Privacy policy

Privacy Policy

Last updated: 21 July 2026

This Privacy Policy explains how Rental Toolkit (Pty) Ltd, registration number 2026/570584/07, collects, uses, stores, shares and protects personal information when you visit www.rentaltoolkit.co.za, purchase a digital product, contact us or otherwise interact with our website and services.

Rental Toolkit is committed to processing personal information lawfully, reasonably and transparently in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African law. POPIA establishes minimum conditions for the lawful processing and protection of personal information by private and public bodies. (Government of South Africa)

By using the website or providing personal information to us, you acknowledge that your information may be processed as described in this Privacy Policy.

1. Responsible party

For purposes of POPIA, the responsible party is:

Rental Toolkit (Pty) Ltd
Registration number: 2026/570584/07
Email: support@rentaltoolkit.co.za
Website: www.rentaltoolkit.co.za

All privacy enquiries, requests and complaints must be directed to:

support@rentaltoolkit.co.za

2. Scope of this policy

This Privacy Policy applies to personal information processed through:

  • the Rental Toolkit website;

  • the Shopify store and checkout;

  • customer accounts;

  • product orders;

  • digital downloads;

  • payment transactions;

  • email communications;

  • support requests;

  • contact and enquiry forms;

  • newsletter or marketing registrations;

  • product reviews;

  • cookies and analytics; and

  • other interactions with Rental Toolkit.

This policy does not govern the independent privacy practices of third parties that operate under their own privacy policies.

3. Meaning of personal information

“Personal information” has the meaning assigned to it under POPIA and includes information relating to an identifiable natural person and, where applicable, an identifiable juristic person.

Depending on how you interact with us, personal information may include:

  • your name and surname;

  • email address;

  • billing information;

  • company or business name;

  • VAT or registration details;

  • account login details;

  • order and transaction history;

  • products purchased;

  • payment status and transaction references;

  • IP address;

  • browser and device information;

  • website activity;

  • cookie identifiers;

  • communications with customer support;

  • product reviews and feedback;

  • language preferences;

  • marketing preferences; and

  • information voluntarily supplied through forms or enquiries.

4. Information collected directly from you

We may collect personal information when you:

  • place an order;

  • create a customer account;

  • enter information during checkout;

  • contact customer support;

  • submit an enquiry;

  • complete a Shopify form;

  • request a document or language edition;

  • subscribe to marketing communications;

  • leave a product review;

  • participate in a survey;

  • report a technical or payment problem; or

  • otherwise provide information to us.

You are responsible for ensuring that the information you provide is accurate, complete and not misleading.

5. Information collected automatically

When you use the website, certain information may be collected automatically through cookies, pixels, server logs and similar technologies.

This may include:

  • your IP address;

  • browser type;

  • device type;

  • operating system;

  • approximate location derived from your IP address;

  • referring website;

  • pages viewed;

  • products viewed;

  • links clicked;

  • time spent on the website;

  • cart activity;

  • checkout activity;

  • session information; and

  • errors or technical performance information.

We use this information to operate the website, understand how it is used, improve performance, prevent fraud and assess the effectiveness of our content and marketing.

6. Information received from third parties

We may receive personal information from service providers involved in operating the store, including:

  • Shopify;

  • payment gateways;

  • banks and payment processors;

  • digital-download applications;

  • email-delivery providers;

  • customer-support tools;

  • analytics providers;

  • security and fraud-prevention providers;

  • marketing platforms; and

  • other Shopify applications used by the store.

The information received will depend on the services used and the permissions granted.

7. Payment information

Payments are processed by Shopify and the payment provider selected at checkout.

Rental Toolkit does not ordinarily receive or store your complete card number, card-security code, online-banking credentials or other complete financial authentication information.

We may receive limited payment-related information, including:

  • payment status;

  • payment method;

  • transaction reference;

  • amount paid;

  • date and time of payment;

  • refund status; and

  • limited identifying details supplied by the payment provider.

Payment providers process information under their own terms and privacy policies.

8. Purposes for which information is processed

We may process personal information for the following purposes:

Orders and product delivery

  • processing and confirming orders;

  • verifying payment;

  • delivering digital products;

  • issuing download links;

  • creating invoices and receipts;

  • restoring access to a verified customer;

  • processing replacements or refunds; and

  • keeping an order history.

Customer service

  • responding to enquiries;

  • resolving payment and download problems;

  • correcting customer email details;

  • assessing refund requests;

  • handling complaints;

  • providing product information; and

  • communicating important product or service information.

