Privacy Policy

1. Introduction

Greencoin Technologies (Pty) Ltd trading as Greencoin Solar respects your privacy and is committed to protecting personal information processed through our website, online store, quotation processes, digital communications, finance applications, solar installations and related services.

This Privacy Policy explains:

• what personal information we collect;
• how and why we process it;
• who we may share it with;
• how long we retain it;
• how we protect it;
• how we use cookies and online advertising technologies; and
• what rights you have regarding your personal information.

This Policy applies when you interact with Greencoin Solar through:

• our website and online store;
• online forms and landing pages;
• solar calculators;
• email, SMS and WhatsApp;
• Facebook, Instagram and other social-media platforms;
• telephone calls and web chat;
• payment and finance applications;
• site assessments and installations;
• customer-support and warranty processes; and
• remote system-monitoring platforms.

This Policy should be read together with our Terms and Conditions, Cookie Policy, Returns and Refunds Policy, PAIA Manual and any quotation, finance agreement or installation agreement applicable to you.

2. Responsible Party

The responsible party is:

Registered company name: Greencoin Technologies (Pty) Ltd
Trading name: Greencoin Solar
Company registration number: 2021/808267/07
VAT registration number: 4190313553
General email: info@greencoinsolar.co.za
Website: https://greencoinsolar.co.za

Greencoin Solar determines why and how personal information is processed in connection with its business.

Certain third parties, including finance providers, credit bureaus, payment providers and social-media platforms, may process information as independent responsible parties under their own privacy policies.

3. Personal Information We Collect

The information we collect depends on how you interact with us.

3.1 Identity and contact information

We may collect:

• full name;
• identity or passport information where required;
• signature;
• residential, business, delivery and installation addresses;
• email address;
• telephone and WhatsApp numbers;
• preferred language and communication method; and
• details of an authorised representative.

3.2 Property and installation information

We may collect:

• property address and location;
• property-ownership or landlord-authorisation information;
• body corporate or homeowners’ association approvals;
• roof, structure and electrical-installation information;
• electricity meter and distribution-board details;
• site-access and safety information;
• photographs, videos, plans and electrical diagrams;
• SSEG, municipal or Eskom documentation;
• engineer reports;
• Certificates of Compliance; and
• commissioning and installation records.

3.3 Electricity and system information

We may collect:

• electricity bills;
• monthly electricity expenditure;
• electricity usage and load profiles;
• appliance and essential-load information;
• meter and tariff details;
• desired backup duration;
• solar generation and grid-consumption data;
• battery status and performance;
• system alerts;
• monitoring logs; and
• diagnostic information.

3.4 Enquiry, quotation and sales information

We may collect:

• products or services requested;
• package preferences;
• cash or finance preference;
• lead source and campaign information;
• answers submitted through enquiry forms;
• sales notes;
• quotation history;
• enquiry status;
• follow-up history; and
• reasons for accepting or declining a quotation.

3.5 Order and transaction information

We may collect:

• products and services purchased;
• shopping-cart and order information;
• invoices and statements;
• delivery and collection details;
• serial numbers;
• refunds and cancellations;
• warranty registrations;
• return and repair information; and
• customer-support history.

3.6 Payment information

We may collect:

• payment method;
• transaction reference;
• payment status;
• proof of payment;
• bank-account details where required for EFT payments or refunds;
• billing information;
• limited card-payment information supplied by a payment provider; and
• fraud-verification information.

Full card details are generally processed directly by the payment provider and are not stored by Greencoin Solar.

3.7 Finance and credit information

Where you apply for finance or consent to a credit assessment, we or an authorised finance partner may collect:

• identity and address information;
• employment or business information;
• income and expenditure;
• affordability information;
• bank statements and payslips;
• financial statements;
• company registration and tax information;
• credit history;
• credit-bureau results;
• debt-review or insolvency information;
• fraud and identity-verification results;
• finance application information; and
• lender decisions.

Finance providers and credit bureaus may process this information under their own legal obligations and privacy policies.

3.8 Communication information

We may retain:

• emails;
• WhatsApp and SMS messages;
• social-media messages and comments;
• telephone notes;
• call recordings where notice has been given;
• web-chat conversations;
• support tickets;
• complaints;
• reviews;
• testimonials; and
• survey responses.

