Privacy Policy

Privacy Policy and POPIA Notice

Last updated: 16 June 2026

Irma Coetzer respects your privacy and is committed to protecting the personal information collected through this website.

This Privacy Policy explains how personal information is collected, used, stored, shared and protected when you visit irmacoetzer.co.za, submit an enquiry, request a commission, create an account or purchase an artwork.

This policy is intended to support compliance with the Protection of Personal Information Act 4 of 2013, commonly referred to as POPIA.

1. Who Is Responsible for Your Personal Information?

For the purposes of POPIA, the responsible party is:

Irma Coetzer
Website: irmacoetzer.co.za
Email: privacy@irmacoetzer.co.za
Postal or business address: Loch Lynne Farm, Koue Bokkeveld, Ceres, 6835

Privacy and personal-information enquiries may be directed to the contact details above.

2. What Personal Information We Collect

Depending on how you use the website, we may collect the following information:

• Your name and surname
• Email address
• Telephone or WhatsApp number
• Billing and delivery address
• Account login and profile information
• Details submitted through a contact or commission-enquiry form
• The title or details of an artwork you are interested in
• Commission instructions and reference photographs supplied by you
• Order details, including the artwork purchased, price, order status and transaction reference
• Communication between you and Irma Coetzer
• Marketing and communication preferences
• IP address, browser type, device information and website activity
• Cookies and similar technical information
• Information required to prevent fraud, misuse or security threats

We only collect information that is reasonably necessary for the purpose for which it is requested.

3. How We Collect Personal Information

We may collect personal information:

• Directly from you when you complete a form
• When you place an order
• When you create or use a customer account
• When you contact us by email, telephone or WhatsApp
• When you provide photographs or information for a commission
• Automatically through cookies, server logs and website-security tools
• From payment, delivery or technical service providers where necessary to complete a transaction or resolve an issue

4. Why We Process Personal Information

Personal information may be processed for the following purposes:

• Responding to questions and general enquiries
• Discussing and managing artwork commissions
• Confirming the availability of an artwork
• Processing and fulfilling orders
• Arranging delivery or collection
• Communicating about an order, payment or commission
• Creating and managing customer accounts
• Issuing invoices, receipts or transaction records
• Meeting accounting, tax and other legal obligations
• Preventing fraud and protecting the website
• Improving the website and customer experience
• Resolving complaints, returns or disputes
• Sending marketing communication where consent has been provided or where otherwise permitted by law

We will not use personal information for a purpose that is incompatible with the reason for which it was collected unless this is permitted by law or you have consented to the further use.

5. Grounds for Processing Personal Information

We process personal information where:

• You have given consent
• Processing is necessary to respond to your request
• Processing is necessary to enter into or perform an agreement with you
• Processing is required to comply with a legal obligation
• Processing protects a legitimate interest of Irma Coetzer, the customer or another person
• Processing is otherwise permitted under POPIA or another applicable law

You may withdraw consent where processing relies on consent. Withdrawal will not affect processing that lawfully took place before consent was withdrawn.

6. Information Required to Place an Order or Submit an Enquiry

Certain information is voluntary, while other information is required to provide a service.

Fields marked as required must generally be completed so that we can:

• Respond to an enquiry
• Process an order
• Confirm payment
• Arrange delivery
• Manage a commission request
• Meet legal and accounting obligations

If required information is not provided, we may be unable to respond fully, process an order, deliver an artwork or continue with a commission.

7. Artwork Orders and WooCommerce

The website uses WooCommerce to provide online-store functionality.

When you place an order, information such as your name, contact details, billing address, delivery address, selected artwork and order details may be collected and stored.

This information is used to:

• Process and confirm the order
• Communicate with you
• Arrange delivery or collection
• Maintain transaction records
• Provide customer support
• Comply with legal, accounting and tax requirements

8. Payments

Online payments are processed through PayFast or another payment provider displayed during checkout.

Payment providers may collect information required to authorise and process the transaction. Their handling of personal information is governed by their own privacy and security policies.

Irma Coetzer does not intentionally receive or store your complete bank-card details. We may receive transaction information such as:

• Payment status
• Transaction reference
• Amount paid
• Payment date
• Information required to match the payment to an order

You should review the privacy notice of the payment provider before completing payment.

9. Delivery and Collection

Where delivery is requested, relevant information may be shared with a courier, delivery service or other person responsible for fulfilling the delivery.

This may include:

• Your name
• Delivery address
• Telephone number
• Order or parcel information
• Delivery instructions

Only information reasonably required to complete the delivery will be shared.

10. Contact and Commission Enquiries

When you submit a contact or commission-enquiry form, we may collect your name, email address, telephone number, enquiry type, message and any reference information or images you choose to provide.

This information is used to:

• Respond to your enquiry
• Discuss the proposed artwork
• Prepare a quotation
• Confirm the subject, dimensions, medium and timing
• Manage communication during the commission process
• Retain a record of agreed instructions

Please do not send unnecessary sensitive personal information.

Where a reference image includes another person, you confirm that you are authorised to provide the image for the proposed commission.

Where the image is of a child, you confirm that you are the child’s parent, legal guardian or otherwise authorised by a competent person to provide the image.

Reference photographs will not be publicly displayed without appropriate permission.

11. Cookies and Website Technology

Cookies are small files stored on your device when you visit a website.

This website may use:

Essential cookies

These are required for functions such as:

• Remembering products in the cart
• Processing checkout
• Maintaining website security
• Saving account or session information
• Ensuring that pages function correctly

Functional cookies

These may remember choices or preferences to improve your experience.