Store administration

  • operating and maintaining the website;

  • managing customer accounts;

  • maintaining accounting and tax records;

  • administering products and prices;

  • testing website functionality;

  • managing applications and integrations; and

  • monitoring service performance.

Security and fraud prevention

  • authenticating transactions;

  • detecting suspicious activity;

  • preventing unauthorised access;

  • enforcing download limits;

  • protecting intellectual property;

  • investigating chargebacks;

  • preventing unlawful redistribution; and

  • maintaining website security.

Website improvement and analytics

  • understanding customer behaviour;

  • identifying popular products and content;

  • improving navigation and product discovery;

  • measuring website performance;

  • correcting technical errors;

  • improving search-engine visibility; and

  • evaluating marketing effectiveness.

Legal and regulatory compliance

  • complying with POPIA and other laws;

  • responding to lawful regulatory or court requests;

  • retaining records required by law;

  • managing legal claims;

  • enforcing our Terms of Service; and

  • protecting the rights of Rental Toolkit and others.

Marketing

Where permitted by law, we may use information to:

  • send news about new products;

  • inform customers about updated documents;

  • recommend related products;

  • conduct customer surveys;

  • request reviews; and

  • send promotional communications.

Direct electronic marketing will be conducted in accordance with POPIA, including its consent and opt-out requirements. The Information Regulator has issued specific guidance on direct marketing under sections 11 and 69 of POPIA. (Inforegulator)

9. Lawful grounds for processing

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

  • it is necessary to conclude or perform a transaction with you;

  • you have consented to the processing;

  • the processing is required by law;

  • the processing protects a legitimate interest of the data subject;

  • the processing is necessary for Rental Toolkit’s legitimate interests or those of a third party, provided your rights and interests are appropriately considered; or

  • another lawful ground under POPIA applies.

Where processing is based on consent, you may withdraw that consent, subject to lawful limitations and processing already undertaken.

10. Whether information must be supplied

Certain information is required to:

  • process an order;

  • confirm payment;

  • issue a receipt;

  • deliver a download;

  • create a customer account;

  • investigate a support request; or

  • comply with legal obligations.

If required information is not supplied, we may be unable to complete the transaction, deliver the product or respond properly to the request.

Information requested for optional marketing or surveys does not have to be supplied.

11. Personal information about another person

You must not provide personal information relating to another person unless:

  • you have lawful authority to provide it;

  • the information is relevant to the service requested;

  • the person has been appropriately informed where required; and

  • the processing complies with POPIA.

Do not submit unnecessary identity documents, financial records, medical information, confidential dispute documents or other sensitive information through general contact forms.

12. Special personal information

Rental Toolkit does not generally require special personal information.

You should avoid sending information concerning matters such as:

  • health;

  • race or ethnic origin;

  • religious or philosophical beliefs;

  • political persuasion;

  • trade-union membership;

  • sexual life;

  • biometric information; or

  • alleged criminal conduct,

unless it is genuinely necessary and you have a lawful basis to do so.

Where special personal information is received, it will be processed only where permitted by POPIA.

13. Information relating to children

The website and Products are not specifically directed at children.

Rental Toolkit does not knowingly seek to collect personal information from children without the involvement or authorisation of a competent person where required by law.

A person who provides information about a child confirms that they have lawful authority to do so.

If you believe that information relating to a child has been submitted improperly, contact:

support@rentaltoolkit.co.za

14. Shopify

The Rental Toolkit store is hosted through Shopify.

Shopify may process customer and visitor information to provide services such as:

  • website hosting;

  • checkout;

  • order management;

  • customer accounts;

  • fraud detection;

  • analytics;

  • security;

  • application functionality; and

  • technical support.

Shopify processes certain personal information in accordance with its own privacy terms and data-processing arrangements. Shopify also requires merchants to provide appropriate privacy notice and transparency concerning merchant processing of customer information. (Shopify)

15. Sharing of personal information

We may share personal information with service providers where reasonably necessary to operate the business.

These may include:

  • Shopify;

  • payment gateways;

  • banking and payment-processing providers;

  • digital-file delivery services;

  • cloud-storage providers;

  • email and communication providers;

  • accounting and bookkeeping providers;

  • analytics providers;

  • fraud-prevention and cybersecurity providers;

  • customer-support systems;

  • marketing service providers;

  • professional advisers;

  • regulators, courts and law-enforcement authorities; and

  • other parties where required or permitted by law.

