THE VAPE STUDIO

Privacy Policy

Website: www.thevapestudio.co.za
Last updated: 26 October 2026

1. Introduction

The Vape Studio respects your privacy and is committed to handling your personal information responsibly, transparently and securely.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, create an account, place an order, contact us or otherwise interact with our business.

We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African laws.

By using our website, you acknowledge that you have had the opportunity to read this policy. This acknowledgement does not constitute blanket consent to every form of processing. Where consent is legally required, we will seek it separately and appropriately.

2. What Personal Information Do We Collect?

Depending on how you interact with us, we may collect the following categories of personal information:

Contact and identification information

• Name and surname.

• Email address.

• Telephone or mobile number.

• Billing and delivery addresses.

• Information reasonably necessary to verify your age where required.

Account and transaction information

• Account registration and login details.

• Order history and purchased products.

• Payment status, transaction references and relevant billing information.

• Returns, refunds, warranty claims and customer service correspondence.

Payment information

Payments on our website may be processed by third-party payment providers, including Adumo and Payflex, depending on the payment method selected.

Payment providers process payment information in accordance with their own terms, privacy notices and security arrangements. We may receive transaction confirmations, payment references and related information needed to process orders, administer refunds and resolve payment queries.

We do not intend to collect or store full payment card details or security codes ourselves where these are handled by the payment provider.

Website and technical information

• IP address and browser or device information.

• Website usage data, such as pages visited and interactions with website features.

• Cookie identifiers and similar technical information, where applicable.

• Information used to diagnose technical issues, protect website security and prevent fraud.

Communications and preferences

• Messages, enquiries, complaints and feedback you send us.

• Your marketing preferences and subscription status.

• Responses to surveys, competitions or promotions, if we offer them and you choose to participate.

You may be able to browse certain parts of our website without creating an account. However, some information is necessary to complete a purchase, arrange delivery, process a payment or provide customer support.

Please do not submit personal information that is not reasonably necessary for the service you are requesting.

3. How Do We Collect Your Information?

We may collect personal information:

• Directly from you when you register, place an order, complete a form, contact us or subscribe to marketing communications.

• Automatically through website technologies, including cookies and server logs, where applicable.

• From payment providers, delivery companies and other service providers when information is needed to complete or administer a transaction.

• From other lawful sources where necessary for legitimate business purposes, fraud prevention or compliance with legal obligations.

Where we obtain information from another source, we will handle it in accordance with applicable law.

4. How Do We Use Your Information?

We process personal information for specific, lawful and reasonable purposes, which may include:

• Creating and managing customer accounts.

• Processing orders and payments.

• Arranging delivery and communicating order updates.

• Providing customer service and responding to enquiries.

• Managing returns, refunds, exchanges and warranty claims.

• Verifying age where necessary to comply with applicable requirements.

• Detecting and preventing fraud, abuse and unauthorised transactions.

• Maintaining, troubleshooting and improving our website.

• Managing competitions, surveys or promotions when offered.

• Sending marketing communications where permitted by law.

• Maintaining business records and meeting tax, accounting and other legal obligations.

• Establishing, exercising or defending legal claims where necessary.

We will not use personal information for an unrelated purpose in a manner that is inconsistent with the original purpose of collection unless permitted by law or where any required consent has been obtained.

5. The Lawful Basis for Processing

Under POPIA, personal information must be processed lawfully and for a specific purpose.

Depending on the circumstances, The Vape Studio may process information because:

• It is necessary to take steps at your request or perform a contract, such as processing an order.

• We have a legal obligation to retain or disclose certain information.

• It is necessary to protect a legitimate interest, provided this is permitted by law and does not unjustifiably prejudice your rights.

• You have provided consent where consent is the appropriate legal basis.

Where processing relies on consent, you may withdraw that consent, subject to any lawful consequences and any other legal basis that may permit continued processing.

Withdrawing consent does not make earlier lawful processing unlawful.

6. Email Marketing and Promotional Communications

We may send service-related messages that are necessary to process an order or respond to an enquiry. These are different from promotional marketing messages.

We will send promotional emails, SMS messages or other direct marketing communications only where permitted by applicable law, including where the necessary consent or other lawful basis exists.

Where required, we will obtain your consent before sending electronic direct marketing. We will not treat the mere act of visiting our website or making a purchase as automatic consent to all future marketing.

You may unsubscribe from promotional emails using the unsubscribe link provided or contact us to update your marketing preferences. We will honour valid opt-out requests in accordance with applicable law.

Unsubscribing from marketing will not prevent us from sending essential communications relating to an existing order, account security, a service you have requested or a legal obligation.

