Privacy Policy

1 │ Introduction

At Phytomed Herbs Distributor by Herbs Are Health, we value your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, share, and safeguard your personal information in compliance with:

  • Protection of Personal Information Act (POPIA) – South Africa
  • General Data Protection Regulation (GDPR) – European Union
  • Electronic Communications and Transactions Act (ECTA)

By using our website or services, you consent to the practices outlined in this policy.

2 │ What Information We Collect

We collect information necessary to fulfil orders, provide support, and improve services:

2.1 Personal & Contact Information
  • Full name, email address, delivery address, phone number
  • User account details
2.2 Transaction & Order History
  • Products purchased
  • Payment confirmations
  • Invoice details
2.3 Browsing & Technical Data
  • IP address
  • Device type, operating system, browser type
  • Site interaction data (e.g., pages visited, cart activity)
2.4 Communications & Support
  • Feedback
  • Support messages and chat logs (calls/chats may be recorded)

3 │ Why We Collect Your Information

Your data is used for the following purposes:

  • Order processing and delivery
  • Customer service and support
  • Improving website performance and usability
  • Marketing communications (only with your consent)
  • Legal compliance (e.g., tax, fraud prevention)

We process your personal data under the following legal bases:

  • Your consent (e.g., marketing opt-in)
  • Contractual necessity (e.g., fulfilling your order)
  • Legal obligations (e.g., tax records)
  • Legitimate interest (e.g., fraud prevention, website security)

5 │ Cookies Policy

5.1 What Are Cookies?

Cookies are small text files stored on your device that help us improve your browsing experience.

5.2 How We Use Cookies
  • Remember cart items and login sessions
  • Personalise content and product recommendations
  • Analyse website traffic (e.g., Google Analytics)
  • Identify browsing trends

5.3 Managing Cookies

You can disable or manage cookies via your browser settings at any time. Disabling cookies may limit site functionality.

6 │ Data Protection Measures

Phytomed Herbs Distributor by Herbs Are Health is committed to data security and compliance.

  • Only essential information is collected
  • Data is stored in secure systems with encryption and access control
  • Employees and service providers sign confidentiality agreements
  • We do not sell your data under any circumstance

7 │ Data Retention

  • Essential order data: Retained for up to 5 years (legal & tax purposes)
  • Browsing data: Retained for up to 12 months
  • Support communication recordings: Retained for up to 6 months
  • Data is deleted or anonymised when no longer needed

8 │ Your Privacy Rights

You have the following rights under POPIA and GDPR:

  • Access: Request a copy of your data
  • Rectification: Correct inaccurate data
  • Erasure: Request deletion of your data (with legal exceptions)
  • Objection: Object to processing
  • Restriction: Request temporary data usage limits
  • Portability: Request a copy in a machine-readable format
  • Complaint: Lodge a complaint with SA’s Information Regulator or relevant EU authority

To exercise your rights: info@phytomed.herbsarehealth.com
Subject: DATA REQUEST

9 │ Children’s Privacy

  • Our services are intended for users aged 18+
  • We do not knowingly collect data from minors
  • If data is mistakenly collected, it will be deleted
  • Accounts violating age requirements may be suspended

10 │ Communication Monitoring

  • Calls, live chats, and WhatsApp messages may be recorded for quality, training, and legal compliance
  • Recordings are securely stored and retained for up to 6 months, unless required longer by law

11 │ Sharing Your Information

We only share your data with trusted service providers who help us fulfill your orders or maintain our platform:

  • Payment processors
  • Shipping providers
  • IT and analytics vendors
  • Government authorities (as required by law)

All third parties are bound by strict confidentiality agreements.

12 │ International Data Transfers

  • By using our website, you consent to the processing of your data in South Africa
  • Where international transfers occur (e.g., to the EU), we apply GDPR-approved mechanisms to ensure safety and compliance

13 │ Accessibility Policy

We are committed to making our website accessible to all users.

  • We comply with WCAG 2.1 standards
  • Our site supports screen readers, alt text for images, and keyboard navigation
  • If you need support accessing any part of the site, please email:
    info@phytomed.herbsarehealth.com

14 │ Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in the law or our practices. Updates will be published with a revised effective date.

15 │ Contact Us

Email: info@phytomed.herbsarehealth.com
WhatsApp: +27 61 549 3820
Address: 3 Patton Street, Maitland, Cape Town, Western Cape 7405
Live Chat: During business hours

Business Hours

  • Mon–Fri: 9 AM–5 PM
  • Sat: 10 AM–1 PM
  • Sun/Holidays: Closed