Privacy policy

Koi Web (PTY) Ltd. | Registration No. 2026/167512/07

Last reviewed: May 2026

General

This Privacy Policy applies to the website https://www.koiweb.auction/ (hereafter the "Website") operated by Koi Web (PTY) Ltd., whose registered address is Unit 6, Coronarium Business Park, 173 Roan Crescent, Corporate Park North, Randjiespark, Midrand, Gauteng, 1685, South Africa, under registration number 2026/167512/07 (hereafter "Koi Web", "we" or "us").

The Website has been established to keep the public and visitors thereto (hereafter "Visitors" or "you") informed of Koi Web’s products and services, and to facilitate auction participation through authorised agents.

Koi Web (PTY) Ltd. acts as the responsible party as defined under the Protection of Personal Information Act 4 of 2013 ("POPIA") and is responsible for the lawful collection, processing, storage, and use of your personal data collected from or through the Website.

This Privacy Policy explains what personal data we collect, the purposes for which it is collected, the lawful basis for processing, any sharing of that data with third parties, your rights as a data subject, and the measures we take to protect your personal data.

Please note that this Privacy Policy must be read together with our Cookie Policy, which is set out below.

1. Personal Data We Collect

Koi Web collects the following categories of personal data:

1.1 Registration and Account Data (provided voluntarily at sign-up):

1. Login credentials: email address and password (password stored in encrypted form)
2. Personal details: first name and surname
3. Contact details: phone number and cell number
4. Address details: physical address, city, postal/zip code, and country
5. Store Code: a unique identifier linking your account to the authorised agent (retail store) through which you registered

1.2 Website Usage Data (collected automatically):

1. Cookies: data relating to when you access the Website, session preferences, and navigation behaviour. You will be asked to consent to the use of cookies via a Cookie Banner. For full details, see our Cookie Policy below.

All registration data is provided voluntarily. We rely on your consent as the primary lawful basis for processing your personal data. Where processing is necessary to perform a service you have requested (for example, sending you auction notifications to the email address you registered), we process on the basis of legitimate interest or contractual necessity, as applicable.

We will only use your data for direct marketing purposes if you have expressly consented. You may withdraw consent at any time (see Section 4.3).

2. How We Use the Personal Data We Collect

We use the personal data you provide for the following purposes and on the following lawful bases:

1. To notify you of upcoming, active, and completed auctions — basis: consent and legitimate interest in providing the service you registered for;
2. To link your account to your registered agent (store) via your Store Code, enabling the relevant agent to contact you regarding auction results and delivery — basis: contractual necessity;
3. To respond to any enquiries you make to us — basis: legitimate interest;
4. To send direct marketing communications, including auction announcements and promotional content (only where you have consented by ticking the relevant box at registration) — basis: consent;
5. To evaluate and improve our Website and services — basis: legitimate interest;
6. To comply with applicable legal requirements, including POPIA and any other applicable South African legislation — basis: legal obligation;
7. To perform auditing, research and analysis to maintain, protect and improve our services — basis: legitimate interest.

Koi Web does not make any decisions about individual data subjects through automated processing or profiling. Our communications with registered users are limited to auction-related email notifications. We do not use your data for any other purpose without providing you with specific notice at the time of collection.

Retention periods by data category:

1. Account and registration data (name, contact details, address, Store Code): retained for the duration of your active account, and for a period of 2 years following account closure or your last active use of the Website, after which it will be deleted or anonymised.
2. Login credentials: retained for the duration of your active account only. Passwords are stored in encrypted form and are not accessible to Koi Web staff.
3. Auction participation records and correspondence: retained for a maximum of 10 years for evidentiary and legal compliance purposes, in accordance with South African record-keeping obligations.
4. Cookie data: retained for 2 years from your last active visit to the Website. See Cookie Policy for full details.

3. Personal Data We Share

Koi Web operates an auction platform used by authorised agents (retail stores). When you register using a Store Code, your registration details (name, contact details, and Store Code) are accessible to the relevant authorised agent for the sole purpose of facilitating delivery and invoicing for auction items you have won. Agents are required to handle your personal data in accordance with POPIA and are not permitted to use it for any other purpose.

We do not sell your personal data. We do not share your personal data with any other third parties except as follows:

1. Service providers and data processors acting on our behalf (for example, website hosting or email delivery services). These parties are contractually required to process your data only as instructed by Koi Web and to maintain appropriate security safeguards.
2. Where required by law, court order, or lawful instruction from a government authority or law enforcement body.
3. Where disclosure is necessary to prevent physical harm, financial loss, or to investigate suspected fraudulent or unlawful activity.
4. In the event of a sale or transfer of all or part of our business or assets, in which case we will take reasonable steps to ensure the transferee respects this Privacy Policy.

All data sharing with authorised agents and third-party processors is limited to what is strictly necessary for the stated purpose.

4. Your Rights as a Data Subject

Under POPIA, you have the following rights in respect of your personal data:

4.1 Right of Access and Rectification

You may request access to the personal data we hold about you, and request correction of any inaccurate or incomplete data, at any time. To exercise this right, submit a written request with a copy of your identity document (passport or other acceptable proof of identity) to our Information Officer at info@koiweb.auction or by post to Koi Web (PTY) Ltd., Unit 6, Coronarium Business Park, 173 Roan Crescent, Corporate Park North, Randjiespark, Midrand, Gauteng, 1685, South Africa.

