Last updated:
Mar 5, 2025
PRIVACY POLICY
This Privacy Policy contains important information about how we use your personal information. We respect the privacy of individuals who interact with our business and where you choose to provide us with information about yourself, you trust us to act in a responsible manner with that information.
In this privacy policy, references “Qoyn”, “us”, “we”, or “our”, are all references to Qoyn
If you have any questions, comments or concerns about any aspect of this policy or how Qoyn, handles your information please email our privacy team at support@qoyncollective.com .
What information do we collect?
We collect personal information from you only in case you choose to share any personal information with us. In this section we explain the different ways we collect personal information from you and some ways in which that information will be used.
Requesting information from us and responding to your queries
We process contact information such as name, email address, telephone number or postal address, preferences, and other declared personal information about you when you provide it to us. For example, when you fill out online forms, subscribing to our services, call, or text us, enquire about our products and services.
Interacting with us via Social Media Channels
We process information relating to you when you interact with us through social media platforms such as Linkedin or Facebook.
Updating you on developments and initiatives
We may process your contact information to keep you updated on updates and developments in our business.
Interacting with our website
When you visit our website we may collect details of your website visit, including name, email, phone number, IP address (a unique identifier for your computer or other device), website URL and mobile device ID. Our website also uses cookies.
Interacting with us as a client of Qoyn
When interacting with us as a client, we process information we may receive from you or from others in relation to our provision of services to our clients. Please see our Client Privacy Policy as mentioned in Annexure A below for further information.
How do we use it?
We will use your personal information in the following ways. We are also required by law to state a “legal basis for processing”, i.e., to tell you on what grounds we are allowed to use your information, and this is also set out below:
How we will use your personal information | Our legal basis for processing |
To provide or respond to you, with information that you have requested, e.g., this could relate to a newsletter, bulletin, an invitation for an event, your interaction with us on social media | Consent – we only use your personal information for this purpose if you have asked us to do so. You can withdraw your consent at any time. |
To keep you updated with developments and initiatives at Qoyn, its affiliates or partners | Our legitimate interests – we use your information to provide you news and updates on Qoyn, its affiliates or partners. You will always have the opportunity to opt-out in each correspondence. |
To process your registration for and attendance at events, seminars, conferences, and meetings with Qoyn, its affiliates or partners | Our legitimate interests – we use your information to book you on to the requested events and to send confirmation to you and the event organiser. |
To respond to specific queries you may raise regarding Qoyn, its affiliates and partners | Consent – we only use your personal information for this purpose if you have asked us to do so. You can withdraw your consent at any time. |
To provide you with better ways of accessing information from this website | Consent – we only use your personal information for this purpose if you have consented for us to do so. You can withdraw your consent at any time. |
For how we use your information that is collected using cookies and similar technologies please see the “Cookies” section below.
Do we pass your information to third parties?
We may send your personal information to other third parties to help us process your personal information for the purposes set out in this policy.
We may disclose personal information to third parties when we reasonably believe we are required by law, and in order to investigate, prevent, or take action regarding suspected or actual unlawful or otherwise prohibited activities, including, but not limited to, fraud.
How long do we keep your information?
We only keep your personal information for as long as we need to, to be able to use it for the reasons given in this privacy policy, and for as long as we are required to keep it by law.
Third Party Websites
Our website links to third party sites which we do not operate or endorse. These websites may use cookies and collect your personal information in accordance with their own privacy policies. This privacy policy does not apply to third party websites and we are not responsible for third party websites.
How do we protect your information?
We take appropriate technical and organisational measures to ensure that your personal information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.
Children’s Privacy
This website is not intended or designed to attract children under the age of 16. We do not knowingly collect personal information from or about any person under the age of 16. If you are under 16 years old and wish to ask a question or use this site in any way which requires you to submit your personal information, please get your parent or guardian to do so on your behalf.