3.9 Website and device information

When you use our website, we may automatically collect:

• IP address;
• browser and device type;
• operating system;
• approximate location;
• referring website or advertisement;
• pages and products viewed;
• links clicked;
• shopping-cart activity;
• form interactions;
• dates and times of visits;
• cookie and session identifiers;
• Website errors; and
• security logs.

3.10 Marketing information

We may collect:

• marketing consent;
• communication preferences;
• unsubscribe records;
• campaign engagement;
• advertisement interactions;
• lead source;
• email opens and clicks;
• competition entries; and
• interests inferred from lawful Website or advertising activity.

3.11 Supplier, contractor and applicant information

We may process identity, contact, banking, qualification, registration, insurance, compliance and employment-related information concerning suppliers, installers, contractors, consultants and job applicants.

4. How We Collect Information

We may collect personal information:

4.1 Directly from you

This includes information provided when you:

• complete a Website form;
• request a quotation;
• use a solar calculator;
• place an order;
• upload an electricity bill or photograph;
• apply for finance;
• make a payment;
• communicate with our staff;
• attend a site assessment;
• sign an agreement;
• request support; or
• submit a review or complaint.

4.2 From authorised representatives

We may receive information from a spouse, household member, employee, landlord, property owner, company representative, body corporate, finance broker or another person authorised to act for you.

4.3 From third parties

We may receive information from:

• advertising and lead-generation platforms;
• finance providers and credit bureaus;
• payment providers and banks;
• identity and fraud-verification services;
• installers and subcontractors;
• manufacturers and suppliers;
• couriers;
• municipalities and Eskom;
• engineers;
• monitoring-platform providers; and
• publicly available lawful sources.

4.4 Automatically

Website, device, cookie, analytics and security information may be collected automatically when you use our digital services.

5. Why We Process Personal Information

We may process personal information to:

• respond to enquiries;
• prepare quotations;
• recommend suitable solar systems;
• analyse electricity usage;
• conduct site and roof assessments;
• process orders and payments;
• arrange delivery or collection;
• provide installation services;
• submit SSEG, municipal or Eskom documentation where included;
• process finance applications and authorised credit checks;
• commission and monitor solar systems;
• provide maintenance, support and warranty services;
• communicate transaction and project updates;
• prevent fraud and protect our systems;
• improve our Website, services and customer experience;
• conduct analytics and campaign measurement;
• send lawful direct marketing;
• manage complaints and disputes;
• enforce agreements;
• maintain accounting and business records; and
• comply with legal, regulatory, tax, electrical and safety obligations.

6. Lawful Grounds for Processing

Depending on the circumstances, we process information because:

• you have consented;
• processing is necessary to conclude or perform a contract;
• processing is required by law;
• processing protects your legitimate interests;
• processing is necessary for our legitimate business interests or those of a third party; or
• another lawful justification applies.

Our legitimate interests may include:

• responding to requested enquiries;
• following up on active quotations;
• operating and securing the Website;
• preventing fraud;
• maintaining accurate records;
• improving customer service;
• managing warranties;
• recovering lawful debts; and
• protecting our legal rights.

Consent is not the only basis on which we may process information.

Withdrawing consent does not affect processing already completed or processing supported by another lawful ground.

7. Mandatory and Voluntary Information

Certain information is voluntary. Other information may be required to:

• provide an accurate quotation;
• verify your identity;
• assess system requirements;
• process an order;
• complete a payment;
• deliver Products;
• perform an installation;
• apply for finance;
• conduct an authorised credit check;
• register a warranty;
• provide support; or
• comply with law.

Where required information is not supplied, we may be unable to provide the requested Product or Service.

Marketing consent is voluntary and is not ordinarily required to complete a purchase.

8. Direct Marketing

We may send direct marketing by email, SMS, WhatsApp, telephone, social media or online advertising only where permitted by law.

We may use your contact details, in encrypted (hashed) form, to show you relevant adverts on Meta platforms such as Facebook and Instagram. We may contact you on WhatsApp about your quote, and with your permission about offers; reply STOP at any time.

8.1 Prospective customers

Where required, we will obtain consent before sending unsolicited electronic marketing to a person who is not an existing customer.

8.2 Existing customers

Where permitted, we may market our own similar Products or Services to existing customers, provided that the customer was given a reasonable opportunity to object and every marketing communication includes an opt-out method.