Cookies may also be managed directly through your web browser settings. See our Cookie Policy for more information.

4.2 Right to Erasure

You may request deletion of your personal data at any time, subject to our legal obligations to retain certain records. To exercise this right, submit a written request with a copy of your identity document to info@koiweb.auction or by post to Koi Web (PTY) Ltd., Unit 6, Coronarium Business Park, 173 Roan Crescent, Corporate Park North, Randjiespark, Midrand, Gauteng, 1685, South Africa.

Upon receiving a valid erasure request, Koi Web will cease active use of your personal data. Certain data may be retained for evidentiary purposes for a maximum of 10 years in accordance with applicable South African legislation, after which it will be permanently deleted.

4.3 Right to Object and Opt Out of Direct Marketing

You have the right to withdraw consent to data processing at any time, and to object to the use of your personal data for direct marketing purposes. You may opt out at any time using either of the following methods:

1. If you have an active account: log in to the Website and use the "Opt Out from All Marketing" button in your User Account section. This takes effect immediately.
2. If you are unable to log in: send an email to info@koiweb.auction stating your request to be removed from all marketing communications. Please include the email address to which marketing is being sent. We will manually remove you from all marketing lists promptly upon receipt and will confirm once done.

You are not required to provide a copy of your identity document to opt out of direct marketing. All opt-out requests will be actioned without delay, in accordance with Section 69 of POPIA. Once you have opted out, we will maintain a record of your opt-out to ensure you are not inadvertently re-added to marketing lists.

4.4 Right to Lodge a Complaint with the Information Regulator

If you believe that Koi Web has processed your personal data in a manner inconsistent with POPIA, or that your rights as a data subject have not been respected, you have the right to lodge a complaint directly with the Information Regulator of South Africa.

You may contact the Information Regulator at:

The Information Regulator (South Africa)

Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 / P.O. Box 31533, Braamfontein, Johannesburg, 2017

General enquiries: inforeg@justice.gov.za

Complaints: complaints.IR@justice.gov.za

Website: https://www.justice.gov.za/inforeg/

We encourage you to contact us directly in the first instance so that we may attempt to resolve your concern before a formal complaint is lodged.

5. Information Officer

Koi Web (PTY) Ltd. has appointed a dedicated Information Officer in accordance with Section 55 of POPIA. The Information Officer is registered with the Information Regulator and is responsible for overseeing Koi Web’s compliance with POPIA, handling data subject requests, and serving as the primary point of contact for the Information Regulator.

For all privacy-related matters, data subject requests, or POPIA enquiries, please contact our Information Officer:

Anneke Jansen van Rensburg

Title: Information Officer

Organisation: Koi Web (PTY) Ltd.

Email: info@koiweb.auction

6. Security Safeguards

Koi Web maintains appropriate administrative, technical, and physical safeguards to protect personal data against accidental or unlawful destruction, accidental loss, unauthorised alteration, unauthorised disclosure or access, misuse, and any other unlawful forms of processing.

Specific measures include:

1. Secure Socket Layer (SSL) encryption for all data transmitted between your device and our servers;
2. Digital certificates to verify the authenticity of our Website;
3. Encrypted storage of account passwords;
4. Access controls limiting staff access to personal data on a need-to-know basis.

Usage logs may be retained for a maximum of 10 years from your last login to the Website for security and evidentiary purposes.

No website or online system can guarantee absolute security. You are encouraged to use a strong, unique password for your account and to keep your login credentials confidential.

7. Security Compromises and Breach Notification

In the event of a security compromise involving your personal data (including unauthorised access, acquisition, or disclosure), Koi Web will:

1. Take immediate steps to contain and investigate the compromise;
2. Notify the Information Regulator as soon as reasonably possible via the Information Regulator’s eServices Portal, in accordance with the mandatory e-reporting requirements under POPIA;
3. Notify all affected data subjects as soon as reasonably possible, in plain language, explaining what occurred, what data was involved, and what steps are being taken to address it;
4. Maintain a record of the compromise and the actions taken in response.

Notifications to affected data subjects will be sent to the email address registered on your account. It is therefore important that your registered email address is kept up to date.

8. Data Transfers

All personal data collected through this Website is processed and stored within South Africa. Koi Web does not transfer your personal data to any foreign country or international organisation. All data processors and service providers engaged by Koi Web who handle personal data are based in, or process data within, South Africa.

9. Automated Processing and Browser-Level Data

Koi Web (PTY) Ltd. does not use, operate, or benefit from any analytics platforms, tracking software, profiling tools, or automated decision-making systems that process your personal information. We do not make any decisions about you based on automated processing, and no profiling of data subjects takes place through our systems or on our behalf.

Please note that your web browser, device operating system, and any third-party applications or accounts active on your device may independently collect, store, or transmit data about your browsing activity in accordance with their own privacy terms and settings. This activity occurs entirely outside of Koi Web’s systems, infrastructure, and control. Koi Web does not receive, access, or use any data collected in this manner and bears no responsibility for it.

