Last Updated: January 5, 2026

1. Introduction

Coppic (“we,” “our,” or “us”) is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African laws.

Our website address is: https://www.coppic.app

Responsible Party: Coppic is the Responsible Party as defined in POPIA for the processing of your personal information collected through our Services.

By using our Services, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

2. Information Officer

In accordance with Section 56 of POPIA, we have appointed an Information Officer who is responsible for ensuring our compliance with POPIA.

Information Officer Contact Details:

  • Name: Harry King
  • Email: popia@coppic.app
  • Telephone: +27 83 2632638

You may contact our Information Officer for:

  • Questions about this Privacy Policy
  • Requests to access, correct, or delete your personal information
  • Complaints about our privacy practices
  • Any other privacy-related inquiries

3. Personal Information We Collect

3.1 Information You Provide Directly

When you use our Services, we collect personal information that you provide directly to us:

Account Information:

  • Full name
  • Email address
  • Password (stored in encrypted form)
  • Company/business name
  • Telephone number
  • Billing address

Content Creation Information:

  • Target audience information
  • Industry and business sector
  • Content requirements and specifications
  • Marketing objectives

Payment Information:

  • Credit/debit card details (processed by third-party payment processors)
  • Billing information
  • VAT registration number (if applicable)
  • Payment history

Communications:

  • Content of messages you send to us
  • Customer support inquiries
  • Feedback and survey responses
  • Comments on our blog or website

3.2 Information Collected Automatically

When you access our Services, we automatically collect certain technical information:

Device and Usage Information:

  • IP address
  • Browser type and version
  • Device type and operating system
  • Pages visited and features used
  • Date and time of access
  • Referring website
  • Language preferences
  • Time zone

Cookies and Tracking Technologies:

  • Session cookies
  • Persistent cookies
  • Analytics cookies
  • Security cookies
  • See Section 10 for detailed cookie information

3.3 Information from Third-Party Sources

We may receive information about you from:

  • Payment processors (transaction status, payment method details)
  • AI service providers (usage data, API call information)
  • Social media platforms (if you connect your social accounts)
  • Public databases and marketing partners (business information)
  • Analytics providers (website usage and behavior data)

3.4 Special Personal Information

We do not intentionally collect “special personal information” as defined in Section 26 of POPIA (information relating to race, ethnic origin, political opinions, religious beliefs, health, sex life, biometric information, criminal behavior, etc.). If you provide such information voluntarily, it will be processed only with your explicit consent and for the specific purpose provided.

4. How We Use Your Personal Information

We process your personal information for the following purposes, in accordance with the conditions for lawful processing set out in Chapter 3 of POPIA:

4.1 Service Delivery (Sections 9 and 10 of POPIA)

  • Creating and managing your account
  • Providing content creation services
  • Processing your content requests
  • Delivering completed content to you
  • Managing your subscription or annual package
  • Facilitating revisions and modifications
  • Providing customer support

4.2 Payment Processing (Section 10 of POPIA)

  • Processing payments and refunds
  • Managing billing and invoices
  • Detecting and preventing fraud
  • Maintaining transaction records
  • VAT compliance and tax reporting

4.3 Service Improvement (Section 9 of POPIA)

  • Analyzing usage patterns and trends
  • Improving our content creation algorithms
  • Enhancing user experience
  • Developing new features and services
  • Training and improving our AI models
  • Quality control and assurance

4.4 Communication (Section 11 of POPIA)

  • Sending service-related notifications
  • Responding to inquiries and support requests
  • Providing account updates
  • Sending promotional materials (with your consent)
  • Conducting surveys and requesting feedback

4.5 Legal and Security (Section 9(c) and (d) of POPIA)

  • Complying with legal obligations
  • Enforcing our Terms and Conditions
  • Protecting against fraud and abuse
  • Ensuring platform security
  • Resolving disputes
  • Protecting our rights and property

4.6 Marketing (Section 11 of POPIA)

With your consent, we may use your information for:

  • Sending newsletters and promotional emails
  • Providing information about new features
  • Offering special promotions and discounts
  • Sharing industry insights and content marketing tips

You may opt out of marketing communications at any time.

