Important documentation

Privacy Policy

Frost Byte respects your privacy and is committed to handling your personal information responsibly.

Effective date
Last updated

Your privacy matters

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a website, create an account, subscribe to a plan, purchase an add-on or use any Frost Byte service.

In this policy, “Frost Byte”, “we”, “us” and “our” refer to:

Who we are

Trading name
Frost Byte
Legal business name
Frost Byte Limited
Country
South Africa

We handle personal information in accordance with applicable South African privacy laws, including the Protection of Personal Information Act, 2013, commonly known as POPIA.

1. Information we collect

The information we collect depends on how you interact with Frost Byte and which services you use.

Contact information

We may collect your:

  • Full name
  • Business or organisation name
  • Email address
  • Telephone number
  • Business address
  • Job title or role
  • Preferred method of communication

Subscription information

When you select a Frost Byte subscription, we may collect:

  • Your selected subscription tier
  • Your selected add-ons
  • Your subscription start date
  • Your subscription status
  • Your renewal date
  • Your billing information
  • Your invoice and payment history

Project information

To design, develop and manage your website, we may collect:

  • Your project brief
  • Your business goals
  • Your website requirements
  • Your requested pages and features
  • Your preferred design direction
  • Your written content
  • Your logos and brand assets
  • Images, videos and other media you provide
  • Product or service information
  • Domain and hosting information
  • Website login or platform access
  • Feedback and revision requests
  • Project approvals

You are responsible for making sure that you have permission to provide Frost Byte with any content, personal information or assets belonging to another person.

Payment information

Payments may be processed through Paystack or another payment provider shown during checkout.

Frost Byte may receive limited payment information, including:

  • Your name
  • Your email address
  • The amount paid
  • The payment date
  • The payment status
  • Your invoice number
  • Your payment transaction reference
  • Limited card information provided by the payment processor

Frost Byte does not directly store your complete card number, card security code or banking authentication details.

Account and communication information

We may collect information from:

  • Customer account registrations
  • Contact and enquiry forms
  • Emails and direct messages
  • Support requests
  • Meetings and project discussions
  • Cancellation requests
  • Refund requests
  • Feedback and customer-service communications

Website usage information

When you use the Frost Byte website, certain technical information may be collected automatically, including:

  • Your IP address
  • Browser type
  • Device type
  • Operating system
  • Approximate location
  • Pages visited
  • Links selected
  • Time spent on the website
  • Referring website or source
  • Website errors
  • Cookie information
  • Analytics and performance information

2. How we collect information

We may collect personal information:

  • Directly from you
  • Through our website forms
  • When you create an account
  • When you select a subscription or add-on
  • When you complete a payment
  • During project onboarding
  • Through email, telephone or online meetings
  • When you request support
  • Through cookies and website analytics
  • From Paystack or another payment processor
  • From someone authorised to act for your business
  • From publicly available business sources where appropriate

Where reasonably possible, we collect information directly from the person concerned.

3. How we use your information

We may use your information to:

  • Respond to enquiries
  • Understand your website requirements
  • Prepare a project recommendation
  • Create and manage your customer account
  • Set up your subscription
  • Add or remove optional services
  • Process and confirm payments
  • Design and develop your website
  • Provide hosting and maintenance
  • Communicate about project progress
  • Request content, feedback or approval
  • Manage revisions
  • Deliver your selected services
  • Provide invoices and payment records
  • Process cancellations and refunds
  • Provide technical support
  • Diagnose website problems
  • Prevent fraud and misuse
  • Maintain the security of our services
  • Improve the Frost Byte website
  • Keep records required for legal, tax or accounting purposes
  • Send marketing communications where permitted

We will not use your personal information for a completely unrelated purpose without an appropriate legal basis or your permission where required.

4. Information processed through client websites

Frost Byte may design, host, maintain or support websites that collect information from our clients’ customers and visitors.

This may include:

  • Contact-form submissions
  • Quote requests
  • Newsletter registrations
  • Customer accounts
  • Online orders
  • Booking information
  • Website analytics
  • E-commerce transactions

In these situations, the Frost Byte client normally decides why the information is collected and how it will be used.

Client responsibilities and access

Frost Byte may process the information only to provide hosting, maintenance, development, support or another agreed service.

Each client is responsible for:

  • Publishing an appropriate privacy policy on their website
  • Explaining what information their website collects
  • Obtaining any required permission from visitors
  • Using collected information lawfully
  • Responding to privacy requests from their customers
  • Informing Frost Byte about special privacy or security requirements

Frost Byte will only access information collected through a client website where reasonably necessary to provide an agreed service, investigate a technical issue or follow the client’s lawful instructions.

5. When we share information

Frost Byte does not sell personal information.

We may share limited information with trusted service providers where reasonably necessary to operate our studio or deliver your website.

These providers may include:

Required disclosures and safeguards

  • Payment processors
  • Hosting providers
  • Domain providers
  • Deployment platforms
  • Cloud-storage providers
  • Database providers
  • Email providers
  • Customer-account systems
  • Website analytics providers
  • Contractors assisting with your project
  • Accountants and professional advisers

Information may also be disclosed:

  • When required by law
  • In response to a valid regulatory or court request
  • To prevent fraud or unlawful activity
  • To protect Frost Byte, our clients or other people
  • As part of a legitimate business restructuring or transfer

Contractors who receive client information are expected to keep it confidential and use it only for the assigned work.

