Privacy policy

Privacy Policy

Last updated: 8 October 2026

1. Introduction

Com Office Systems ("Com Office Systems", "we", "us" or "our") operates this website and related online services, including the sale and supply of products and services through our Shopify-powered online store (collectively, the "Services").

We respect your privacy and are committed to processing personal information lawfully, reasonably and transparently. This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, place an order, create an account, contact us, interact with our marketing, or otherwise use our Services.

This Policy is intended to be read together with our Terms of Service, Returns and Refunds Policy, Cookie settings or notices where applicable, and any other privacy notices provided at the point where information is collected.

For purposes of the Protection of Personal Information Act 4 of 2013 ("POPIA"), Com Office Systems is the responsible party in respect of personal information for which it determines the purpose and means of processing, subject to any circumstances where another party acts as the responsible party in its own right.

2. Personal Information We Collect

"Personal information" means information relating to an identifiable, living natural person and, where applicable under POPIA, an identifiable existing juristic person.

The information we process depends on how you interact with us and may include:

  • Contact information, such as your name, email address, telephone number, billing address and delivery address.

  • Account information, such as login credentials, account preferences and settings where customer accounts are enabled.

  • Order and transaction information, including products viewed, added to cart or purchased, returns, exchanges, cancellations, order history and transaction references.

  • Payment-related information. Payment card information may be collected and processed directly by Shopify, a payment gateway, bank or other payment provider. Com Office Systems may receive limited payment information such as payment status, payment method, transaction reference or confirmation, rather than full card details.

  • Communications with us, including information contained in customer service enquiries, emails, telephone calls, online forms or other correspondence.

  • Device and technical information, such as IP address, browser type, device type, operating system, identifiers and network information.

  • Website and usage information, such as pages visited, products viewed, interactions with the website, referring pages, session information and shopping behaviour.

  • Marketing and preference information, including marketing subscriptions, communication preferences, advertising interactions and consent records where applicable.

3. How We Collect Personal Information

We may collect personal information:

  • Directly from you when you place an order, create an account, complete a form, contact us, request support, subscribe to marketing or otherwise provide information to us.

  • Automatically when you use our website, including through cookies and similar technologies.

  • From Shopify and other service providers that provide technology, hosting, payment, fulfilment, analytics, marketing, security or other services to us.

  • From business partners, delivery providers, payment providers and other third parties where lawful and relevant to providing the Services.

4. Why We Process Personal Information

We process personal information only where there is a lawful basis or justification for doing so.

Depending on the circumstances, this may include consent, performance of a contract, compliance with a legal obligation, protection of a legitimate interest of the data subject, or pursuit of our legitimate interests or those of a third party where permitted by law.

We may use personal information to:

  • Process and fulfil orders, payments, deliveries, returns, exchanges and refunds.

  • Create and manage customer accounts and remember preferences.

  • Respond to enquiries, provide customer support and maintain our business relationship with you.

  • Operate, personalise, analyse, secure and improve our website, Services and customer experience.

  • Detect, prevent and investigate fraud, misuse, security incidents and other unlawful or harmful activity.

  • Maintain financial, tax, warranty, support and transaction records where required for legitimate business or legal purposes.

  • Comply with applicable law, court orders, regulatory requirements and lawful requests from authorities.

  • Send marketing communications and display advertising where permitted by law and in accordance with the direct marketing section below.

5. Direct Marketing and Advertising

We may send promotional communications by email, SMS or other electronic communication where you have consented or where another lawful basis permits us to do so.

Where POPIA allows direct marketing to an existing customer in relation to our own similar products or services, we will provide an opportunity to object to such marketing as required by law.

Every electronic direct marketing communication will include a reasonable method for you to opt out or unsubscribe. You may also contact us using the details in section 17 to update your marketing preferences.

Opting out of marketing will not prevent us from sending non-promotional communications that are necessary for your orders, account, customer service enquiries, legal notices or other transactions with us.

We may also use advertising and analytics technologies, including services supplied by platforms such as Google, Meta or similar providers where implemented on the website.

6. Cookies and Similar Technologies

We and our service providers may use cookies, pixels, tags, local storage and similar technologies to operate the website, remember preferences, keep the website secure, measure usage, understand customer behaviour and support marketing and advertising activities.

Some cookies are necessary for the website and checkout to function. Other cookies may be used for analytics, personalisation or advertising. Where required, we will provide appropriate choices or obtain consent before using non-essential technologies.

You can also control certain cookies through your browser settings. Blocking some cookies may affect the functionality of the website or Services.

7. How We Share Personal Information

We may disclose personal information where reasonably necessary for the purposes described in this Policy, including to:

  • Shopify, which hosts and provides the e-commerce platform used to deliver the Services.

  • Payment providers, banks and payment gateways that process or facilitate payments.

  • Courier, delivery, fulfilment and logistics providers that deliver orders or support returns.