Analytics cookies

Where analytics services are enabled, cookies may be used to understand how visitors use the website, which pages are viewed and how the website can be improved.

Marketing cookies

Marketing or advertising cookies will only be used where enabled and where the required consent has been obtained.

You may manage cookies through the website’s cookie-control facility, where available, or through your browser settings. Blocking essential cookies may prevent parts of the store, cart or checkout from working correctly.

12. Website Analytics and Server Logs

The website, hosting provider or security systems may automatically record technical information such as:

• IP address
• Browser and device type
• Date and time of access
• Pages visited
• Referring website
• Errors and security events

This information may be used to maintain the website, measure performance, investigate faults, prevent attacks and understand general website use.

Where practical, analytics information will be aggregated or limited to what is reasonably necessary.

13. Who We May Share Personal Information With

Personal information may be shared with trusted service providers where necessary, including:

• Website hosting and technical-support providers
• Website administrators
• Payment providers
• Courier and delivery services
• Email and form-delivery services
• Website-security and spam-prevention providers
• Analytics providers, where enabled
• Accountants, legal advisers or other professional advisers
• Government bodies, regulators or law-enforcement authorities where required by law

Service providers may only use the information for the service they provide or as otherwise permitted by law.

We do not sell personal information.

14. Information Processed Outside South Africa

Some website, email, payment, analytics, hosting or cloud-service providers may process or store information outside South Africa.

Where personal information is transferred outside South Africa, reasonable steps will be taken to ensure that the recipient is subject to appropriate privacy protections, contractual safeguards, binding rules, consent or another lawful basis recognised by POPIA.

15. How Long We Keep Personal Information

Personal information will not be retained for longer than necessary for the purpose for which it was collected, unless a longer period is required or permitted by law.

Retention periods may include:

• General enquiries: ordinarily up to 24 months after the last meaningful communication
• Commission records: for the duration of the commission and a reasonable period afterwards
• Order, invoice, payment and accounting records: for the statutory period required by applicable law
• Customer-account information: while the account remains active and for any required period afterwards
• Marketing information: until consent is withdrawn or you unsubscribe
• Website-security records: for as long as reasonably necessary to investigate and prevent security incidents
• Records required for a legal claim or dispute: until the matter and applicable retention period have ended

Information that is no longer required will be securely deleted, destroyed or de-identified where reasonably possible.

16. Security of Personal Information

Reasonable technical and organisational safeguards are used to protect personal information against:

• Loss
• Damage
• Unauthorised access
• Unlawful use
• Alteration
• Disclosure
• Destruction

These measures may include secure hosting, access controls, software updates, website-security tools, backups and restrictions on who may access personal information.

No internet transmission or storage system can be guaranteed to be completely secure. If a security compromise affects your personal information, the matter will be handled in accordance with POPIA and affected persons and the Information Regulator will be notified where required.

17. Your Rights Under POPIA

Subject to applicable law, you may:

• Ask whether we hold personal information about you
• Request access to your personal information
• Ask for incorrect, incomplete or outdated information to be corrected
• Request deletion or destruction where the information is no longer lawfully required
• Object to certain processing
• Withdraw consent where processing is based on consent
• Ask us to stop sending direct-marketing communication
• Lodge a complaint regarding the processing of your personal information
• Lodge a complaint with the Information Regulator

We may ask for proof of identity before giving access to information or acting on a request. This helps prevent personal information from being disclosed to the wrong person.

Some requests may be refused or limited where retention or processing is required by law or where another lawful ground applies.

Requests should be sent to:

Email: [insert privacy or contact email address]

18. Direct Marketing

We will only send promotional or marketing communication where:

• You have provided consent
• You are an existing customer and the communication is permitted by law
• Another lawful basis applies

Every electronic marketing communication will provide a reasonable way to unsubscribe or opt out without charge.

You may withdraw from marketing communication at any time by using the unsubscribe method provided or by contacting us.

Service messages relating to an existing order, payment, delivery or commission are not considered promotional marketing.

19. Children’s Personal Information

This website and online store are not intended for use by children without the involvement of a parent or legal guardian.

A child should not place an order, create an account or submit personal information without the assistance and authorisation of a competent person.

Personal information or photographs of children supplied for commissioned artwork will only be processed where appropriate authorisation has been provided.

20. Third-Party Websites and Embedded Content

The website may contain links to, or content from, third-party websites and services.

These third parties may collect information or use cookies according to their own privacy policies. Irma Coetzer is not responsible for the privacy practices or content of external websites.

Visitors should review the privacy policies of those services before providing information.

21. Changes to This Privacy Policy

This Privacy Policy may be updated when:

• Website functions change
• New services are introduced
• Service providers change
• Legal or regulatory requirements change
• Privacy practices are improved

The updated version will be published on this page with a revised “Last updated” date.

22. Contacting Us About Privacy

Questions, requests or complaints about personal information may be directed to:

Irma Coetzer
Email: privacy@irmacoetzer.co.za
Postal or business address: Loch Lynne Farm, Koue Bokkeveld, Ceres, 6835

We will try to resolve privacy concerns directly and within a reasonable period.

23. Complaints to the Information Regulator

If you believe that your personal information has been processed in breach of POPIA, you may lodge a complaint with the Information Regulator South Africa.

Information Regulator South Africa

POPIA complaints: POPIAComplaints@inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za
Telephone: 010 023 5200
Toll-free: 0800 017 160
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191