You are encouraged to review the privacy settings of your web browser and any installed applications to understand what data they may independently collect.

10. Updates to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in our data processing practices, legal obligations, or operational structure. We will post a prominent notice on the Website whenever significant changes are made and will update the "Last reviewed" date at the top of this document. We encourage you to review this Policy periodically.

Your continued use of the Website following the posting of changes constitutes your acceptance of the revised Privacy Policy.

11. How to Contact Us

For general enquiries about this Privacy Policy or to exercise your rights, please contact us at:

Koi Web (PTY) Ltd.

Address: Unit 6, Coronarium Business Park, 173 Roan Crescent, Corporate Park North, Randjiespark, Midrand, Gauteng, 1685, South Africa

Email: info@koiweb.auction

For privacy-specific matters and data subject requests, please contact our Information Officer directly (see Section 5).

Cookie Policy

Koi Web (PTY) Ltd. | https://www.koiweb.auction/

Last reviewed: May 2026

1. General

This Cookie Policy applies to the website https://www.koiweb.auction/ operated by Koi Web (PTY) Ltd., registered in South Africa at Unit 6, Coronarium Business Park, 173 Roan Crescent, Corporate Park North, Randjiespark, Midrand, Gauteng, 1685, under registration number 2026/167512/07 (hereafter "Koi Web", "we" or "us"). This Cookie Policy forms part of and must be read together with our Privacy Policy above.

When you first access our Website, a Cookie Banner will appear requesting your consent to the use of cookies. By continuing to use the Website after accepting the Cookie Banner, you consent to the use of cookies in accordance with this Cookie Policy.

Should you choose not to consent to our use of cookies, you are kindly requested to adjust your browser settings accordingly or to discontinue use of the Website. Please be aware that refusing certain cookies may affect the functionality of the Website.

We reserve the right to amend this Cookie Policy at any time. The "Last reviewed" date at the top of this section will be updated accordingly. We encourage you to revisit this Policy periodically.

If you have any questions about our use of cookies, please contact us:

Email: info@koiweb.auction

Post: Unit 6, Coronarium Business Park, 173 Roan Crescent, Corporate Park North, Randjiespark, Midrand, Gauteng, 1685, South Africa

2. What Are Cookies?

A cookie is a small text file that a website saves to your computer or mobile device when you visit it. Cookies enable the Website to remember your actions and preferences (such as your login session, language, and display settings) so that you do not need to re-enter them each time you visit or navigate between pages.

Cookies help us optimise your browsing experience, maintain your login session, and ensure the Website functions correctly. They do not independently access or transmit data from your device beyond what is described in this Policy.

3. Types of Cookies We Use

3.1 Navigation Cookies

These cookies are essential to enable basic web browsing functions. They allow you to move between pages, maintain your session while logged in, and store information necessary for completing actions on the Website (such as participating in an auction). Refusing these cookies may prevent parts of the Website from functioning correctly.

3.2 Functional Cookies

These cookies remember your preferences and personalisation settings to improve your browsing experience. They are not strictly necessary but enhance the usability of the Website.

3.3 Third-Party and Browser-Level Data

Koi Web (PTY) Ltd. does not operate or use any analytics, tracking, or profiling tools on this Website. We do not collect behavioural data through third-party tracking services, and we do not use advertising cookies of any kind.

Please be aware that your web browser or device may independently record certain information about your browsing activity (such as browsing history or cached content) in accordance with the browser’s own settings and policies. This occurs entirely outside of Koi Web’s systems and control, and Koi Web does not access or receive this data.

4. How We Use Cookie Data

Data collected through cookies is used solely to operate and improve the Website, maintain your login session, and recall your preferences. We do not use cookie data for direct marketing or share it with third parties for commercial purposes.

Navigation cookies are session-based and expire when you close your browser. Functional cookies are retained for up to 2 years from your last active visit to the Website, after which they are automatically deleted.

5. Managing and Disabling Cookies

You can manage, restrict, or delete cookies at any time through your web browser settings. Most browsers allow you to block all cookies, accept only certain cookies, or be notified when a cookie is set.

Please note that disabling cookies — particularly navigation cookies — may prevent you from logging in or using key features of the Website.

For instructions on managing cookies in your specific browser:

1. Google Chrome: https://support.google.com/chrome/answer/95647
2. Microsoft Edge / Internet Explorer: https://support.microsoft.com/en-gb/help/17442
3. Mozilla Firefox: https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences
4. Safari: https://support.apple.com/kb/PH5042

For general information about cookies and how to manage them, visit: www.allaboutcookies.org.

6. Contact Us

If you have questions about this Cookie Policy or wish to exercise your rights regarding cookie data, please contact us at:

Koi Web (PTY) Ltd.

Address: Unit 6, Coronarium Business Park, 173 Roan Crescent, Corporate Park North, Randjiespark, Midrand, Gauteng, 1685, South Africa

Email: info@koiweb.auction

For data subject rights requests, please contact our Information Officer (see Section 5 of the Privacy Policy above).