TFS Hospitality Privacy Policy

Effective Date: 20 September 2025
Last Updated: 20 October 2025

TFS Hospitality (“we”, “us”, or “our”) respects your right to privacy and is committed to protecting the personal information of all customers, suppliers, employees, and website visitors. This Privacy Policy explains how we collect, use, store, and protect your personal information in compliance with the Protection of Personal Information Act, No. 4 of 2013 (POPIA) and other applicable data protection laws of South Africa.

1. Scope of this Policy

This Privacy Policy applies to all personal information collected through:

    Our website and social media platforms

     • Email, telephone, or in-person communications

     • Order forms, invoices, and other business documents

     • Interactions with our employees, suppliers, and service providers

By engaging with TFS Hospitality, submitting an order, or visiting our website, you consent to the collection and processing of your personal information as outlined in this policy.

2. Information We Collect

We collect personal information only where necessary for legitimate business purposes. The types of information we may collect include:

2.1. Customer Information

     • Full name, contact number, email address, and delivery/collection address

     • Company name and VAT registration number (if applicable)

     • Payment information (banking details where provided for refunds or EFT confirmation)

     • Purchase history and product preferences

2.2. Website & Digital Data

     • IP address and browser type

     • Device and operating system details

     • Website usage statistics and cookie data

     • Interaction logs (forms submitted, inquiries, or online purchases)

2.3. Supplier & Service Provider Information

     • Business registration details

     • Contact persons and company representatives

     • Payment and banking details for transactions

2.4. Employee & Applicant Information

     • Personal identification and contact details

     • Employment history and qualifications

     • Payroll, tax, and emergency contact information

3. How We Use Your Information

TFS Hospitality processes personal information for specific, legitimate business purposes, including:

     •  Processing and fulfilling customer orders

     • Managing payments, invoicing, and accounting records

     • Communicating order updates, lead times, and delivery details

     • Responding to inquiries and providing customer support

     • Maintaining supplier and business relationships

     • Sending service-related updates, marketing materials, and promotional offers (with consent)

     • Complying with legal and regulatory obligations

     • Improving our services, website performance, and customer experience

We will not use your information for any purpose other than what it was originally collected for, unless you provide additional consent or as permitted by law.

4. Legal Basis for Processing

We process personal information based on one or more of the following legal grounds:

     • Consent: You have given us explicit consent to process your information.

     • Contractual necessity: Processing is required to fulfill a contract with you (e.g., fulfilling an order).

     • Legal obligation: We must comply with tax, accounting, and record-keeping laws.

     • Legitimate interest: For fraud prevention, marketing, and business improvement purposes.

5. Data Storage & Security

We implement appropriate physical, electronic, and managerial measures to safeguard your personal information from loss, misuse, or unauthorized access. These measures include:

     • Secure, password-protected systems

     • Encrypted communication where applicable

     • Restricted employee access based on role and necessity

     • Secure document storage for physical records

All personal data is retained only for as long as necessary to fulfill its purpose or as required by law.

6. Sharing of Personal Information

TFS Hospitality does not sell or trade your personal information. However, we may share information with:

     • Service providers (e.g., couriers, payment gateways, IT support) who assist us in fulfilling business operations.

     • Regulatory or law enforcement authorities, when required by law or to protect our rights.

     • Third-party analytics and marketing tools (e.g., website analytics, email systems) for improving services.

All third-party processors are contractually obligated to handle your data with the same level of confidentiality and protection as required by POPIA.

7. Cookies & Website Tracking

Our website may use cookies to enhance user experience, track site usage, and analyze web traffic. Cookies do not collect personal information unless you choose to provide it (for example, by submitting a form).
You can manage or disable cookies through your browser settings, though this may affect website functionality.

8. Marketing & Communications

TFS Hospitality may send you updates, promotions, or special offers via email, SMS, or WhatsApp.
You can opt out of marketing communications at any time by:

     • Clicking the “Unsubscribe” link in marketing emails, or

     • Contacting us directly at sales@tfshospitality.co.za

9. Your Rights Under POPIA

You have the right to:

     • Access the personal information we hold about you.

     • Request correction or deletion of inaccurate or outdated information.

     • Withdraw consent for specific processing activities.

     • Object to the use of your information for direct marketing.

     •  Lodge a complaint with the Information Regulator of South Africa if you believe your data has been mishandled.

Requests for access, correction, or deletion can be made in writing to sales@tfshospitality.co.za.

10. Data Retention

We retain personal information for as long as necessary to:

     • Fulfill contractual obligations;

     • Comply with legal record-keeping requirements; or

     • Maintain legitimate business purposes.

      Once retention is no longer necessary, information is securely destroyed or anonymized.

    11. Third-Party Links

    Our website may contain links to third-party sites. TFS Hospitality is not responsible for the content, policies, or practices of these sites. Users are encouraged to review the privacy policies of any external websites visited.

    12. Policy Updates

    We may revise this Privacy Policy from time to time to reflect operational, legal, or regulatory changes. The most recent version will always be posted on our website, with the “Last Updated” date clearly indicated.

    13. Contact Information

    For questions, complaints, or requests relating to your personal information, please contact:

    Privacy Officer – TFS Hospitality
    📧 Email: sales@tfshospitality.co.za
    📞 Tel: 068 654 8531
    📍 Address: 348 Imam Haron Rd, Lansdowne, Cape Town, 7779

    If you are unsatisfied with our response, you may contact the Information Regulator (South Africa) at:
    📧 complaints.IR@justice.gov.za
    🌐 https://www.justice.gov.za/inforeg/