Privacy Policy

This policy applies to personal information collected through the Ace Outfitters website (the “Site”), in-store purchases, and any communication with us via phone, email or WhatsApp. By using the Site or providing us with your information, you consent to the practices described in this policy, to the extent such consent is required by law.

Ace Outfitters, trading from 36 Bultfontein Road, CBD, Kimberley, 8301, South Africa, is the “responsible party” for personal information processed through the Site, as that term is defined in POPIA.

Our appointed Information Officer is Vinesh, who can be contacted at aceoutfitterskby@gmail.com for any POPIA-related queries or complaints.

We may collect the following categories of personal information:

• Identity & contact details: name, email address, phone number, delivery and billing address.
• Order & transaction information: items purchased, order value, order history, fulfilment method (pickup or delivery).
• Payment information: processed directly by our payment gateway, PayFast — we do not receive or store your full card or bank account details.
• Account information: if you create an account, your login email and encrypted password (managed via our authentication provider, Supabase).
• Communications: messages you send us via our contact form, email, phone or WhatsApp.
• Technical & usage information: IP address, browser type, device information, and pages visited on the Site, collected automatically via cookies and analytics tools.

We use your personal information to:

• Process and fulfil your orders, including payment, collection and delivery;
• Communicate with you about your order, account, or enquiries;
• Maintain your account and order history;
• Improve the Site, our product range and customer experience;
• Comply with our legal, tax and accounting obligations; and
• Where you have opted in, send you marketing communications about products, promotions or store news. You may opt out of marketing communications at any time.

We process your personal information on one or more of the following bases: performance of a contract with you (e.g. fulfilling your order), your consent (e.g. marketing communications), compliance with a legal obligation (e.g. tax records), and our legitimate business interests (e.g. fraud prevention and Site security), balanced against your rights and interests.

We do not sell your personal information. We share it only where necessary, with the following categories of recipients:

• PayFast, to process online payments securely;
• Supabase, our database and account-authentication provider, used to store order and account records;
• Brevo, our email service provider, used to send order confirmations and related communications;
• Google Analytics, used to understand Site usage in aggregate (see “Cookies & Analytics” below);
• Trellis Hub, our website developer and support provider, who receives order notifications to help us maintain and support the Site;
• Delivery or courier partners, where applicable, to fulfil delivery orders; and
• Regulators, law enforcement or professional advisors, where required by law or to protect our legal rights.

Each of these providers is only given the information necessary to perform their function and is required to keep it secure.

The Site uses strictly necessary cookies to keep you signed in and remember items in your cart. These are essential to the Site’s operation (checkout in particular may not work without them) and are not subject to consent.

On your first visit, a cookie banner asks whether you consent to Google Analytics cookies, which help us understand how visitors use the Site. Google Analytics only runs if you choose “Accept”. You can change your choice at any time by clearing this Site’s data in your browser settings, which will show the banner again on your next visit.

We implement reasonable technical and organisational measures to protect your personal information against loss, unauthorised access, alteration or disclosure, including encrypted data transmission and access-controlled databases. No online system is completely secure, and we cannot guarantee absolute security, but we take our obligations under POPIA seriously and will notify you and the Information Regulator of any data breach as required by law.

We retain personal information only for as long as necessary to fulfil the purposes described in this policy, including any legal, accounting or reporting requirements (for example, South African tax law generally requires financial records to be kept for five years). Where information is no longer needed, we securely delete or anonymise it.

Some of our service providers (including Supabase, Resend and Google Analytics) may process or store data outside South Africa. Where this occurs, we take reasonable steps to ensure that your information receives a level of protection consistent with POPIA, including relying on providers with appropriate contractual and security safeguards in place.

Under POPIA, you have the right to:

• Request access to the personal information we hold about you;
• Request correction of inaccurate or outdated information;
• Request deletion of your personal information, subject to our legal retention obligations;
• Object to the processing of your personal information, including for direct marketing;
• Withdraw consent at any time, where processing is based on consent; and
• Lodge a complaint with the Information Regulator (South Africa) if you believe your information has been mishandled.

To exercise any of these rights, contact us using the details in “Contact & Complaints” below.

The Site is not directed at children, and we do not knowingly collect personal information from children without the consent of a parent or legal guardian, as required under POPIA.

We may update this Privacy Policy from time to time, including once Ace Outfitters finalises its own complete privacy policy. Material changes will be reflected on this page with an updated “Last updated” date.

To exercise your rights under POPIA, or for any privacy-related questions, contact us at:

• In-store: 36 Bultfontein Road, CBD, Kimberley, 8301, South Africa
• Phone: +27 53 833 2925
• Email: aceoutfitterskby@gmail.com

If you believe we have not adequately addressed your concern, you may lodge a complaint with the Information Regulator of South Africa at inforeg@justice.gov.za or via www.inforegulator.org.za.

See also our Terms & Conditions.