Privacy policy

Last updated: October 2026

Scent Codes (Pty) Ltd ("Scent Codes", "we", "us") runs the online store at scentcodes.co.za. This policy explains what personal information we collect when you visit or buy from our store, why we collect it, who we share it with and the rights you have under the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Who is responsible for your information

Scent Codes (Pty) Ltd is the responsible party for your personal information.
Information Officer: Hayley Kilov
Email: info@scentcodes.co.za
Phone: 082 451 4284
Address: 136 Froome Street, Atholl Gardens, Johannesburg, 2196
VAT number: 4040316806

2. What we collect

  • Details you give us: your name, email address, phone number, billing and delivery addresses, and anything you write to us through our contact or hospitality enquiry forms.
  • Order details: what you bought, when, and how much you paid.
  • Payment details: payments are processed by PayFast. We never see or store your full card or bank details.
  • Device and browsing details: your IP address, browser type and the pages you view, collected through cookies and similar technology.

3. Why we use it

  • To process, deliver and support your orders, including returns and refunds.
  • To answer your questions and enquiries.
  • To send you news and offers, but only if you have opted in. You can unsubscribe at any time using the link in any email, or by emailing us.
  • To keep our store secure, prevent fraud and understand how people use the site so we can improve it.
  • To meet our legal obligations, for example tax and accounting records.

4. Who we share it with

We only share what is needed to run the store:

  • Shopify, which hosts our store and stores order and customer data.
  • PayFast, which processes payments.
  • The Courier Guy, which delivers your orders.
  • Professional advisers, such as our accountants, and authorities where the law requires it.

We do not sell your personal information.

5. Information stored outside South Africa

Shopify stores data on servers outside South Africa. We only use service providers that are bound by data protection laws or agreements that give your information a level of protection similar to POPIA.

6. Cookies

Our store uses cookies to keep your cart working, remember your preferences and measure how the site is used. You can block or delete cookies in your browser settings, but parts of the store, such as checkout, may not work without them.

7. How long we keep it

We keep your information only as long as we need it for the purposes above, or as long as the law requires. Order and tax records are kept for at least five years.

8. How we protect it

We take reasonable technical and organisational steps to keep your information safe, including secure, encrypted checkout and limiting access to people who need it.

9. Your rights

Under POPIA you can:

  • ask whether we hold information about you and request a copy;
  • ask us to correct or delete your information;
  • object to us using your information, including for direct marketing;
  • withdraw your consent at any time.

Email info@scentcodes.co.za to make a request. We will reply within a reasonable time.

10. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can put it right. You may also complain to the Information Regulator:
Email: POPIAComplaints@inforegulator.org.za
Phone: 010 023 5200
Website: inforegulator.org.za

11. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page.