TERMS & CONDITIONS

Committed to protecting your privacy.

Terms & Conditions for Grey Swan Designs (Pty) Ltd

Last Updated: 4 July 2025

1. Introduction

Grey Swan Designs (Pty) Ltd (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring the security of your personal information. This Terms & Conditions outlines how we collect, use, disclose, and safeguard your data when you visit our website https://greyswandesigns.co.za/ or interact with our services, including website design, hosting, SEO, digital marketing, and graphic design.

By using our website, you consent to the practices described in this policy. If you do not agree, please refrain from using our services.

2. Information We Collect

We collect the following types of information:

2.1 Personal Information

Contact Form: When you submit an inquiry via our contact form, we collect:

  • Name
  • Email address
  • Phone number
  • Any additional information you provide

Newsletter Subscription: If you subscribe to our newsletter, we collect:

  • Email address

2.2 Automatically Collected Data (Cookies & Analytics)

Google Analytics & Search Console: We use these tools to track website traffic, user behavior, and engagement. Data collected may include:

  • IP address (anonymized where possible)
  • Browser type & version
  • Pages visited
  • Time spent on the site
  • Referral sources

Cookies: Our website uses cookies to enhance user experience. These may include:

  • Necessary – Necessary cookies are required to enable the basic features of this site, such as providing secure log-in or adjusting your consent preferences. These cookies do not store any personally identifiable data.
  • Functional –  Functional cookies help perform certain functionalities like sharing the content of the website on social media platforms, collecting feedback, and other third-party features.
  • Analytics Cookies – Analytical cookies are used to understand how visitors interact with the website. These cookies help provide information on metrics such as the number of visitors, bounce rate, traffic source, etc.
  • Performance Cookies – Performance cookies are used to understand and analyze the key performance indexes of the website which helps in delivering a better user experience for the visitors.
  • Advertisement Cookies – Advertisement cookies are used to provide visitors with customized advertisements based on the pages you visited previously and to analyze the effectiveness of the ad campaigns.
  • Others – Other uncategorized cookies are those that are being analyzed and have not been classified into a category as yet.

You can manage cookie preferences via our Cookie Banner.

2.3 Third-Party Services

  • Google Services (Analytics, Search Console, reCAPTCHA)
  • Email Marketing Platforms
  • Hosting & Security Providers

3. How We Use Your Information

We process your data for the following purposes:

  • To respond to inquiries submitted via our contact form
  • To send marketing communications (if you opt-in to our newsletter)
  • To improve our website & services via analytics
  • To prevent fraud & enhance security (e.g., reCAPTCHA on forms)
  • To comply with legal obligations (e.g., privacy or data protection laws)

4. Legal Basis for Processing (POPIA & GDPR Compliance)

Under South Africa’s Protection of Personal Information Act (POPIA) and the EU’s GDPR (if applicable), we process data based on:

  • Consent (for newsletters & cookies)
  • Contractual necessity (when responding to service inquiries)
  • Legitimate interests (analytics, security, business improvements)

5. Data Sharing & Third Parties

We do not sell your data. However, we may share it with:

  • Service Providers (hosting, email marketing, analytics)
  • Legal Authorities (if required by law)
  • Business Partners (only if necessary for service delivery)

All third parties must comply with data protection laws.

6. Data Retention

We retain personal data only as long as necessary:

  • Contact form inquiries: Up to 2 years (unless a business relationship continues)
  • Newsletter subscribers: Until you unsubscribe
  • Analytics data: Aggregated and anonymized where possible

7. Your Rights (Under POPIA & GDPR)

You have the right to:

  • Access, correct, or delete your personal data
  • Withdraw consent (e.g., unsubscribe from emails)
  • Object to processing (e.g., opt out of analytics)
  • Lodge a complaint with the Information Regulator of South Africa

To exercise these rights, contact us at info@greyswandesigns.co.za.

8. Security Measures

We implement:

  • SSL encryption (HTTPS)
  • Secure hosting with firewalls and website security measures.
  • Limited access controls (only authorized personnel handle data)

However, no online transmission is 100% secure, use our services at your own risk.

9. International Data Transfers

If data is transferred outside South Africa (e.g., via Google Analytics), we ensure safeguards like:

  • EU Standard Contractual Clauses (GDPR)
  • POPIA-compliant agreements

10. Social Media Management

The exact services to be delivered will be defined in a separate proposal or agreement between the parties.

The Client agrees to:

  • Provide access to relevant social media accounts and necessary credentials.
  • Supply all required information, branding assets, and approvals in a timely manner.
  • Remain responsible for compliance with platform-specific rules, especially if running promotions or competitions.
  • While we strive to maintain a consistent and appropriate brand voice, all content created by us is subject to the Client’s approval. Once approve Grey Swan Designs can’t be held reliable for any errors in the content.
  • Both parties agree to maintain the confidentiality of any proprietary or sensitive information shared during the course of the engagement.

We are not liable for:

  • Platform outages or changes beyond our control.
  • Loss of followers, engagement, or account suspension due to platform policy changes or the Client’s conduct.
  • Any indirect, incidental, or consequential damages.
  • Our total liability shall not exceed the total fees paid by the Client in the three months preceding the claim.

11. SEO

While we aim to follow industry best practices and provide SEO-optimized content and strategies, all changes or content provided by us are subject to the Client’s approval. Once approved, Grey Swan Designs cannot be held liable for any errors, omissions, or unintended outcomes resulting from the approved material.

Both parties agree to maintain the confidentiality of any proprietary or sensitive information shared during the course of the engagement.

We are not liable for:

  • Search engine algorithm changes or penalties beyond our control.
  • Rankings lost due to technical issues on the Client’s website or external factors (e.g., competitors, server downtime).
  • Any indirect, incidental, or consequential damages.
  • Our total liability shall not exceed the total fees paid by the Client in the three months preceding the claim.

12. Updates to This Policy

We may update this policy periodically. Changes will be posted on our website with a new “Last Updated” date.

13. Contact Us

For terms and privacy related questions, contact:

Grey Swan Designs (Pty) Ltd
Email: info@greyswandesigns.co.za
Phone: +27 78 125 5564
Address: Vredenburg, Western Cape, South Africa.