 of POPIA, we ensure that any cross-border transfer of personal information is subject to either: (a) adequate data protection laws in the receiving country, (b) binding agreements that provide substantially similar protection to POPIA, or (c) your explicit consent.
9 — Data Retention
- Enquiry data (emails, WhatsApp messages): retained for 24 months after the last interaction, then deleted
- Transaction/trade data: retained for 7 years after the transaction, as required for tax records and potential disputes under South African law (Prescription Act 68 of 1969)
- Shipping/delivery records: retained for 5 years for customs and regulatory compliance
- Analytics data: retained by Google for up to 26 months
- Cookie consent: stored in a cookie on your device for 1 year
- Anonymised and aggregated business data: retained indefinitely for business analysis
10 — Your Rights
Under POPIA, you have the right to:
- Access — request confirmation of whether we hold your personal information and request a copy of it (Section 23)
- Correction — request that we correct or update inaccurate personal information (Section 24)
- Deletion — request that we delete your personal information where it is no longer necessary (Section 24)
- Object — object to the processing of your personal information on reasonable grounds (Section 11(3))
- Withdraw consent — withdraw any consent you previously gave
- Lodge a complaint — submit a complaint to the South African Information Regulator
To exercise any of these rights: email jesse@qahwacoffeegroup.co.za with the subject line "POPIA Data Request." We will respond within 30 days as required by POPIA. We may ask you to verify your identity before processing your request.
For EU residents (GDPR): You additionally have the right to data portability, the right to restrict processing, and the right to lodge a complaint with your local supervisory authority.
For UAE residents (PDPL): You have rights under Federal Decree-Law No. 45 of 2021, including the right to access, correct, and request deletion of your personal data.
11 — Information Regulator (South Africa)
If you are not satisfied with how we handle your personal information:
- The Information Regulator (South Africa)
- JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
- PO Box 31533, Braamfontein, Johannesburg, 2017
- Email: complaints.IR@justice.gov.za
- Tel: +27 10 023 5200
12 — Data Security
We take appropriate technical and organisational measures to protect your personal information, including: SSL/TLS encryption, web application firewall, security headers, daily automated backups, restricted admin access, and regular security scanning.
No method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
13 — Children's Privacy
This website is not directed at children under the age of 18. We do not knowingly collect personal information from children.
14 — Changes to This Policy
We may update this Privacy Policy from time to time. Changes take effect upon publication on this page.
15 — Contact
- Information Officer: Jesse A. Jobe
- Email: jesse@qahwacoffeegroup.co.za (subject: "POPIA Data Request")
- WhatsApp: +971557532969
- Response time: Within 24 hours (formal POPIA requests within 30 days)