8.3 Requested communications

Communications relating to an enquiry, quotation, order, finance application, delivery, installation or support request initiated by you are generally treated as communications connected with that request.

8.4 Opting out

You may opt out by:

• using an unsubscribe link;
• replying “STOP” where offered;
• using the available WhatsApp opt-out;
• adjusting communication preferences; or
• contacting info@greencoinsolar.co.za.

We may retain limited information on a suppression list to ensure that your opt-out is respected.

Opting out of marketing does not prevent transactional, contractual, safety, debt-collection or legal communications.

9. Cookies and Online Tracking

Our Website may use cookies, pixels, tags, analytics tools and similar technologies.

These may be used to:

• operate and secure the Website;
• maintain shopping carts and sessions;
• remember preferences;
• detect fraud;
• measure Website traffic;
• understand customer journeys;
• measure advertising performance;
• record conversions;
• create advertising audiences;
• perform retargeting; and
• personalise content or advertising where permitted.

9.1 Cookie categories

We may use:

Essential cookies: Required for Website operation, security, forms, shopping carts and checkout.

Preference cookies: Remember language, region and user settings.

Analytics cookies: Measure Website traffic, performance and usage.

Advertising cookies: Measure campaigns and provide relevant advertising.

9.2 Third-party technologies

Depending on our Website configuration, technologies may be supplied by:

• WordPress;
• WooCommerce;
• Google Analytics;
• Google Ads;
• Google Tag Manager;
• Google reCAPTCHA;
• Meta Pixel;
• Facebook and Instagram;
• CRM or sales-funnel providers;
• payment gateways;
• chat and WhatsApp integration providers;
• email and SMS platforms;
• hosting providers; and
• security services.

The actual technologies used should be listed in our Cookie Policy or cookie-preference centre.

9.3 Cookie choices

Where required, optional analytics and advertising cookies will be used only after the relevant choice has been made.

Users should be able to:

• accept optional cookies;
• reject optional cookies;
• manage cookie categories; and
• change preferences later.

Cookies may also be controlled through browser and device settings. Disabling certain cookies may affect Website functionality.

10. Online Advertising and Social Media

We may advertise through platforms such as Google, Facebook, Instagram and LinkedIn.

These platforms may help us:

• measure advertisements;
• identify whether an advertisement resulted in an enquiry or purchase;
• show advertisements to previous Website visitors;
• create or measure advertising audiences; and
• analyse campaign performance.

Advertising platforms may combine information received from Greencoin Solar with information they independently hold and may act as separate responsible parties.

When you communicate with us through social media, the platform may process your information under its own privacy policy.

You should not publish identity numbers, banking information, electricity bills, precise addresses, passwords or other confidential information in public comments.

11. WhatsApp, SMS and Digital Messaging

We may use WhatsApp, SMS, email and other messaging tools to:

• respond to enquiries;
• request quotation information;
• ask automated qualification questions;
• arrange site visits;
• send quotations;
• provide payment, delivery and installation updates;
• provide support; and
• send lawful marketing.

Messaging platforms may process telephone numbers, profile information, message content, attachments, delivery status and device information.

Sensitive documents should be submitted through a secure upload method where one is available.

12. CRM, Sales Funnels and Automation

We may use customer-relationship-management, sales-funnel and workflow systems to:

• capture enquiries;
• allocate leads;
• store customer information;
• trigger automated questions;
• schedule follow-ups;
• record communication history;
• manage sales and quotation stages;
• identify incomplete applications;
• generate reminders; and
• produce operational reports.

Automations may use information such as location, electricity expenditure, property-ownership status, finance preference, package interest and enquiry status.

These systems assist our staff but do not independently create a binding quotation, approve finance or determine your legal rights.

13. Automated Decisions and Profiling

We may use automated tools to:

• recommend indicative solar packages;
• estimate savings;
• estimate system size;
• categorise enquiries;
• prioritise follow-ups;
• identify possible fraud;
• personalise Website content; and
• measure marketing engagement.

Automated recommendations are indicative only. Final system recommendations may require human review and a site assessment.

Finance providers may use their own automated or partly automated credit-assessment tools.

Where a decision based solely on automated processing has a legal or substantial effect and applicable law provides protection, you may request appropriate information, make representations or request human review.