5. Legal Basis for Processing

We process your personal information based on the following legal grounds under POPIA:

  1. Consent (Section 11): When you provide explicit consent for specific processing activities
  2. Contract Performance (Section 9(a)): Processing necessary to fulfill our Services to you
  3. Legal Obligation (Section 9(c)): Compliance with South African laws and regulations
  4. Legitimate Interests (Section 9(f)): Processing necessary for our legitimate business interests, provided your rights are not adversely affected

6. How We Share Your Personal Information

We do not sell your personal information to third parties. We may share your information with the following categories of recipients:

6.1 Service Providers (Section 13 of POPIA)

We engage third-party service providers who process personal information on our behalf (“Operators”):

AI and Content Generation Services:

  • OpenAI, Anthropic, or other AI service providers
  • Natural language processing platforms
  • Image generation services
  • Purpose: Content creation and generation

Payment Processors:

  • Payment gateway providers
  • Credit card processing services
  • Purpose: Processing payments securely

Cloud Infrastructure:

  • Hosting providers (e.g., AWS, Google Cloud, Azure)
  • Database services
  • CDN providers
  • Purpose: Data storage and service delivery

Analytics and Marketing:

  • Google Analytics
  • Email marketing platforms
  • Customer relationship management (CRM) systems
  • Purpose: Service improvement and marketing

Security Services:

  • SolidWP/iThemes Security
  • DDoS protection services
  • Malware scanning services
  • Purpose: Security and fraud prevention

All service providers are contractually obligated to:

  • Process information only for specified purposes
  • Implement appropriate security measures
  • Comply with POPIA requirements
  • Not disclose information to unauthorized parties

6.2 Business Transfers

If we are involved in a merger, acquisition, sale of assets, or bankruptcy:

  • Your information may be transferred to the acquiring entity
  • You will be notified via email and/or website notice
  • The new entity will be bound by this Privacy Policy

6.3 Legal Requirements (Section 9(d) of POPIA)

We may disclose your information when required by law:

  • In response to court orders or legal process
  • To comply with regulatory requirements
  • To protect our rights, property, or safety
  • To protect the rights, property, or safety of others
  • To prevent fraud or illegal activities
  • As required by the South African Revenue Service (SARS)

6.4 With Your Consent

We may share your information with other parties when you have given explicit consent for such sharing.

7. International Data Transfers (Section 72 of POPIA)

Some of our service providers are located outside South Africa, which means your personal information may be transferred to, stored, or processed in other countries, including:

  • United States (AI services, cloud hosting)
  • European Union (analytics, marketing tools)
  • Other jurisdictions where our service providers operate

Cross-Border Transfer Safeguards:

In accordance with Chapter 9 of POPIA, we ensure that:

  1. The recipient country has adequate data protection laws, or
  2. We have appropriate contractual safeguards in place (e.g., Standard Contractual Clauses), or
  3. You have provided explicit consent for the transfer, or
  4. The transfer is necessary for performance of our contract with you

AI Service Providers: We use AI services from providers such as OpenAI, Anthropic, and others. These providers:

  • Are based primarily in the United States
  • Have their own privacy policies and data protection measures
  • Process data in accordance with their terms of service
  • May be subject to U.S. data protection laws

By using our Services, you acknowledge and consent to these international transfers.

8. Data Security (Section 19 of POPIA)

We implement appropriate technical and organizational measures to secure your personal information against loss, damage, unauthorized access, and unlawful processing:

8.1 Technical Security Measures

  • Encryption: Data encrypted in transit (TLS/SSL) and at rest
  • Access Controls: Role-based access with authentication requirements
  • Firewalls: Network security and intrusion detection systems
  • Secure Hosting: Industry-standard cloud infrastructure
  • Regular Backups: Encrypted and geographically distributed backups
  • Security Monitoring: 24/7 monitoring for suspicious activity
  • Malware Protection: Regular scanning and vulnerability assessments

8.2 Organizational Security Measures

  • Staff Training: Regular privacy and security training for employees
  • Confidentiality Agreements: All staff sign confidentiality agreements
  • Access Restrictions: Limited access on a need-to-know basis
  • Vendor Management: Due diligence on all third-party providers
  • Incident Response: Procedures for responding to security breaches
  • Regular Audits: Periodic security and privacy assessments

8.3 Your Responsibility

While we implement robust security measures, you are also responsible for:

  • Keeping your password confidential
  • Using a strong, unique password
  • Not sharing your account credentials
  • Logging out after each session
  • Notifying us immediately of any unauthorized access