6. International service providers

Some technology providers used by Frost Byte may process or store information outside South Africa.

Where this happens, we will take reasonable steps to use reputable providers and appropriate safeguards.

Privacy laws in other countries may differ from South African law. Frost Byte will still take reasonable measures to protect personal information under our control.

7. Cookies and analytics

The Frost Byte website may use cookies and similar technologies.

Cookies are small files stored on your device that help a website function, remember preferences or understand how visitors use it.

Essential cookies

Essential cookies may be used for:

  • Website security
  • Account authentication
  • Subscription checkout
  • Form functionality
  • Saving privacy preferences
  • Maintaining an active session

These cookies may be required for the website to work correctly.

Preference cookies

Preference cookies may remember:

  • Interface preferences
  • Previously selected options
  • Account settings
  • Cookie choices

Analytics cookies

Analytics may help us understand:

  • Which pages are visited
  • How visitors find the website
  • Which devices are used
  • Whether technical errors occur
  • How the website can be improved

Where required, non-essential analytics or marketing cookies will only be used after appropriate permission has been obtained.

You may control cookies through the available cookie settings or your browser settings. Disabling some cookies may affect certain website features.

8. Marketing communications

Frost Byte may occasionally send information about:

  • New services
  • Subscription updates
  • New add-ons
  • Studio news
  • Relevant offers
  • Website and design information

Your marketing choices

Marketing messages will only be sent where we have an appropriate reason or your permission.

You may unsubscribe at any time using the unsubscribe link in a message or by contacting us.

Unsubscribing from marketing will not prevent us from sending essential messages about your subscription, account, payments or active project.

9. How long we retain information

We keep personal information only for as long as reasonably necessary.

The retention period may depend on:

  • Whether your subscription is active
  • Whether your project is still in progress
  • Whether we continue to host your website
  • Contractual requirements
  • Tax and accounting obligations
  • Security requirements
  • A complaint, dispute or legal claim
  • Project backups and operational requirements

Deletion and continuing records

When information is no longer reasonably required, it may be deleted, securely destroyed or de-identified.

Certain billing, transaction and business records may need to be retained after your subscription ends.

Project files and backups are not guaranteed to be stored indefinitely after cancellation.

10. How we protect information

Frost Byte takes reasonable technical and organisational measures to protect personal information against:

  • Loss
  • Unauthorised access
  • Misuse
  • Unauthorised changes
  • Accidental disclosure
  • Destruction
  • Security compromises

These measures may include:

Security practices

  • Access controls
  • Secure passwords
  • Authentication controls
  • Encrypted website connections
  • Reputable hosting providers
  • Restricted client-account access
  • Secure payment processing
  • Software updates
  • Backups where appropriate

Clients should avoid sending passwords or sensitive information through unsecured communication channels.

Where possible, temporary or restricted login access should be provided for project work. Clients should update access credentials once the relevant work has been completed.

No internet-based system can guarantee complete security. Frost Byte will nevertheless take reasonable steps to protect information under our control.

11. Your privacy rights

Subject to applicable law, you may ask Frost Byte to:

  • Confirm whether we hold your personal information
  • Provide access to your information
  • Correct inaccurate information
  • Update outdated information
  • Delete information we are no longer authorised or required to keep
  • Object to certain uses of your information
  • Stop direct marketing
  • Explain how your information has been used
  • Identify relevant third parties who received your information

Identity checks and legal limits

We may ask you to verify your identity before providing, correcting or deleting information.

Some requests may be limited where we are legally required or reasonably permitted to retain the information.

12. Security compromises

If Frost Byte becomes aware of a security compromise involving personal information, we will investigate the incident and take reasonable steps to limit potential harm.

Where required by law, we will notify the affected people, the Information Regulator or other appropriate authorities.

13. External websites

The Frost Byte website may contain links to websites and platforms operated by other organisations.

Frost Byte does not control the privacy or security practices of these external services.

You should review their privacy policies before providing personal information.

14. Changes to this policy

We may update this Privacy Policy when:

  • Our services change
  • New add-ons are introduced
  • Our technology providers change
  • Our information practices change
  • Legal requirements change

How updates are communicated

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

Material changes affecting active clients may also be communicated by email or through the client account.

15. Contact Frost Byte

Questions, requests or concerns about this Privacy Policy may be sent to:

Frost Byte

Legal business name
Frost Byte Limited
Telephone
072 536 1044
Business address
58 Shrewsburry way Tokai
Country
South Africa

Requests and complaints

Please use the subject line “Privacy Request”.

You may also submit a complaint to the Information Regulator of South Africa if you believe your personal information has been handled in a way that does not comply with POPIA.

Nothing in this Privacy Policy limits any right that cannot lawfully be excluded.

Hey, I’m Nick Frost, a designer and technologist from Cape Town.
I build clear, functional digital experiences with a creative edge.

FROST BYTE