  • Technology, hosting, cybersecurity, analytics, customer support and cloud service providers.

  • Marketing and advertising service providers where permitted and subject to applicable privacy requirements.

  • Professional advisers such as accountants, auditors, insurers and legal advisers where reasonably necessary.

  • Government bodies, regulators, courts, law enforcement agencies or other persons where disclosure is required or permitted by law.

  • A purchaser, successor or other relevant party in connection with a proposed or completed merger, acquisition, restructuring, sale of assets or similar business transaction, subject to appropriate safeguards.

Where a service provider processes personal information on our behalf as an operator, we will require appropriate confidentiality and security protections as required by applicable law.

8. Shopify and Other Service Providers

Our online store is powered by Shopify. Shopify collects and processes information about your access to and use of the Services in order to provide, secure and improve the Shopify platform and related services.

Information submitted through our store may therefore be transmitted to and processed by Shopify and its service providers.

Shopify may also process certain personal information for its own purposes as described in Shopify's applicable privacy notices. Customers may review Shopify's consumer privacy information through Shopify's official privacy resources.

Other third-party providers used by Com Office Systems may have their own privacy notices that apply where they process information as responsible parties in their own right.

9. International Transfers of Personal Information

Some of our service providers, including Shopify and other technology providers, may process or store personal information outside South Africa.

Where personal information is transferred to a recipient in another country, we will take reasonable steps to ensure that the transfer complies with section 72 of POPIA and that an appropriate legal basis and safeguards apply, including where the recipient is subject to a law, binding corporate rules or an agreement that provides an adequate level of protection, or where another lawful ground for transfer applies.

10. Security of Personal Information

We take reasonable and appropriate technical and organisational measures to protect personal information against loss, damage, unauthorised destruction, unlawful access, interference, modification or disclosure.

Measures may include access controls, account security, secure hosting, appropriate contractual protections, staff controls and use of reputable service providers.

No security measure or method of transmission is completely secure. Customers should also take reasonable steps to protect account credentials and should not send sensitive information through unsecured channels.

11. Security Compromises

If we have reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will assess the incident and provide notifications to the Information Regulator and affected data subjects where required by POPIA, subject to any lawful delay or exception.

12. Retention of Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected or subsequently processed, or for a period required or authorised by law.

Retention periods may differ depending on the nature of the information and may take account of order fulfilment, warranties, customer service, accounting and tax requirements, fraud prevention, dispute resolution, legal claims and other legitimate operational or legal requirements.

When personal information is no longer required, we will delete, destroy or de-identify it where appropriate and reasonably practicable.

13. Your Rights Under POPIA

Subject to the requirements and limitations of applicable law, you may have the right to:

  • Request confirmation of whether we hold personal information about you and request access to that information.

  • Request correction or deletion of personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, unlawfully obtained or no longer authorised to be retained.

  • Object, on reasonable grounds and where permitted by POPIA, to certain processing of your personal information.

  • Object to the processing of your personal information for direct marketing purposes.

  • Withdraw consent where processing is based on consent, without affecting the lawfulness of processing carried out before the withdrawal.

  • Lodge a complaint with the Information Regulator (South Africa) if you believe your personal information has been processed in breach of POPIA.

We may need to verify your identity before acting on a request. We may also refuse or limit a request where permitted or required by law.

Where access to records is regulated by the Promotion of Access to Information Act 2 of 2000 ("PAIA"), the applicable PAIA process may apply.

14. Children's Personal Information

Our online store is not specifically directed at children.

POPIA contains additional protections for the personal information of children. We will not knowingly process personal information concerning a child in circumstances prohibited by law and will obtain the consent of a competent person or rely on another lawful authorisation where required.

If you believe that a child has provided personal information to us in circumstances that are not legally permitted, please contact us so that we can assess and, where appropriate, delete or otherwise address the information.

15. Third-Party Websites and Links

Our Services may contain links to websites, applications or platforms operated by third parties.

We do not control those third parties and are not responsible for their privacy or security practices. You should review the privacy notices and terms of any third-party service before providing personal information to it.

16. Complaints

If you have a concern or complaint about how Com Office Systems processes your personal information, please contact us first using the details below so that we can investigate and attempt to resolve the matter.

You also have the right to lodge a complaint with the Information Regulator (South Africa).

The Information Regulator's current contact details and complaint services are available through its official website at inforegulator.org.za.

17. Contact Details and Information Officer

For privacy enquiries, requests or objections relating to personal information, you may contact:

Responsible Party: Com Office Systems

Privacy / Information Officer: Brendon Corrigan

Email: online@comoffice.co.za

Telephone: 043 727 1473

Physical Address:
6 Pearce Street
East London
Eastern Cape
5241
South Africa

Website: comoffice.co.za

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our Services, technology, business practices, service providers, legal requirements or regulatory guidance.

The latest version will be published on our website with the applicable "Last updated" date.

Where required by law, we will provide additional notice of material changes.