Privacy policy
What we collect when you ask for a quote, what Google and Meta see, and how to make us stop. Plain language, no small print.
Cool King sells custom cooler bags and canvas gear. There is no checkout on this site, so we never take a card number. What we do take is what you type into the quote form, and what your browser tells any website it visits. This policy covers www.coolking.co.za and the enquiries that come off it.
Who is responsible
Cool King Coolers, trading as Cool King. POPIA calls us the responsible party and the GDPR calls us the controller. Either way, we decide what is collected here and we answer for it.
| Address | Pretoria, Gauteng |
|---|---|
| info@coolking.co.za | |
| Phone | +27 72 630 2825 |
Under POPIA the owner of the business is the information officer by default. Write to the address above and it reaches them.
What we collect
What you type into the quote form
Your name, your WhatsApp number, your email address, the fitment you picked, the model you are after, and whatever you wrote in the notes. The name, the number and the email address are required, because the quote goes to one of them and the questions come back on the other. Everything else is there so the quote comes back right the first time.
What the shop adds afterwards
Once an enquiry lands we work it like a job card. Against your enquiry we record which stage it has reached, who here is handling it, what we quoted, when to come back to you, and dated notes of what was said. It is written by us, about the job, and it stays in the same admin the enquiry does. You can ask to see it, the same as anything else here.
If the site thinks an enquiry came from a machine rather than a person it is kept and marked rather than thrown away, so a real one caught by mistake can still be found and answered.
What your browser hands over
Like every web server, ours logs the IP address the request came from, the browser and device string, the page asked for, and the time. That log is how a broken page or a bot gets spotted. We do not build a profile from it.
How we keep bots off the form
The quote form counts how many enquiries have come from one connection recently, so a machine cannot flood the shop with rubbish. To do that without keeping your address, the address is put through a one-way hash and only the hash is used, as the name of a counter that deletes itself. The address itself is never written down.
The form also carries a field a person never sees and a stamp of when the page was opened, both of which tell a script apart from somebody typing. The same counting protects the staff sign-in against somebody guessing passwords.
How we count visits ourselves
We keep our own count of how the site is doing: pages opened, products looked at, WhatsApp buttons tapped, quote forms started and sent. It runs whether or not you accept cookies, so this one is worth reading properly.
It puts nothing on your device. No cookie, nothing saved in your browser, nothing that survives you closing the tab. We do not store your IP address for it either. To tell one visit from another without marking you, the address and browser string are put through a one-way hash with a secret that is thrown away and replaced every night. Once the day has turned, that day's visits cannot be traced back to an address by us or by anybody who obtained the database.
Nothing from this count goes to Google, Meta or anyone else. It stays on our server and is used to decide which coolers to photograph next and which pages are not doing their job. Detailed rows are deleted after 90 days; what stays is a daily total with nothing about a person in it. If your browser sends a Global Privacy Control signal we do not count you at all.
What the tags see, if you let them
Accept analytics or marketing cookies and Google or Meta receive your IP address, your browser and device, the pages you looked at, and a random ID in a cookie that lets them recognise the same browser next time. Refuse and none of it is loaded, so none of it is sent.
What we never collect
- Card or banking details. There is no checkout on this site.
- ID or passport numbers.
- Your exact location. We know the fitment you picked, not where you parked.
- Anything POPIA calls special personal information: health, race, religion, politics, biometrics.
Why we use it, and on what basis
POPIA section 11 and GDPR Article 6 both say processing needs a reason that holds up. Here is ours, line by line.
| What for | Using | On what basis |
|---|---|---|
| Quoting the job and getting back to you | Name, WhatsApp number, email address, fitment, model, notes | Steps taken at your request before a contract. POPIA s11(1)(b), GDPR Art 6(1)(b). |
| Keeping the site up, and keeping bots off the form | Server logs, the hidden fields on the form, and a short count of enquiries and sign-ins per connection | Our legitimate interest in a site that works. POPIA s11(1)(f), GDPR Art 6(1)(f). |
| Seeing which coolers get looked at | Analytics cookies | Your consent, given in the cookie banner. POPIA s11(1)(a), GDPR Art 6(1)(a). |
| Advertising the range and counting which ads worked | Marketing cookies | Your consent, given in the cookie banner. POPIA s11(1)(a), GDPR Art 6(1)(a). |
| Keeping a record of a quote we sent | The stored enquiry, and the stage, quote and notes we keep against it | Legal obligation and legitimate interest. POPIA s11(1)(c) and (f), GDPR Art 6(1)(c) and (f). |
We do not sell your details, and we do not send marketing messages to people who only asked for a price. POPIA section 69 needs your consent or an existing customer relationship before any direct marketing, and a quote request on its own is neither. If we ever do start a mailing list, you will be asked first.