We do not sell personal information to advertisers or unrelated data brokers.

Service providers should receive only the information reasonably necessary for their function and may be subject to contractual, technical or legal safeguards.

16. Legal disclosure

We may disclose personal information where reasonably necessary to:

  • comply with applicable law;

  • comply with a court order, subpoena or lawful regulatory request;

  • investigate fraud, theft or unlawful conduct;

  • enforce our agreements and policies;

  • protect intellectual property;

  • protect the safety, rights or property of Rental Toolkit, customers or others;

  • establish, exercise or defend a legal claim; or

  • respond to a valid request from a competent authority.

17. Business restructuring

If Rental Toolkit is involved in a merger, sale, restructuring, financing, transfer of assets or similar business transaction, personal information may be disclosed to appropriate advisers, potential counterparties or successors.

Any such processing will remain subject to applicable law and appropriate confidentiality measures.

18. Cross-border processing

Shopify and other service providers may process or store personal information outside South Africa.

Where personal information is transferred to another country, Rental Toolkit will take reasonable steps to ensure that the transfer is permitted under POPIA, including through:

  • an adequate level of legal protection;

  • binding agreements;

  • consent where legally appropriate;

  • necessity for the performance of a contract; or

  • another lawful basis recognised by POPIA.

Foreign laws may differ from South African law.

19. Cookies

Cookies are small files stored on a device or browser when a website is visited.

The website may use:

Essential cookies

These are required for functions such as:

  • maintaining a shopping cart;

  • processing checkout;

  • remembering account sessions;

  • protecting the website;

  • preventing fraud; and

  • delivering core functionality.

Functional cookies

These may remember preferences such as language, login details or website choices.

Analytics cookies

These help us understand website traffic, visitor behaviour and technical performance.

Advertising or marketing cookies

Where enabled, these may be used to measure campaigns, personalise marketing or understand whether advertising led to a website visit or purchase.

Shopify provides privacy settings that merchants can use to manage customer privacy features and cookie-consent requirements. (Shopify Help Center)

20. Cookie choices

Depending on the website configuration and your location, you may be able to:

  • accept or reject optional cookies;

  • manage cookie preferences through a website banner;

  • block cookies through your browser;

  • delete stored cookies; or

  • use browser privacy settings.

Blocking essential cookies may prevent the website, cart or checkout from working correctly.

Rental Toolkit should activate Shopify’s available customer privacy and cookie-consent settings before launch.

21. Analytics

We may use Shopify analytics and other analytics tools to understand:

  • how visitors reach the website;

  • which pages and products are viewed;

  • which devices are used;

  • where visitors leave the purchase process;

  • how the website performs; and

  • which marketing activities are effective.

Analytics information may be aggregated or pseudonymised where appropriate.

22. Direct marketing

We may send direct marketing only where lawfully permitted.

Marketing communications may include:

  • new-product notices;

  • updated-document announcements;

  • related-product recommendations;

  • special offers;

  • surveys; and

  • requests for customer reviews.

Where consent is required, marketing will not be sent unless valid consent has been obtained.

Every electronic marketing communication should provide a reasonable method to unsubscribe.

You may opt out at any time by:

Opting out of marketing does not prevent us from sending transactional messages concerning orders, payments, downloads, security or customer support.

POPIA protects data subjects against unsolicited direct marketing and allows complaints to be made to the Information Regulator. (Inforegulator)

23. Product reviews

If you submit a product review, the review and the name or identifier selected by you may be displayed publicly.

Do not include:

  • identity numbers;

  • contact details;

  • confidential lease information;

  • private correspondence;

  • personal information about another person; or

  • information relating to an active dispute.

We may moderate or remove reviews that disclose personal information or breach our policies.

24. Security safeguards

Rental Toolkit takes reasonable and appropriate technical and organisational measures to protect personal information against:

  • loss;

  • damage;

  • unauthorised destruction;

  • unlawful access;

  • unauthorised disclosure;

  • misuse; and

  • alteration.

Measures may include:

  • password controls;

  • access restrictions;

  • reputable service providers;

  • secure checkout systems;

  • encryption where available;

  • security monitoring;

  • backups;

  • anti-fraud measures; and

  • limiting access to persons who require it.

POPIA requires responsible parties to secure the integrity and confidentiality of personal information through appropriate safeguards. (Government of South Africa)

No internet system is completely secure, and absolute security cannot be guaranteed.