8.4 Data Breach Notification (Section 22 of POPIA)

In the event of a data breach involving your personal information, we will:

  • Notify you as soon as reasonably possible
  • Inform you of the nature of the breach
  • Advise you of measures to mitigate potential harm
  • Notify the Information Regulator if required by POPIA
  • Take steps to prevent future breaches

9. Data Retention (Section 14 of POPIA)

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected or as required by law:

9.1 Retention Periods

Active Account Information:

  • Retained for the duration of your account plus 1 year after account closure
  • Purpose: Service delivery and customer support

Payment and Billing Records:

  • Retained for 5 years after the transaction
  • Purpose: Tax compliance, audit requirements, and dispute resolution
  • Legal basis: South African tax and accounting laws

Content and Projects:

  • Retained for the duration of your subscription plus 90 days
  • Purpose: Service delivery and backup recovery
  • You may request earlier deletion

Marketing Communications:

  • Retained until you unsubscribe or request deletion
  • Unsubscribe records retained to honor opt-out preferences

Support Communications:

  • Retained for 3 years
  • Purpose: Quality assurance and dispute resolution

Security Logs:

  • Retained for 60 days (for routine logs)
  • Retained for 12 months (for security incident logs)
  • Purpose: Security monitoring and incident investigation

Anonymous Analytics Data:

  • May be retained indefinitely for statistical purposes
  • Cannot be traced back to individual users

9.2 Deletion After Retention Period

After the retention period expires, we will:

  • Securely delete or anonymize your personal information
  • Ensure backups are also purged or anonymized
  • Retain only aggregated, non-identifiable data for statistical purposes

10. Cookies and Tracking Technologies

10.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide a better user experience and analyze website performance.

10.2 Types of Cookies We Use

Essential Cookies (Always Active):

  • Session management cookies
  • Authentication cookies
  • Security cookies (itsec_interstitial_browser)
  • Purpose: Enable core website functionality
  • Legal basis: Necessary for service delivery

Analytics Cookies:

  • Google Analytics
  • Usage tracking cookies
  • Purpose: Understand how visitors use our website
  • Legal basis: Legitimate interest in improving services
  • You may opt out using browser settings

Preference Cookies:

  • Language preferences
  • Display settings
  • Purpose: Remember your preferences
  • Legal basis: Legitimate interest in enhancing user experience

Marketing Cookies:

  • Advertising cookies
  • Retargeting pixels
  • Purpose: Deliver relevant advertisements
  • Legal basis: Your consent (can be withdrawn anytime)

10.3 Third-Party Cookies

We use third-party services that may set cookies:

  • Google Analytics (analytics and reporting)
  • Facebook Pixel (advertising and retargeting)
  • LinkedIn Insights (business analytics)
  • Payment processors (transaction security)

These third parties have their own privacy policies governing their use of cookies.

10.4 Managing Cookies

You can control cookies through:

  • Browser Settings: Most browsers allow you to block or delete cookies
  • Cookie Consent Banner: Use our cookie preference center (if available)
  • Opt-Out Tools: Use tools like Google Analytics Opt-out Browser Add-on

Note: Disabling certain cookies may affect website functionality.

10.5 Do Not Track

Our website does not currently respond to “Do Not Track” signals from browsers. You can still control tracking through cookie settings.

11. Your Rights Under POPIA

As a data subject under POPIA, you have the following rights:

11.1 Right of Access (Section 23)

You have the right to:

  • Request confirmation of whether we process your personal information
  • Request access to your personal information
  • Receive a copy of your personal information in a structured format

How to exercise: Contact our Information Officer using the details in Section 2.

11.2 Right to Correction (Section 24)

You have the right to:

  • Request correction of inaccurate personal information
  • Request completion of incomplete personal information
  • Update your account information at any time

How to exercise: Update information in your account settings or contact us.

11.3 Right to Deletion (Section 24)

You have the right to request deletion of your personal information when:

  • The information is no longer necessary for the purpose it was collected
  • You withdraw consent (where consent was the basis for processing)
  • You object to processing and there are no overriding legitimate grounds
  • The information was unlawfully processed

Limitations: We may retain information if required by law or for legitimate purposes (e.g., dispute resolution, fraud prevention).

How to exercise: Contact our Information Officer.