14. Sharing Personal Information

We may share personal information where reasonably necessary and lawful with:

14.1 Employees and authorised representatives

This includes sales, customer-service, finance, project, installation, support and management personnel who require access for their duties.

14.2 Installers and service providers

We may share information with approved:

• electricians;
• solar installers;
• engineers;
• roof specialists;
• maintenance providers;
• technicians;
• compliance providers; and
• subcontractors.

14.3 Suppliers and manufacturers

Information may be shared to:

• confirm stock;
• order equipment;
• register warranties;
• obtain technical support;
• investigate faults;
• arrange repairs; and
• process replacement claims.

14.4 Finance and verification providers

With the required lawful basis or authority, information may be shared with:

• finance providers;
• banks;
• credit bureaus;
• finance brokers;
• affordability services;
• identity-verification services; and
• fraud-prevention providers.

14.5 Payment and banking providers

Transaction information may be shared with payment gateways, acquiring banks, financial institutions and fraud-screening providers.

14.6 Couriers and logistics providers

We may share recipient names, telephone numbers, delivery addresses, access instructions and order information with couriers, warehouses and freight providers.

14.7 Municipalities and Eskom

Where required or included in our Services, information may be shared for SSEG registration, connection approval, meter processes, inspections, electrical compliance and commissioning.

14.8 Technology and professional providers

We may use:

Your information may be stored and processed by trusted service providers, some of which are outside South Africa.

• Website and cloud hosts;
• CRM and finance systems;
• email, SMS and WhatsApp providers;
• analytics and advertising providers;
• remote-monitoring platforms;
• cybersecurity providers;
• accountants;
• auditors;
• attorneys;
• insurers; and
• debt-recovery providers.

14.9 Public authorities

Information may be disclosed where required by law, court order, lawful regulatory request or for fraud, safety or legal proceedings.

14.10 Business transactions

Information may be disclosed during a merger, acquisition, investment, restructuring, sale of assets, business rescue or similar transaction, subject to lawful safeguards.

15. Operators and Third Parties

Where a service provider processes personal information on our behalf as an operator, we will take reasonable steps to require appropriate confidentiality, security and processing obligations.

Operators should:

• process information only with our authority;
• protect confidentiality;
• implement reasonable safeguards;
• report suspected security compromises;
• assist with privacy requests; and
• delete, return or retain information according to lawful instructions.

Some third parties, including lenders, credit bureaus, banks, payment providers, social-media platforms and public authorities, may act as independent responsible parties rather than operators.

16. Cross-Border Processing

Some cloud, advertising, analytics, communication, monitoring, finance or manufacturer platforms may store or process information outside South Africa.

Where information is transferred internationally, we will take reasonable steps to ensure that the transfer is permitted under POPIA.

A transfer may be supported by:

• adequate legal protection in the receiving country;
• binding contractual safeguards;
• binding corporate rules;
• contractual necessity;
• your consent where appropriate; or
• another lawful basis.

Foreign countries may have different privacy and government-access laws.

17. Information Security

We use reasonable technical and organisational safeguards to protect personal information against loss, damage, unauthorised access, unlawful use, disclosure, alteration or destruction.

Measures may include:

• passwords and multi-factor authentication;
• role-based access controls;
• secure hosting;
• encryption where appropriate;
• firewalls and security software;
• backups;
• system monitoring;
• secure payment providers;
• staff confidentiality obligations;
• privacy and security training;
• supplier due diligence;
• incident-response procedures; and
• secure deletion and disposal.

No electronic system is completely secure.

You should:

• protect account credentials;
• use strong passwords;
• avoid sharing one-time passwords;
• verify unexpected bank-detail changes; and
• report suspicious activity promptly.

18. Security Compromises

Where there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will investigate and respond in accordance with applicable law.

Where required, we will notify:

• the Information Regulator; and
• affected data subjects.

A notification may describe:

• the nature of the compromise;
• possible consequences;
• steps taken or planned;
• actions the affected person can take; and
• available information about the unauthorised person.

An operator that becomes aware of a suspected compromise must notify Greencoin Solar promptly.

19. Retention of Personal Information

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

Retention periods may depend on:

• the status of an enquiry or quotation;
• the duration of the customer relationship;
• tax and accounting requirements;
• warranty and support periods;
• installation and compliance requirements;
• finance-provider requirements;
• complaint and dispute periods;
• fraud-prevention needs; and
• legal prescription periods.

