How we protect your personal information.

1. Who we are

For this policy, "Best Girl Hair", "we", "us", and "our" means Rarlon Import and Export (Pty) Ltd trading as Best Girl Hair. We are a South African private company that sells hair and related products online.

Registered company

Rarlon Import and Export (Pty) Ltd

Trading name

Best Girl Hair

Registration number

2022/671776/07

Registered office

Shop D29, Dragon City, Main Reef Road and Bonanza Street, Crown Mines, Fordsburg, Gauteng, 2000, South Africa

Confirmed business address

Shops C15, G6 and D29

Email

[email protected]

Phone

+27 (10) 825-4636

2. Personal information we collect

We collect personal information directly from you, automatically through the website, and from service providers involved in processing your order or payment. The categories below depend on how you interact with us.

3. How and why we use your information

We process personal information only where we have a lawful reason and where the information is relevant to our relationship with you. Our main purposes are listed below.

• To create, confirm, process, pack, dispatch, deliver, track, and complete your order.
• To confirm your delivery address before dispatch and contact you about delivery issues.
• To respond to WhatsApp messages, calls, emails, product questions, complaints, returns, exchanges, and support requests.
• To process payments, refunds, chargebacks, fraud checks, and transaction records through secure service providers.
• To manage stock, warehouse records, customer service quality, accounting records, and legal compliance.
• To send service messages such as order confirmations, invoices, delivery updates, return instructions, and policy notices.
• To send marketing only where permitted by law, where you have consented, or where you are an existing customer and the message relates to similar products, with an opt-out option.
• To protect our website, business, staff, customers, and systems from fraud, abuse, unauthorised access, spam, and security incidents.
• To analyse website performance and improve the shopping experience, product range, support process, and page content.

4. Legal basis for processing

Under POPIA, we process personal information according to the conditions for lawful processing. Depending on the situation, we rely on one or more of the following grounds.

• Your consent, for example when you opt in to marketing or voluntarily contact us through WhatsApp or email.
• Performance of a contract, for example when we need your name, address, and contact details to fulfil your order.
• Compliance with law, for example accounting, tax, consumer protection, dispute, and record-keeping obligations.
• Our legitimate business interests, for example website security, fraud prevention, customer service, internal reporting, and improving our services.
• Protection of your legitimate interests, for example communicating urgent delivery or product safety information.

5. Who we share information with

We do not sell your personal information. We share only what is reasonably necessary with trusted parties who help us operate the business, deliver orders, and comply with law.

• Courier and logistics providers who need your name, address, contact number, delivery instructions, and waybill details.
• Payment gateways, banks, fraud-screening providers, and instalment payment providers used to process or verify transactions.
• Website hosting, ecommerce, email, SMS, WhatsApp, analytics, and IT support providers.
• Professional advisers, accountants, auditors, insurers, and legal representatives where reasonably required.
• Regulators, law enforcement, courts, or public authorities where disclosure is required or permitted by law.

6. Cross-border processing

Some technology providers may host or process information outside South Africa. Where this happens, we take reasonable steps to ensure that the recipient is subject to appropriate confidentiality, security, and data protection obligations, or that another lawful transfer basis applies.

7. Cookies and analytics

Our website may use cookies, pixels, tags, and similar technologies to remember preferences, operate shopping features, measure performance, understand traffic, prevent fraud, and support marketing where permitted. You can manage cookies through your browser settings, but disabling some cookies may affect checkout, account, cart, or security features.

8. Security

We use reasonable technical and organisational safeguards to protect personal information against loss, misuse, unauthorised access, unauthorised disclosure, alteration, and destruction. These safeguards may include access control, secure payment processing, system monitoring, password controls, staff confidentiality, and limiting access to people who need the information for their work.

No website, email, courier, or internet-based service is completely risk free. If we become aware of a security incident that affects your personal information and requires notification, we will take steps required by law.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law. Order, accounting, tax, refund, fraud-prevention, and dispute records may be retained for longer than general support messages because they are needed for legal and business records.

When personal information is no longer needed, we will delete, de-identify, archive, or restrict it in a reasonable and secure manner.

10. Your privacy rights

You may contact us to exercise rights available under POPIA and other applicable law. These rights may include the right to access your personal information, request correction, request deletion or destruction where appropriate, object to certain processing, withdraw consent where processing is based on consent, and opt out of direct marketing.

To protect your information, we may need to verify your identity before acting on a request. Some requests may be limited where we must keep records for legal, tax, accounting, fraud prevention, dispute, or operational reasons.

11. Marketing messages

If you subscribe to marketing or if the law permits us to send related product offers to existing customers, we may contact you by email, SMS, WhatsApp, phone, or website channels. You can opt out at any time by using the unsubscribe option where available or contacting us directly.

12. Children's privacy

Our website and products are intended for customers who can lawfully enter into purchase transactions. We do not knowingly collect personal information from children without appropriate consent from a competent person. If you believe a child has provided us with personal information without appropriate consent, please contact us.

13. Changes to this policy

We may update this Privacy Policy when our business, website, service providers, legal obligations, or security practices change. The latest version published on our website applies from the effective date shown above.