7. Cookies and Similar Technologies

Our website may use cookies and similar technologies to support website functionality, remember preferences, understand website usage and improve performance.

Depending on the technologies enabled, cookies may be used to:

• Keep essential website features working.

• Remember selected settings or preferences.

• Measure website traffic and performance.

• Help identify technical problems or suspicious activity.

• Support analytics or marketing features, where enabled and legally permitted.

You may be able to manage cookies through your browser settings or any cookie preference tools provided on our website. Blocking certain cookies may affect some website functions.

Where applicable law requires consent for non-essential cookies or similar technologies, we will seek that consent before using them.

8. When Do We Share Personal Information?

The Vape Studio does not sell customers' personal information to third parties.

We may share personal information with authorised service providers when reasonably necessary to operate our business and provide the services you request. These may include:

• Payment providers, including Adumo and Payflex.

• Courier and delivery companies.

• Website hosting, maintenance and technology providers.

• Customer service, communication or email service providers.

• Professional advisers, auditors and insurers, where necessary.

• Regulators, law enforcement authorities or other parties where disclosure is required or permitted by law.

We limit information shared with service providers to what is reasonably necessary for the relevant purpose. Where required by POPIA, we take appropriate steps to ensure that operators handle personal information securely and in accordance with applicable legal requirements.

We may also disclose information where necessary to establish, exercise or defend legal rights, investigate suspected fraud, protect safety or comply with a lawful request.

9. International Transfers of Information

Some service providers may store or process information outside South Africa.

Where personal information is transferred to another country, The Vape Studio will take the steps required by POPIA to ensure that the transfer is lawful and that appropriate protection is in place.

10. How We Protect Personal Information

We take reasonable technical and organisational measures designed to protect personal information against loss, unauthorised access, misuse, disclosure, alteration or destruction.

Depending on the circumstances, these measures may include access controls, restricted access to personal information, secure service-provider systems, appropriate staff practices and other reasonable safeguards.

No website, electronic transmission or storage system can be guaranteed to be completely secure. We therefore cannot promise absolute security, but we take reasonable steps to protect the information entrusted to us.

If a security compromise occurs that triggers a notification obligation under applicable law, we will take the required steps, including notifying the relevant regulator and affected individuals where required.

11. How Long Do We Keep Personal Information?

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, or for a period required or permitted by law.

Retention periods may depend on factors such as:

• Whether you maintain an active account.

• Whether an order, payment, return or warranty matter remains unresolved.

• Applicable tax, accounting and record-keeping requirements.

• Legal claims, disputes or regulatory obligations.

• Your marketing preferences and any applicable legal requirements.

When information is no longer required and there is no lawful reason to retain it, we will take reasonable steps to delete, destroy or de-identify it securely.

12. Your Rights Under POPIA

Subject to applicable legal requirements and limitations, you may have the right to:

• Request confirmation of whether we hold personal information about you.

• Request access to your personal information.

• Ask us to correct inaccurate, incomplete, outdated or misleading information.

• Request deletion or destruction of information where the law permits.

• Object to certain forms of processing on legally recognised grounds.

• Withdraw consent where processing relies on your consent.

• Object to direct marketing in accordance with applicable law.

• Lodge a complaint with the Information Regulator of South Africa.

To exercise a right or make a privacy-related request, please contact us using the details in section 15. We may need to verify your identity before responding.

Certain information may need to be retained where required by law or where another lawful ground for retention applies. We will explain this where relevant.

13. Children's Personal Information

Our website and products are intended for adults aged 18 years and older. We do not knowingly seek to collect personal information from children under the age of 18 for the purpose of purchasing vaping products.

If we become aware that personal information has been collected from a child in circumstances where the collection was not lawful, we will take appropriate steps in accordance with applicable law.

14. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our business, website features, service providers or legal requirements.

The latest version will be published on our website with its updated revision date. Where a change requires notification or consent under applicable law, we will take the appropriate steps.

15. Questions, Requests and Complaints

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact:

The Vape Studio

• Address: Shop 14, Royal Palms Center, corner of Loch Street and Pierneef Boulevard, Meyerton, Gauteng, 1961

• Telephone: 0734985481

• Email: info@thevapestudio.co.za

• Website: www.thevapestudio.co.za

If you are dissatisfied with how we handle your personal information, you may also lodge a complaint with the Information Regulator of South Africa using the contact details published on its official website.

16. Your Acknowledgement

By using our website, you acknowledge that this Privacy Policy explains how The Vape Studio may collect and process personal information.

Where a particular processing activity requires consent under applicable law, that consent will be requested separately where appropriate. Your use of the website does not remove any rights available to you under POPIA or other applicable legislation.