11.4 Right to Object (Section 11(3))

You have the right to object to:

  • Direct marketing at any time (unconditional right)
  • Processing based on legitimate interests (we will cease unless we can demonstrate compelling legitimate grounds)

How to exercise: Click “unsubscribe” in marketing emails or contact us.

11.5 Right to Restriction

You have the right to request restriction of processing when:

  • You contest the accuracy of the information
  • Processing is unlawful but you don’t want deletion
  • We no longer need the information, but you need it for legal claims

How to exercise: Contact our Information Officer.

11.6 Right to Data Portability

You have the right to:

  • Receive your personal information in a structured, commonly used format
  • Transmit this information to another data controller

How to exercise: Contact our Information Officer.

11.7 Right to Lodge a Complaint (Section 74)

If you believe we have violated your privacy rights or POPIA, you may:

  • Contact our Information Officer to resolve the issue
  • Lodge a complaint with the Information Regulator:

Information Regulator (South Africa):

  • Website: https://inforegulator.org.za
  • Email: enquiries@inforegulator.org.za
  • Telephone: +27 10 023 5200
  • Address: Woodmead North Office Park, 54 Maxwell Drive Woodmead, Johannesburg, 2191

11.8 Response Timeline

We will respond to your requests within a reasonable time, and in any case:

  • Acknowledge receipt within 5 business days
  • Provide a substantive response within 30 days
  • Notify you if we require an extension

12. Children’s Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.

If you are a parent or guardian and believe your child has provided personal information to us:

  • Contact us immediately using the details in Section 17
  • We will take steps to delete such information promptly

13. Direct Marketing (Sections 11 and 12 of POPIA)

13.1 Marketing Communications

With your consent, we may send you:

  • Newsletters and product updates
  • Promotional offers and discounts
  • Industry insights and tips
  • Survey and feedback requests

13.2 Consent for Marketing

We obtain your consent for marketing communications by:

  • Opt-in checkbox during account registration
  • Separate consent for specific marketing campaigns
  • Implied consent based on existing business relationship (where permitted)

13.3 Opting Out

You may opt out of marketing communications at any time by:

  • Clicking the “unsubscribe” link in any marketing email
  • Adjusting your account communication preferences
  • Contacting us directly
  • Replying “STOP” to SMS marketing messages

Important: Opting out of marketing does not affect:

  • Transactional emails (order confirmations, account notifications)
  • Service-related communications
  • Legal notices

13.4 Electronic Communications

In accordance with Section 69 of the Electronic Communications and Transactions Act 25 of 2002:

  • We will not send unsolicited marketing messages without consent
  • Marketing messages will include clear identification and opt-out mechanism
  • We will honor opt-out requests promptly

14. Third-Party Websites and Services

14.1 External Links

Our website may contain links to third-party websites. We are not responsible for:

  • The privacy practices of third-party websites
  • The content of external websites
  • Security of information you provide to third parties

Recommendation: Review the privacy policy of any third-party website you visit.

14.2 Embedded Content

Our website may include embedded content from other websites (e.g., YouTube videos, social media posts). Embedded content may:

  • Collect data about you
  • Use cookies and tracking technologies
  • Monitor your interaction with the embedded content
  • Be subject to the third party’s privacy policy

14.3 Social Media Integration

If you connect your social media accounts or share our content:

  • The social media platform may collect information about you
  • Your activity may be visible to your social media connections
  • The social media platform’s privacy policy will apply

15. AI and Content Generation

15.1 AI Service Providers

We use artificial intelligence services to generate content. This involves:

  • Sending your content requirements to AI platforms
  • Processing your brand information and preferences
  • Generating text, social media posts, and blog content
  • Analyzing content performance

AI Providers We Use:

  • OpenAI (ChatGPT, GPT-4)
  • Anthropic (Claude)
  • Other AI content generation platforms

15.2 Data Processed by AI Services

Information sent to AI services may include:

  • Your content requirements and briefs
  • Brand guidelines and voice
  • Target audience information
  • Industry and business context
  • Previous content examples

Important: We do not send:

  • Payment information
  • Passwords or credentials
  • Personal identification documents
  • Special personal information (as defined in POPIA)

15.3 AI Service Provider Policies

AI service providers have their own privacy policies and data practices:

  • They may use data to improve their models
  • They implement their own security measures
  • They may be subject to different legal jurisdictions
  • We select providers with strong privacy and security practices