Examples include:

• enquiry information retained for a reasonable sales and follow-up period;
• quotation records retained for operational and dispute purposes;
• transaction records retained for statutory accounting periods;
• installation and warranty records retained for system support and compliance;
• finance information retained according to lender and legal requirements;
• marketing information retained until consent is withdrawn or an objection is received; and
• opt-out information retained to ensure that future marketing is suppressed.

When information is no longer required, we may securely delete, destroy, anonymise or de-identify it.

De-identified information may be retained for statistics, forecasting, research and service improvement.

20. Accuracy and Data Minimisation

We take reasonable steps to ensure that personal information is accurate, complete, relevant and not excessive.

You should inform us when relevant information changes, including:

• contact details;
• delivery or installation address;
• property ownership;
• authorised representatives;
• electricity-account details;
• finance information; and
• marketing preferences.

We may request supporting documents before making material changes.

We aim to collect only information reasonably required for the relevant purpose.

21. Your Rights

Subject to POPIA, PAIA and other applicable law, you may have the right to:

• be informed when personal information is collected;
• ask whether we hold information about you;
• request access to your information;
• request correction or updating;
• request deletion or destruction where lawful;
• object to certain processing;
• object to direct marketing;
• withdraw consent;
• challenge certain automated decisions;
• request information about third parties that received your information where applicable;
• lodge a complaint; and
• seek legal remedies.

These rights are not absolute.

We may retain or refuse access to information where:

• retention is required by law;
• information is required to perform a contract;
• a legal claim exists;
• tax or accounting requirements apply;
• warranty or compliance records are required;
• disclosure would affect another person’s rights;
• legal privilege applies; or
• another lawful ground exists.

22. Exercising Your Rights

Privacy requests should be submitted to:

Email: info@greencoinsolar.co.za

Please provide enough information for us to:

• identify you;
• locate the relevant information;
• understand the request; and
• verify that the request is genuine.

We may request proof of identity or authority before acting.

An authorised representative must provide suitable proof of authority.

Access requests may also be subject to our PAIA Manual and prescribed PAIA procedures.

23. Reviews, Testimonials and Installation Photographs

Where you submit a review, testimonial, photograph or video, we will use it for the purpose for which it was supplied.

We will obtain an appropriate lawful basis or separate consent before using identifiable customer content or private-property images for marketing.

Where reasonably possible, we may:

• remove precise addresses;
• blur number plates;
• conceal street numbers;
• remove location metadata;
• avoid publishing security features; and
• limit the personal details displayed.

Where use is based on consent, consent may be withdrawn for future use.

Withdrawal may not require recall of material lawfully printed or published before the withdrawal, but future use will be stopped where reasonably practicable and legally required.

24. Children and Special Personal Information

Our Website, Products and Services are not directed at children.

We do not knowingly invite children to create accounts, place orders, request quotations or apply for finance.

Information about children or special personal information will be processed only where lawfully permitted and reasonably necessary.

You should not submit health, biometric, religious, political, criminal or similarly sensitive information unless it is directly relevant and required.

25. Third-Party Websites

Our Website may link to external websites and services, including:

• finance providers;
• payment gateways;
• courier websites;
• manufacturer portals;
• monitoring systems;
• social-media platforms;
• municipalities; and
• Eskom.

Third parties control their own websites and privacy practices.

You should review their privacy policies before supplying information.

Greencoin Solar is not responsible for independent third-party processing but remains responsible for its own legal obligations.

26. Information Regulator

You may also lodge a complaint with the Information Regulator of South Africa.

Information Regulator South Africa

Website: https://inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
PAIA complaints: PAIAComplaints@inforegulator.org.za

Greencoin Solar should confirm the Regulator’s current contact details before publication.

27. Changes to this Policy

We may update this Privacy Policy to reflect:

• legal or regulatory changes;
• changes to our Website;
• new products or services;
• new technologies;
• changes to service providers;
• changes to finance, payment or marketing processes; and
• improvements to our privacy practices.

The updated Policy will be published on our Website with a revised effective date.

Where a change materially affects how we use personal information, we may provide additional notice or obtain fresh consent where required.