Privacy Policy

Effective Date: 16 August 2026

CoLab Works respects your privacy and is committed to protecting the personal information you share with us.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, when we may share it, and the rights you have in relation to your personal information.

CoLab Works is based in South Africa and provides digital services to businesses and organisations in South Africa and internationally.

For the purposes of this Privacy Policy, “CoLab Works”, “we”, “us” and “our” refers to CoLab Works and “you” or “your” refers to a visitor to our website, prospective client, client or other person whose personal information we process.

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1. Who We Are

Business / Trading Name: CoLab Works

Email: philipjo@colabworks.online

Telephone: +27 64 9121322

Website: colabworks.online

Where applicable, CoLab Works acts as the responsible party/controller for personal information collected through this website and in connection with our business activities.

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2. What Personal Information We Collect

Depending on how you interact with us, we may collect information including:

• Your name and surname

• Company or organisation name

• Email address

• Telephone or mobile number

• Business address or location

• Website or social media information

• Information contained in an enquiry or project brief

• Information you provide when requesting a website audit

• Information you provide when booking a discovery call

• Project, marketing or business requirements

• Communications between you and CoLab Works

• Information necessary to provide quotations, proposals or services

• Technical information about how you interact with our website

We do not intentionally request sensitive personal information unless it is necessary for a specific and lawful business purpose.

Please do not submit confidential, sensitive or unnecessary personal information through forms on our website.

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3. How We Collect Information

We may collect personal information when you:

• Complete a contact or enquiry form

• Request a free website audit

• Book a discovery call

• Contact us by email or telephone

• Submit a project brief

• Request a quotation or proposal

• Communicate with us about our services

• Become a client

• Interact with our website or digital platforms

We may also automatically collect limited technical information through cookies, analytics, security tools and similar technologies.

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4. Why We Use Your Information

We use personal information for legitimate business purposes, including to:

• Respond to enquiries

• Communicate with prospective and existing clients

• Provide website audits

• Arrange discovery calls and consultations

• Prepare quotations and proposals

• Understand your business requirements

• Deliver contracted services

• Manage client relationships

• Provide website support and maintenance

• Improve our website and digital services

• Understand website usage and performance

• Maintain website security

• Prevent fraud, abuse or security incidents

• Meet legal, regulatory and accounting obligations

• Send relevant communications where permitted by law

We will not use your personal information for purposes that are incompatible with the purpose for which it was collected unless permitted or required by applicable law.

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5. Legal Basis for Processing

Where POPIA applies, we process personal information in accordance with applicable lawful processing requirements.

Depending on the circumstances, processing may be based on:

• Your consent

• The performance or preparation of a contract

• Compliance with a legal obligation

• A legitimate business interest that does not unfairly prejudice your rights

• Protecting your legitimate interests

• Other lawful grounds permitted under applicable legislation

Where we rely on consent, you may withdraw that consent where legally permitted. Withdrawal of consent does not affect processing that was lawfully carried out before withdrawal.

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6. Cookies and Similar Technologies

Our website may use cookies and similar technologies to improve functionality, security, performance and user experience.

These technologies may help us:

• Remember preferences

• Understand how visitors use the website

• Measure website performance

• Improve content and user experience

• Maintain website security

• Understand the effectiveness of marketing activities

Third-party services used on the website may also place cookies or process technical information.

These may include, depending on the services active on the website:

• Google Analytics

• Google Ads

• Meta services

• Calendly

• Elementor or related website functionality

• Security and performance services

• Hosting and infrastructure providers

The specific services active on the website may change from time to time.

You can control or restrict cookies through your browser settings. Disabling certain cookies may affect website functionality.

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7. Third-Party Services

CoLab Works may use trusted third-party technology providers to operate the website and deliver our services.

These may include providers of:

• Website hosting

• Email

• Analytics

• Advertising platforms

• Scheduling and calendar services

• Payment services

• Cloud storage

• Website security

• Performance optimisation

• CRM or communication systems

These providers may process personal information on our behalf or independently as applicable to their services.

We seek to use reputable providers and take reasonable steps to ensure that personal information is handled appropriately.

Third-party providers may have their own privacy policies and terms. We encourage you to review those policies where appropriate.

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8. International Transfers

Because CoLab Works works with clients and service providers internationally, personal information may be processed or stored outside South Africa.

Where personal information is transferred across borders, we will take reasonable steps to ensure that the transfer and subsequent processing comply with applicable data protection requirements.

Where GDPR applies to our processing activities, we will apply the safeguards required by applicable GDPR provisions for international data transfers.

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9. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal information against:

• Loss

• Theft

• Unauthorised access

• Unauthorised disclosure

• Alteration

• Destruction

• Accidental disclosure

• Unlawful processing

However, no website, electronic communication system or internet transmission can be guaranteed to be completely secure.

You should therefore avoid sending highly confidential information through ordinary website forms or unsecured communications.

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10. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, for legitimate business purposes, or where retention is required by law.

Retention periods may vary depending on:

• The nature of the information

• Whether you are an existing client

• Contractual requirements

• Accounting or tax requirements

• Legal obligations

• Dispute resolution

• Security requirements

When information is no longer reasonably required, we will take reasonable steps to securely delete, destroy or anonymise it where appropriate.

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11. Your Rights

Subject to applicable law, you may have the right to:

• Ask whether we hold personal information about you

• Request access to personal information we hold about you

• Request correction of inaccurate or incomplete information

• Request deletion where legally applicable

• Object to certain processing

• Withdraw consent where processing is based on consent

• Object to direct marketing where applicable

• Request information about how your personal information is processed

• Lodge a complaint regarding our handling of personal information

To exercise your rights, contact us using the details below.

We may need to verify your identity before processing certain requests.

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12. Direct Marketing

Where permitted by law, CoLab Works may send business-related communications about our services, projects, website audits, insights, offers or other relevant information.

Where consent is required, we will obtain it.

You may request that we stop sending marketing communications to you.

You can do so by contacting:

philipjo@colabworks.online

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13. Children

Our website and services are intended primarily for businesses and adults.

We do not knowingly collect personal information from children for marketing or commercial purposes.

If you believe that a child has provided personal information to us, please contact us so that we can investigate and take appropriate action.

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14. Third-Party Websites

Our website may contain links to third-party websites, platforms or services.

We are not responsible for the privacy practices, security or content of third-party websites.

You should review the privacy policy of any third-party website you visit.

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15. Data Breaches and Security Incidents

If we become aware of a security compromise involving personal information, we will assess the incident and take appropriate steps in accordance with applicable law.

Where notification is legally required, we will notify affected parties and/or the relevant regulator as required.

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16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or business practices.

The latest version will be published on this page with an updated effective date.

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17. Contact Us

If you have questions about this Privacy Policy, want to exercise a privacy right, or have concerns about how we handle personal information, contact:

CoLab Works

Email: philipjo@colabworks.online

Telephone: +27 64 912 1322

Website: colabworks.online

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18. Complaints

If you have a concern about how your personal information has been handled, we encourage you to contact CoLab Works first so that we can attempt to resolve the matter.

You may also have the right to lodge a complaint with the Information Regulator of South Africa where applicable.

Information Regulator:

Website: inforegulator.org.za

Email: enquiries@inforegulator.org.za

The Information Regulator is the independent regulator established under POPIA and PAIA.

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