Your Responsibility:

  • Review our content requests before submission
  • Avoid including sensitive personal information in content briefs
  • Ensure you have rights to any reference materials provided

15.4 AI-Generated Content

Content generated through AI:

  • May include information from the AI’s training data
  • Should be reviewed for accuracy and appropriateness
  • Is your responsibility to verify before publication
  • May not be entirely original or unique

16. Website Security Features

16.1 Login Security

We implement enhanced security measures for user authentication:

  • Two-factor authentication (optional)
  • Password strength requirements
  • Account lockout after failed login attempts
  • Session timeout after inactivity
  • IP address logging for suspicious activity

16.2 Security Monitoring

We use security services to protect our website:

  • SolidWP/iThemes Security: Brute force protection, malware scanning
  • Distributed Brute Force Protection: IP addresses of login attempts are shared with SolidWP’s protection network
  • Security Logs: IP addresses, user IDs, and login attempts logged for 60 days

For more information, see the SolidWP Privacy Policy.

17. Changes to This Privacy Policy

17.1 Policy Updates

We may update this Privacy Policy from time to time to reflect:

  • Changes in our practices
  • Changes in applicable laws
  • New features or services
  • User feedback

17.2 Notification of Changes

When we make material changes to this Privacy Policy:

  • We will update the “Last Updated” date
  • We will notify you via email (to your registered email address)
  • We will post a notice on our website
  • For significant changes, we may require your re-consent

17.3 Review and Acceptance

We encourage you to:

  • Review this Privacy Policy periodically
  • Contact us with any questions
  • Ensure you understand how we process your information

Continued use of our Services after changes take effect constitutes acceptance of the updated Privacy Policy.

18. Contact Us

18.1 Privacy Questions and Requests

For questions about this Privacy Policy or to exercise your POPIA rights, contact:

Information Officer:

  • Name: Harry King
  • Email: popia@coppic.app
  • Telephone: +27 83 263 2638

18.2 General Inquiries

For general questions about our Services:

  • Website: https://www.coppic.app
  • Contact Page: https://www.coppic.app/contact/
  • Email: info@coppic.app

18.3 Data Protection Authority

To lodge a complaint with the Information Regulator:

  • Website: https://inforegulator.org.za
  • Email: inforeg@justice.gov.za
  • Telephone: 012 406 4818
  • Complaints Email: complaints.IR@justice.gov.za
  • Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

19. Definitions

For purposes of this Privacy Policy:

  • “POPIA” means the Protection of Personal Information Act 4 of 2013
  • “Personal Information” has the meaning given in Section 1 of POPIA
  • “Processing” has the meaning given in Section 1 of POPIA
  • “Responsible Party” means Coppic as defined in Section 1 of POPIA
  • “Operator” has the meaning given in Section 1 of POPIA
  • “Data Subject” means you, as defined in Section 1 of POPIA
  • “Consent” has the meaning given in Section 1 of POPIA
  • “Services” means our content creation services and website

20. Legal Framework

This Privacy Policy is governed by and complies with:

  1. Protection of Personal Information Act 4 of 2013 (POPIA)
    • Eight conditions for lawful processing (Chapter 3)
    • Rights of data subjects (Chapter 3, Part C)
    • Cross-border information flows (Chapter 9)
    • Direct marketing (Sections 11 and 69)
  2. Electronic Communications and Transactions Act 25 of 2002
    • Electronic communications
    • Unsolicited communications (Section 45)
    • Data protection (Chapter VII)
  3. Consumer Protection Act 68 of 2008
    • Consumer rights and protections
    • Direct marketing (Sections 11 and 12)
  4. Regulation of Interception of Communications and Provision of Communication-Related Information Act 70 of 2002
    • Lawful interception requirements
  5. Cybercrimes Act 19 of 2020
    • Data security obligations
    • Mandatory reporting of cybercrimes

21. Acknowledgment

By using our Services, you acknowledge that:

  • You have read and understood this Privacy Policy
  • You consent to the collection, use, and disclosure of your personal information as described
  • You understand your rights under POPIA
  • You may withdraw consent at any time (subject to legal and contractual restrictions)
  • You have had the opportunity to seek independent advice

Document Version: 2.0
Last Updated: January 5, 2026
Previous Version: January 5, 2026
Next Review Date: January 5, 2027