Cookies we set
Three categories. The first is on always because the site cannot work without it. The other two are off until you switch them on, and nothing in them is downloaded before you do: no script, no pixel, no request to Google or Meta at all.
| Cookie | Set by | What it does | Lasts | Category |
|---|---|---|---|---|
| ck_consent | Cool King | Remembers which cookie categories you accepted, so we stop asking. | 6 months | Strictly necessary |
| wordpress_*, wp-settings-* | WordPress | Signs in and holds the screen settings of the shop staff who edit the site. Never set for visitors. | Up to 1 year | Strictly necessary |
Your answer is kept in the ck_consent cookie for six months, along with the date you gave it, and then we ask again. Withdrawing is one click and costs you nothing: the site works the same either way. When you withdraw, we delete the analytics and advertising cookies we can reach and tell Google to stop using storage on this browser.
Your browser can block cookies too, and most have a "do not track" or global privacy control setting. Blocking strictly necessary cookies will make the banner ask you on every page, because the answer has nowhere to live.
No Google tag is configured on this site at the moment, so nothing is loaded from Google and no Google cookie is set, whatever you answer in the banner. If that changes, this section and the cookie table above will name the tag before it ships.
Meta (Facebook, Instagram and WhatsApp)
No Meta pixel is configured on this site at the moment, so nothing is loaded from Meta and no Meta cookie is set, whatever you answer in the banner. If that changes, this section and the cookie table above will name it before it ships.
The quote flow hands off to WhatsApp, which Meta owns. Tapping the WhatsApp button opens a chat with the shop and takes your number and your messages into WhatsApp, under Meta's terms rather than ours. Messages there are end-to-end encrypted, so we see them and Meta does not, but Meta does see that you messaged us and when. If you would rather not, phone or email instead. Both work as well.
Who else sees it
- Our hosting provider. The site and its database sit on their servers, so they hold the enquiries in the ordinary course of keeping the site up.
- Our email provider. Every enquiry is emailed to the shop, so it passes through their mail servers.
- Google and Meta, if you accepted the matching cookies, as set out above.
- Anyone the law obliges us to tell, such as SARS for an invoice or a court under an order.
That is the whole list. We do not sell personal information, we do not trade it, and we do not hand it to data brokers.
Data that leaves South Africa
Google and Meta process data on servers outside the country, mostly in the United States and the European Union. POPIA section 72 allows that where the receiver is bound by rules that give comparable protection, and both companies are, through their standard contractual clauses and, for European data, the EU to US Data Privacy Framework. If your data goes anywhere, it goes there.
How long we keep it
| Enquiries | 24 months after we last spoke, then deleted. A quote is worth keeping while you are still deciding, and worth nothing after that. |
|---|---|
| Orders we actually built | 5 years, because tax law says so. |
| Server logs | As long as our host keeps them, usually about a month. |
| Anti-spam counters | Fifteen minutes for the short count and 24 hours for the daily one, then gone. Each one holds a one-way hash of the connection and a number, and nothing else. |
| Your cookie answer | 6 months, then the banner asks again. |
| Our own visit count | 90 days for the detailed rows, then deleted. Daily totals are kept, but there is nothing about a person in them. |
| Analytics data | 14 months at Google, the longest Google Analytics 4 allows. |
Your rights
You can ask us, at any time, to:
- Tell you what we hold on you, and where we got it.
- Correct anything wrong, or fill in anything missing.
- Delete it, where we are not obliged to keep it.
- Stop using it for something, including anything we do on legitimate interest.
- Send you a copy in a usable file, or send it to someone else.
- Withdraw a consent you gave. Withdrawing does not undo what was lawful before, and the cookie settings button does it instantly.
We do not profile you and we do not make automated decisions about you. Quotes are worked out by a person against a real bakkie, a real trailer or a real deck.
Email info@coolking.co.za and we answer within 30 days. We may ask for something that shows the details are yours before we hand them over, which is protection for you, not an obstacle. Access and correction requests under POPIA can be made on the Information Regulator's prescribed forms, but a plain email works and we treat it the same way. Requests are free unless they are repetitive or excessive, in which case we will tell you the cost before we do anything.
Complaints
Take it up with us first: we would rather fix it than argue about it. If that gets you nowhere, you can complain to the regulator.
Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
inforegulator.org.za,
where the current complaint forms and contact addresses are published.
If you are in the European Union or the United Kingdom, you can complain to your own data protection authority instead.
Security
Enquiries are stored in the site's own database and are visible only to shop staff signed in to the admin. The live site runs over HTTPS, so what you type into the form is encrypted between your browser and the server. Access is limited to the people who actually quote the work.
Sign-ins are limited after repeated wrong passwords, on the connection and on the username alike, and the site tells your browser not to allow the page to be framed or a file to be read as the wrong type.
No system is beyond reach. If a breach ever puts your personal information at risk, POPIA section 22 requires us to tell you and the Information Regulator as soon as reasonably possible, and we will.
Changes to this policy
This version is dated 7 August 2026. When the site changes what it collects or which tags it runs, this page changes with it and the date moves. If the change affects what you agreed to in the cookie banner, the banner asks again rather than assuming the old answer still stands.
Questions about any of it: info@coolking.co.za or +27 72 630 2825.
Analytics and advertising cookies stay off until you switch them on, and go off again the moment you switch them back.
- +27 72 630 2825
- info@coolking.co.za
- Pretoria, Gauteng