Website Privacy Notice
Coutts Media (Pty) Ltd
Version 1.0 | Approved by the sole director | Effective 15 October 2026 | Review by 15 October 2027
Coutts Media (Pty) Ltd, registration 2025/495226/07, handles personal information under the Protection of Personal Information Act 4 of 2013 (POPIA). This notice explains information collected through https://www.couttsmedia.co.za/ and related enquiries, consulting and training communications. Separate notices explain any detailed learner enrolment, assessment or client processing arrangements.
Who to contact
Lloyd Coutts, Managing Director and head of the company
Email: [email protected]
Telephone: 072 729 6480
Physical and postal address: 2A Fourth Avenue, Walmer, Gqeberha, Eastern Cape, 6065
Website: https://www.couttsmedia.co.za/
Lloyd Coutts is the company head and will act as Information Officer. IO registration is outstanding at preparation; direct requests and concerns to him as company head while it is completed. No Deputy Information Officer is designated.
Information we receive
We may receive your name, contact details, organisation, work role, enquiry and information you choose to send. Client work may involve correspondence, project information and banking or payment details. Website hosting, security and analytics services may generate technical information such as IP address, browser information and pages visited.
Providing enquiry details is voluntary. Without an appropriate contact method or information needed for your request, we may be unable to respond or deliver the service. Please do not send unnecessary ID documents, banking records, health details or another person’s information through a general enquiry. We currently hold no learner records; a separate learner notice will explain required collection when enrolment starts. Services under the present arrangements are directed to adults.
Purposes and lawful grounds
We use information to respond to enquiries, prepare and deliver agreed work, administer payments and suppliers, protect the website and comply with legal obligations. The lawful ground depends on the purpose and may be a contract or requested pre-contract steps, a legal duty, justified legitimate interests or valid consent. Using the website does not constitute blanket consent for unrelated processing.
We do not sell personal information. We will not treat an enquiry as permission for unsolicited electronic marketing. Where marketing is permitted, we identify the sender and provide an objection or unsubscribe route. We retain a minimal suppression record to respect an opt-out.
Sharing and service providers
We share necessary information with people assigned to deliver your work, professional advisers, banking or payment services and authorities where required. Future accredited training may require disclosures to assessors, moderators and relevant quality assurance bodies; the learner notice will explain the applicable reporting. When processing records on a client’s instructions, we follow the agreed client arrangement.
Afrihost hosts our website and email. Microsoft OneDrive stores business work. We may use WhatsApp for communication. Providers may process information outside South Africa; we must apply POPIA’s cross-border requirements to relevant transfers. Contact us for information about the providers relevant to your enquiry or service.
Cookies analytics and external services
Our WordPress website uses technologies for operation and security. We use Google Analytics, managed through our website tools, to understand website traffic. Technical identifiers and usage information may be processed by Google and security services. Browser settings can limit cookies, although some functions may be affected. Contact us for the current cookie and retention settings.
External links take you to services with their own privacy notices. Where a page embeds a video, map or other external content, that service may receive technical information and set cookies when it loads. Google’s privacy notice is available at https://policies.google.com/privacy. Any choices offered by a cookie banner apply through the website’s actual settings.
WhatsApp and AI tools
Before adding you to a business or training WhatsApp group, we explain its purpose and that other participants can see your number and profile information according to your settings. We ask for an affirmative joining response and offer an alternative communication route. Do not post identity documents, banking details, medical information or individual results in a group.
Company policy restricts ChatGPT use to material with identifying and confidential information removed. Raw client records, private correspondence, learner evidence, IDs and banking information must not be uploaded. We review AI output before use and do not authorise solely automated decisions that substantially affect you.
Security and retention
Our policy requires restricted access, secure storage and sharing, protected devices, independent backups and incident handling on personal or company equipment. No internet service can guarantee complete security. Tell us promptly if you suspect exposure or misuse of information.
We retain information for the service purpose and applicable legal or contractual requirements. Unconverted enquiries are reviewed 12 months after closure. Client work is reviewed 3 years after completion, with longer retention where justified. Finance and tax records follow statutory requirements; company policy uses 7 years after the relevant financial year, extended where required. Technical records follow documented provider settings. Future learner periods will follow confirmed accreditation, assessment and funding requirements. Records subject to an audit, request, complaint or legal hold may need to be kept longer.
Your rights
You may ask whether we hold your personal information, request access, ask for correction or lawful deletion, object to certain processing or withdraw consent where we rely on it. We may request proportionate identity verification. Legal retention obligations and protection of other people’s information may limit deletion or disclosure. Confirmation of whether your information is held is free; we will explain any lawful access charge before charging.
Our PAIA Manual explains requests for company records under the Promotion of Access to Information Act 2 of 2000 (PAIA). Obtain it from our website or by emailing [email protected]. Contact us to arrange inspection of the manual at the address above during normal business hours.
Complaints and updates
Contact Lloyd Coutts at [email protected] or 072 729 6480 with a concern. You may also complain directly to the Information Regulator South Africa: https://inforegulator.org.za/complaints/. POPIA complaints: [email protected]. PAIA complaints: [email protected]. General enquiries: [email protected] or 010 023 5200.
Approved by the sole director to take effect on 15 October 2026. We will update this notice when our processing or contact details change.