Privacy Policy

Last updated: 2 November 2026

Hair Depot respects your privacy. This policy explains what personal information we collect, why we need it, how we share and protect it, and the choices available to you.

It applies when you visit www.hairdepot.co.za, purchase from us, apply for a professional account, participate in our rewards programme, register equipment or request assistance.

1. Who is responsible for your information?

Hair Depot is operated by Turnovect (Pty) Ltd, which is responsible for the personal information processed for our business purposes.

Privacy contact: larry@hairdepot.co.za
Telephone: +27 63 736 2656
Business address: 6 Shell Road, Table View, Cape Town, 7441.

Please contact us before sending products or equipment to any address.

2. Information we collect

Depending on how you interact with us, we collect:

• Contact and delivery details: Your name, email address, telephone number, billing address and delivery instructions.

• Order information: Products purchased, prices, discounts, payment status, delivery records, returns and refunds.

• Customer account information: Your customer reference, account status, preferences and information needed to manage secure access.

• Professional account information: Business name, business address, contact person, VAT registration details or non-registration status, and information reasonably needed to assess the application.

• Rewards and referral information: Eligible purchases, points, coupons, reward redemptions and referral or affiliate codes.

• Equipment and service information: Brand, model, equipment type, serial number, purchase date, seller, purchase reference, registration details, reported faults and repair history.

• Correspondence: Enquiries, feedback and relevant photographs or documents you provide.

• Website information: IP address, device and browser details, pages viewed, shopping-cart activity and cookie preferences.

• Communication preferences: Marketing choices, consent records, unsubscribe requests and, where enabled, email engagement information.

If you report an adverse product reaction, we may receive relevant health information. Please provide only what is reasonably necessary to explain the issue. We restrict its use and disclosure to handling the report and meeting applicable obligations.

Payment providers process payment credentials through their secure systems. Please do not email or WhatsApp us passwords, card security codes or complete card details.

3. Where information comes from

We collect information directly through our website, forms, orders and communications with you.

We also receive relevant information from payment providers, couriers, fulfilment partners, authorised resellers and other service providers involved in your transaction or support request.

A sales representative may capture an application or request with your authority. They must not select optional marketing consent on your behalf without your permission.

If you provide another person’s details, such as a gift recipient or business contact, please ensure you are authorised to do so and make them aware of this policy.

4. Why we use your information

We use information to:

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

• Create and manage customer accounts and assess professional applications.

• Administer rewards, promotions and referral or affiliate arrangements.

• Register equipment and manage warranty, repair and service requests.

• Respond to enquiries and communicate about your purchases or account.

• Maintain accounting, tax and transaction records.

• Prevent fraud, protect accounts and investigate misuse.

• Improve our website, products and customer service.

• Send permitted marketing communications in line with your preferences.

• Meet legal obligations and manage complaints or disputes.

We rely on the lawful basis appropriate to the activity, including fulfilling an agreement, complying with legal obligations, protecting legitimate interests or obtaining consent where required.

Providing information needed for an order, application or service request is necessary for us to complete that process. Optional information and marketing consent are identified separately.

5. Marketing and your preferences

Creating an account, placing an order, registering equipment or requesting a repair does not automatically subscribe you to marketing.

We send promotional email, SMS or WhatsApp communications only with the required consent or where another lawful permission applies. Any permitted existing-customer marketing is limited to our own similar products or services and includes an opportunity to opt out.

You can unsubscribe using the option in a message or contact larry@hairdepot.co.za. Marketing messages identify Hair Depot and provide a way to stop further marketing.

We may retain a limited suppression record to respect your unsubscribe request.

Unsubscribing does not prevent essential communications about orders, payments, deliveries, account security, warranty matters or repairs. Rewards participation and benefits are governed by the published programme terms.

6. Who receives your information?

We share information only where reasonably necessary for the purposes described in this policy, including with:

• Shopify, which provides our ecommerce platform.

• Payment providers and relevant financial institutions.

• Couriers, warehouses and fulfilment partners.

• Suppliers fulfilling products directly on our behalf.

