Privacy Policy

1. Introduction

Coalyard Solutions (Pty) Ltd ("Coalyard Solutions", "we", "us", or "our") is committed to protecting the privacy and personal information of our users. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our platform at coalyardsolutions.co.za and any related services (collectively, the "Platform").

This policy is compliant with the Protection of Personal Information Act, 2013 (Act No. 4 of 2013) ("POPIA") of the Republic of South Africa. By accessing or using our Platform, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

2. Information We Collect

We collect information that you provide directly to us, as well as information collected automatically when you use our Platform.

2.1 Information You Provide

• Account Information: Full name, email address, phone number, password, and profile details when you register for an account.
• KYC/FICA Information: Identity documents (South African ID or passport), proof of address, and business registration documents (CIPC) for supplier verification.
• Transaction Information: Details of coal listings, orders placed, payment information, delivery addresses, and transaction history.
• Communication Data: Messages sent through our chat system, dispute details, support inquiries, and feedback.
• Business Information: Company name, registration number, tax details, and business type for supplier profiles.

2.2 Information Collected Automatically

• Device Information: IP address, browser type and version, operating system, and device identifiers.
• Usage Data: Pages visited, features used, search queries, time spent on the Platform, and clickstream data.
• Location Data: Approximate geographic location based on your IP address, used for delivery radius calculations and regional marketplace features.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Platform Operations: To facilitate coal trading between buyers and suppliers, process transactions, and manage escrow payments through TradeSafe.
• Identity Verification: To comply with FICA requirements and verify user identities through our KYC process via VerifyNow.co.za.
• Communication: To send transactional notifications, order updates, dispute resolutions, and important platform announcements via email and SMS.
• Security & Fraud Prevention: To detect, prevent, and investigate fraudulent activities, unauthorised access, and violations of our Terms of Service.
• Platform Improvement: To analyse usage patterns, improve our services, and develop new features based on user behaviour and feedback.
• Legal Compliance: To comply with applicable laws, regulations, and legal processes, including POPIA, FICA, and South African tax obligations.

4. Information Sharing

We do not sell your personal information. We may share your information in the following circumstances:

• Transaction Counterparties: Limited information is shared between buyers and suppliers as necessary to complete transactions (e.g., company name, delivery address).
• Service Providers: We use trusted third-party services including TradeSafe (escrow), Ozow and PayFast (payments), VerifyNow.co.za (KYC), and Africa's Talking (SMS). These providers only receive information necessary to perform their services.
• Legal Requirements: We may disclose information when required by law, regulation, legal process, or governmental request, including to SARS or other regulatory bodies.
• Dispute Resolution: Information related to transactions may be shared with dispute resolution parties when a dispute is raised between a buyer and supplier.

5. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit (TLS/SSL) and at rest.
• Secure authentication with password hashing and optional multi-factor authentication.
• Regular security audits and vulnerability assessments.
• Access controls limiting employee access to personal information on a need-to-know basis.
• Infrastructure hosted on enterprise-grade cloud platforms with SOC 2 compliance.

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Your Rights Under POPIA

Under the Protection of Personal Information Act (POPIA), you have the following rights regarding your personal information:

• Right to Access: You may request confirmation of whether we hold personal information about you and request access to that information.
• Right to Correction: You may request that we correct or update inaccurate or incomplete personal information.
• Right to Deletion: You may request the deletion of your personal information, subject to our legal retention obligations.
• Right to Object: You may object to the processing of your personal information in certain circumstances.
• Right to Data Portability: You may request a copy of your personal information in a structured, commonly used format.
• Right to Lodge a Complaint: You have the right to lodge a complaint with the Information Regulator of South Africa if you believe your privacy rights have been infringed.

To exercise any of these rights, please contact our Information Officer using the details provided in Section 10 below.

7. Cookies & Tracking

We use cookies and similar tracking technologies to enhance your experience on our Platform. Cookies are small data files stored on your device.

Types of Cookies We Use

• Essential Cookies: Required for the Platform to function properly, including authentication and session management.
• Analytics Cookies: Help us understand how users interact with the Platform so we can improve our services.
• Preference Cookies: Remember your settings and preferences for a better user experience.

You can control cookies through your browser settings. However, disabling essential cookies may affect the functionality of the Platform.

8. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:

• Account information is retained for the duration of your account and for a reasonable period thereafter.
• Transaction records are retained for a minimum of five (5) years to comply with South African tax and financial regulations.
• KYC/FICA documents are retained as required by the Financial Intelligence Centre Act.
• You may request deletion of your account and associated data, subject to our legal retention requirements.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on this page with a revised "Last updated" date. We encourage you to review this policy periodically. Your continued use of the Platform after any changes constitutes acceptance of the updated Privacy Policy.

10. Contact Information

If you have any questions about this Privacy Policy or wish to exercise your rights under POPIA, please contact our Information Officer: