Privacy Policy

Effective Date: 1 August 2025

At The Pink Room Beauty Co. (“we,” “our,” or “us”), we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, store, and protect your personal information when you visit our website, book appointments, purchase packages or products, submit scheduling requests, contact us, or otherwise interact with us.

We process personal information in line with applicable South African privacy laws, including the Protection of Personal Information Act, 2013 (“POPIA”). POPIA regulates lawful processing, direct marketing, complaints to the Information Regulator, and transfers of personal information outside South Africa.

1. Who We Are

The Pink Room Beauty Co.
Block C, La Rocca Business Park, 321 Main Rd, Bryanston, Johannesburg, 2191
Phone: 079 185 7755
Email: [insert privacy/contact email]

2. Information We Collect

We may collect the following categories of personal information:

Contact information
Your name, surname, phone number, email address, and, where relevant, billing or delivery address.

Booking and scheduling information
Appointment dates, times, services requested, therapist preferences, package preferences, and related notes.

Package purchase and scheduling request information
Where you buy a package through our website, we may collect order information, package reference numbers, preferred scheduling format, preferred dates, preferred contact method, therapist preferences, and additional notes you provide in your scheduling request form.

Payment and transaction information
Payment status, order details, invoices, and receipts. Payment card or bank details are typically processed by our payment providers and are not stored by us in full.

Account and profile information
If you create or use customer-facing booking or account features, we may collect the information needed to manage your profile, appointment history, preferences, and purchase history.

Communication information
Records of emails, calls, WhatsApp messages, SMS messages, website enquiries, and other communications with us.

Website and device information
Technical data such as IP address, browser type, operating system, referring URLs, cookie data, and website usage data collected through cookies, analytics, or similar technologies.

3. How We Collect Information

We collect personal information:

directly from you when you book, purchase, submit forms, contact us, or visit us;
through our website and integrated systems, such as our booking, e-commerce, and form tools;
from payment processors and service providers where needed to confirm payment or complete a transaction;
through cookies, analytics, and similar technologies when you use our website.

4. How We Use Your Information

We use your personal information to:

schedule, manage, change, and confirm appointments and packages;
process package purchases, product orders, payments, invoices, and receipts;
send booking confirmations, reminders, operational updates, and scheduling messages by email, SMS, or WhatsApp;
review package scheduling requests and manually coordinate services across therapists and dates where required;
manage customer service, support, questions, and complaints;
maintain internal records, order history, and customer history;
improve our services, website, products, and customer experience;
detect, prevent, and investigate fraud, abuse, or technical issues;
comply with legal and regulatory obligations.

Where required by law, we will rely on your consent for specific forms of processing, especially direct marketing.

5. Package Purchases and Scheduling Requests

If you purchase a package on our website, your package is not automatically booked at checkout. After purchase, we may send you a link to a scheduling request form. That form may be prefilled with certain order and contact information from your purchase, such as your package reference, order number, package name, name, email address, and phone number.

You may then provide your preferred booking format, dates, contact method, therapist preferences, and notes. Our team uses that information to review availability and manually arrange your package appointments in our booking system.

6. Marketing and Promotions

With your consent where required, we may send you promotional emails, SMS messages, or WhatsApp messages about offers, campaigns, products, services, and salon updates.

You can opt out of marketing at any time by:

clicking the unsubscribe link in our emails;
replying with the relevant opt-out instruction where available in SMS or WhatsApp communications;
contacting us directly.

We may still send you service or transactional messages even if you opt out of marketing. These include appointment confirmations, reminders, order updates, invoices, receipts, and package scheduling messages.

POPIA contains specific rules for direct marketing by unsolicited electronic communications, so we will aim to separate operational messages from promotional messages and obtain consent where required.

7. Advertising and Analytics

With your consent where required, we may use cookies, analytics tools, and advertising platforms such as Meta/Facebook, Instagram, or Google to better understand website traffic, measure campaign performance, and show relevant promotions.

This may involve the use of limited personal information such as email address, cookie identifiers, or browsing activity to create custom audiences, retarget website visitors, or measure ad performance.

We do not sell your personal information. We only share information with advertising or analytics partners where it is necessary for those services and lawful to do so.

8. Cookies and Similar Technologies

Our website may use cookies and similar technologies to:

keep the website functioning properly;
remember preferences;
understand how visitors use the site;
improve content, products, and services;
support analytics and advertising activities.

You can manage or disable cookies through your browser settings, but some website functions may not work properly if you do so.

9. Sharing Your Information

We may share your personal information with trusted third parties only where reasonably necessary, including:

Booking and website tools
Such as our online booking, form, website, hosting, maintenance, and technical support providers.

E-commerce and payment providers
Such as WooCommerce, payment gateways, payment processors, and invoicing tools used to complete purchases and manage transactions.

Communication providers
Such as email, SMS, and WhatsApp service providers that help us send confirmations, reminders, operational messages, or marketing messages.

Analytics and advertising providers
Where applicable and lawful, for website analytics, advertising, audience matching, and campaign measurement.

Professional advisers and regulators
Such as accountants, lawyers, auditors, insurers, regulators, law enforcement, or courts where required or permitted by law.

All such parties are expected to process personal information only for appropriate purposes and to apply reasonable safeguards.

10. Cross-Border Transfers

Some of our service providers may store or process personal information outside South Africa. Where this happens, we will take reasonable steps to ensure that the transfer is lawful and that your personal information remains adequately protected, as required by POPIA’s rules on transborder information flows.

11. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including:

managing appointments, products, and package scheduling;
keeping accounting, tax, payment, and transaction records;
handling disputes, chargebacks, or complaints;
complying with legal, regulatory, and operational requirements.

We may retain records for longer where required by law or where necessary for lawful business recordkeeping, fraud prevention, or dispute resolution. When information is no longer needed, we will delete, destroy, or de-identify it where reasonably possible.

12. Security

We take reasonable technical and organisational steps to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These may include access controls, password protection, secure hosting, system updates, and the use of reputable service providers.

No system can be guaranteed to be completely secure, but we take data protection seriously and work to reduce risk as far as reasonably possible.

13. Security Incidents

If a security incident affects your personal information, we will take steps required by applicable law, which may include investigating the incident, securing our systems, and notifying affected persons and/or the relevant authorities where required.

The Information Regulator provides guidance and forms relating to security compromise notifications.

14. Your Rights

Subject to applicable law, you may have the right to:

ask what personal information we hold about you;
request access to your personal information;
ask us to correct, update, or complete inaccurate information;
ask us to delete or destroy personal information where appropriate;
object to certain processing;
withdraw consent where processing is based on consent;
opt out of direct marketing at any time;
lodge a complaint.

The Information Regulator makes available forms relating to objections, correction or deletion requests, direct marketing consent, and complaints.

15. Complaints

If you have a privacy concern or complaint, please contact us first so that we can try to resolve it.

You also have the right to lodge a complaint with the Information Regulator (South Africa) if you believe your personal information has been handled unlawfully or your rights have been infringed. POPIA provides for complaints to the Regulator, and the Regulator publishes complaint guidance and complaint forms.

16. Children

Our services are generally intended for adults. If personal information relating to a child is processed in a booking or service context, we expect this to be provided by a parent or legal guardian or otherwise processed lawfully.

17. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, service providers, or legal obligations. The latest version will always be posted on our website with the updated effective date.

18. Contact Us

If you have any questions about this Privacy Policy, want to access or correct your information, want to object to processing, or want to opt out of marketing, please contact us:

The Pink Room Beauty Co.
Block C, La Rocca Business Park, 321 Main Rd, Bryanston, Johannesburg, 2191
Phone: 079 185 7755

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