• Appstle and other service providers used to administer rewards and customer communications.

• Authorised repairers, manufacturers and suppliers assisting with product identification, technical support or warranty assessments.

• Website, hosting, email, analytics and advertising providers, where those services are enabled and lawfully used.

• Professional advisers, regulators or authorities where necessary or legally required.

Some orders may be fulfilled by more than one supplier. Each receives the information needed for its part of the order.

An affiliate or referring salon may receive information needed to reconcile an eligible referral. A referral code does not give them unrestricted access to your account, delivery details or purchase history.

We do not sell customer contact lists. Service-provider access is restricted to appropriate business purposes, subject to applicable contractual and legal safeguards.

7. Cookies and online tracking

Our website uses cookies and similar technologies to operate the store, maintain shopping sessions, support security and remember preferences.

Where enabled, additional technologies help us understand website use, measure campaigns and personalise advertising. Consent and preference controls apply where required.

You can manage available choices through the website’s privacy controls and your browser settings. Blocking essential cookies may affect account access, shopping-cart functions or checkout.

Shopify explains its technologies in its Cookie Policy. Its own consumer services, such as Shop where used, are also covered by Shopify’s Consumer Privacy Policy.

Shopify hosting and enhanced services

Our store is hosted by Shopify. Shopify processes personal information when you visit, browse or purchase from our website to operate the store and provide its services.

We use Shopify Network Intelligence, which allows Shopify to combine information from interactions with our store with information from interactions with other merchants and Shopify. This supports enhanced services, including store improvements, personalisation and advertising.

For these purposes, information is shared with Shopify and relevant service providers, which may be located outside South Africa. This does not give other merchants access to your individual customer records.

Your cookie and privacy choices apply through the available privacy controls. You can learn more about Shopify’s processing in its Consumer Privacy Policy and exercise relevant choices through the Shopify Privacy Portal.

8. Processing outside South Africa

Shopify and some other service providers operate internationally. Your information may therefore be stored or processed outside South Africa.

Where we transfer information internationally, we use an applicable lawful mechanism and appropriate safeguards under POPIA. These may include adequate protection under the recipient’s laws or binding agreements, or another permitted basis for the transfer.

9. Keeping information secure

We apply reasonable technical and organisational measures to protect personal information, including appropriate access restrictions and safeguards for our service providers.

Please keep your login details secure and notify us promptly if you suspect unauthorised access. No online service can guarantee absolute security.

Where a security compromise requires notification, we will notify the Information Regulator and affected people as required by law.

10. How long we keep information

We retain information only for as long as reasonably necessary for its purpose, including transaction records, equipment support, legal recordkeeping, fraud prevention and dispute resolution.

Retention periods vary according to the record and applicable obligations. Account closure or withdrawal of consent does not require deletion of records we must lawfully retain.

When information is no longer needed, we delete, securely destroy or de-identify it as appropriate.

11. Your rights

Subject to applicable requirements, you may:

• Ask whether we hold your personal information and request access.

• Request correction of inaccurate or outdated information.

• Request deletion or destruction where retention is no longer justified.

• Object to certain processing.

• Withdraw consent where processing relies on it.

• Object to direct marketing and unsubscribe.

• Lodge a complaint with the Information Regulator.

Email larry@hairdepot.co.za to make a request. We may reasonably verify your identity or authority before releasing or changing information.

We will explain any lawful reason why a request cannot be fulfilled in full.

12. Children and public content

Our services are intended for adults. We do not knowingly collect children’s personal information without the necessary lawful authority. A parent or guardian may contact us about information submitted by a child.

If you submit a public product review, the published review and display name may be visible to others. Do not include private contact, payment or sensitive information in public submissions.

External websites have their own privacy practices. Review their policies before providing information.

13. Privacy complaints

Please contact larry@hairdepot.co.za with any privacy concern.

You may also complain directly to South Africa’s Information Regulator:

Website: www.inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
Telephone: 010 023 5200

14. Changes to this policy

We update this policy when our services, processing practices or legal requirements change. The latest version is published on our website with its revision date.

Where a change requires additional notice or consent, we will take those steps.