25. Security compromises

Where there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, Rental Toolkit will investigate and take steps required by POPIA.

Where required, we will notify:

  • the Information Regulator; and

  • affected data subjects,

as soon as reasonably possible, subject to any lawful delay or restriction.

The Information Regulator’s current guidance states that notification should occur once the responsible party is reasonably sure that a security compromise has occurred. (Inforegulator)

26. Retention of personal information

We retain personal information only for as long as reasonably necessary to:

  • complete and administer transactions;

  • deliver purchased Products;

  • provide support;

  • maintain accounting and tax records;

  • comply with statutory obligations;

  • manage refunds and chargebacks;

  • prevent fraud;

  • enforce licence restrictions;

  • resolve disputes;

  • establish or defend legal claims; and

  • fulfil the purposes described in this policy.

Retention periods may differ depending on the type of information and applicable legal requirements.

When information is no longer required, it may be:

  • securely deleted;

  • destroyed;

  • de-identified; or

  • retained in an anonymised form.

27. Accuracy of personal information

We take reasonable steps to ensure that personal information is complete, accurate and not misleading where necessary for the purpose for which it is processed.

You should notify us when your information changes or is incorrect.

Corrections may be requested by emailing:

support@rentaltoolkit.co.za

28. Your rights under POPIA

Subject to lawful limitations, you may have the right to:

  • ask whether we hold personal information about you;

  • request access to your personal information;

  • request correction or updating of inaccurate information;

  • request deletion or destruction where permitted;

  • object to certain processing;

  • withdraw consent where processing is based on consent;

  • request information about the identity of third parties who have had access to your information, where applicable;

  • object to direct marketing;

  • lodge a complaint with the Information Regulator; and

  • seek a remedy where your rights have been infringed.

A request may be subject to identity verification and lawful grounds for refusal.

29. Access, correction, deletion and objection requests

Requests must be submitted to:

support@rentaltoolkit.co.za

Please include:

  • your full name;

  • email address used on the website;

  • order number, where relevant;

  • the nature of your request;

  • the information concerned; and

  • sufficient information to verify your identity.

We may request additional proof of identity to protect personal information from unauthorised disclosure.

We will not ask for more identifying information than reasonably necessary.

30. Limits on deletion requests

A request for deletion may not always be granted immediately.

We may retain information where reasonably necessary or legally required for:

  • accounting or tax records;

  • fraud prevention;

  • payment disputes;

  • chargebacks;

  • contractual enforcement;

  • legal claims;

  • regulatory compliance;

  • records of consent or objection; or

  • other lawful purposes.

Where complete deletion is not permitted, processing may be restricted where appropriate.

31. Complaints to Rental Toolkit

Privacy concerns should first be submitted to:

support@rentaltoolkit.co.za

Please explain:

  • what information is involved;

  • what you believe occurred;

  • the remedy requested; and

  • any relevant order or communication details.

We will investigate and respond within a reasonable period.

32. Complaints to the Information Regulator

You have the right to lodge a complaint with the South African Information Regulator if you believe that your personal information has been processed contrary to POPIA.

The Information Regulator publishes its current complaint procedures and forms on its official website. (Inforegulator)

You are not required to surrender any right to approach the Regulator or another competent authority.

33. Third-party links

The website may contain links to third-party websites.

Rental Toolkit does not control and is not responsible for the privacy practices, security or content of independent third-party websites.

You should review the privacy policy of each third-party service before supplying personal information.

34. Changes to this Privacy Policy

Rental Toolkit may update this Privacy Policy to reflect changes in:

  • POPIA or other legislation;

  • Information Regulator guidance;

  • Shopify services;

  • payment providers;

  • website applications;

  • cookies and analytics;

  • business practices; or

  • Products and services.

The revised policy will be published on the website with an updated revision date.

Where a material change requires notification or consent, Rental Toolkit will take appropriate steps as required by law.

35. Relationship with other policies

This Privacy Policy must be read together with the:

  • Terms of Service;

  • Returns and Refund Policy;

  • Shipping and Digital Delivery Policy;

  • Legal Notice and Disclaimer;

  • Cookie preferences displayed on the website; and

  • applicable product descriptions.

Where there is a conflict, applicable law will prevail.

36. Contact

All privacy, POPIA, access, correction, deletion, objection and direct-marketing enquiries must be sent to:

Rental Toolkit (Pty) Ltd
Registration number: 2026/570584/07
Email: support@rentaltoolkit.co.za
Website: www.rentaltoolkit.co.za