Your rights
You are entitled to ask:
1. for a copy of the personal information we hold about you, and details about how we are processing your personal information;
2. to have any inaccuracies in your personal information corrected;
3. if we are processing your personal information by automated means and on the basis of your consent (see “How do we use it?”, above), for us to provide your personal information to you in a structured, commonly-used and machine-readable format. You can also ask us to provide your personal information directly to a third party in this format, and, if technically feasible, we will do so; and
4. to have your personal information erased, or for our use of it to be restricted (for example, if your preferences change, or if you don’t want us to send you the information you have requested).
Please contact us using the details set out below if you would like to exercise any of these rights.
You also have the right to make a complaint to the supervisory authority if you’re not happy with how we’ve handled your personal information.
How to contact us
If you wish to exercise any of your rights in relation to your personal information or if you have any queries about how we use your personal information, please let us know by contacting us at the following email address: privacy@qoyn.com.
Changes to this privacy policy
We review this privacy policy on a regular basis to ensure that it is up-to-date with our use of your personal information, and compliant with applicable data protection laws.
We reserve the right, at our discretion, to revise this privacy policy at any time. The updated privacy policy will be posted on our website. You are encouraged to review this privacy policy from time to time.
ANNEXURE A
Privacy Policy Notice for Clients
Where our Clients or Prospects have chosen to engage Qoyn (“we”, “us”, or “our”), either before or after entering into a business agreement, we are the controller of any personal data about your business or employees that you choose to give us and are therefore responsible for processing it in accordance with the law. This excludes any personal data that you specifically ask us to process as part of the “Services” we will provide.
We respect the privacy of our clients and those individuals working for our clients and recognise that when you choose to provide us with personal data, you trust us to act in a responsible manner with that information. This privacy policy contains important information about how we use personal data for the following data subjects:
Our clients, either historical, existing or prospective, who are natural persons; and
representatives or contact persons of our clients who are legal entities.
We will refer to the above together as the “clients”.
What information do we collect?
At times we may request that information is voluntarily supplied to us by our client themselves or by the legal entity appointed by the client.
We may gather the following information about you during our engagement:
Identification and contact information (full name, title, email, phone, address etc)
Job Title, position, and name of company
Business Financial information (e.g., bank account details), insofar our client is a natural person
Identification data relating to the delivery of products or services to our company (e.g., login details, passwords, visitor pass, IP address, online identifiers/ cookies, logs, access times, correspondence)
Clients should ensure their employees are aware that their data is being shared with us, as described in this policy.
How do we use it?
The primary reason we process your personal data is to approve, manage, administer or effect an agreement between us and the client you represent or work for. In this respect, we use your personal data, to, issue invoices, perform accounting, manage our contract or review the services or products we supply to you. In addition, we process personal data to meet our legal obligations (such as record keeping obligations), as well as to manage our risks and operations (e.g. prevent and detect security threats, exercise or defend legal claims).
We are also required by law to state a “legal basis for processing”, i.e., to tell you on what grounds we are allowed to use your information, and this is also set out below:
How we will use your personal data | Our legal basis for processing |
Managing our relationship with our clients. | Legitimate interest - in cases where we process data of representatives or contacts of our customers who are legal entities, the processing of your data is necessary for our legitimate interest to communicate with our customers' representatives in a customary, personal manner. Necessary for the performance of a contract – we use your personal data to liaise with you on matters relating to our relationship, if you, as our client, are a natural person. |
Making decisions about supplying goods and services (e.g., determining invoices or the terms of our contractual agreement(s) etc). | Legitimate interest – in cases where our client is a legal person, we use your personal data to keep our client updated throughout our relationship. Necessary for the performance of a contract – we use your personal data to supply goods and services to you, and to keep you updated throughout our relationship. |
Upholding our company’s economic interests and ensuring compliance and reporting (such as adhering to our policies, local legislation and managing allegations of fraud or misconduct). | To comply with our legal obligations – in cases where our client is a natural person, we use your personal data to investigate and prevent fraud or misconduct and to protect our economic interests. |
To keep you informed of news, updates and other information related to our business and that of other companies in our group. | Our legitimate interests – ensuring you receive information relevant to you related to the services we provide. Where required by local law, we will ask you for your consent before we process your data for information purposes. |
Any other purposes required by law and authorities. | Processing is necessary for compliance with a legal obligation to which we are subject. |
