PalmHost Privacy Policy

Last Updated: May 2026

IMPORTANT – PLEASE READ CAREFULLY: By accessing or using the services provided by PalmHost and its web design division, PalmWeb (collectively “PalmHost,” “we,” “our”), you (“User,” “you,” or “your”) agree to the terms and conditions set forth in this Privacy Policy. This Policy governs the collection, use, disclosure, and protection of Personal Information as defined herein and applies to all interactions with our websites and related services.

1. Definitions and Scope

1.1 Personal Information: Any information that identifies or can be used to identify an individual, including but not limited to names, contact details, IP addresses, and any other information relating to an individual that is collected by PalmHost, in accordance with the Protection of Personal Information Act (POPIA).

1.2 Services: All products, platforms, and services offered by PalmHost and PalmWeb, including but not limited to Web Hosting, Managed Hosting, Email Hosting, Web Design (Once-Off and Subscriptions), domain name registration, billing, and any ancillary services provided through our main websites and associated subdomains.

1.3 Third Parties: Any external service providers, upstream infrastructure providers, or entities with whom PalmHost shares Personal Information in connection with the provision and improvement of our Services.

This Privacy Policy applies solely to Personal Information collected by PalmHost through its websites, platforms, and subdomains under its direct control. It does not extend to information collected by third parties over which PalmHost has no control.

2. Collection of Personal Information

2.1 Types of Information Collected: In the course of providing our Services, PalmHost may directly or indirectly collect the following:

• Identification Data: Names, surnames, and company names.
• Contact Data: Phone numbers, physical addresses, and email addresses.
• Client Assets: Text, images, logos, and branding materials provided directly by you for the execution of Web Design services.
• Technical Data: IP addresses, cookies, device identifiers, and server access logs.
• Billing Data: Billing addresses and payment methods. PalmHost does not store complete credit card details; such data is processed exclusively by secure third-party payment processors (e.g., Payfast, Stripe).

2.2 Amendments to Collection Practices: PalmHost reserves the unilateral right to adjust the types or methods of data collection as necessary to comply with applicable laws, including POPIA, and to support operational requirements.

3. Use of Personal Information

3.1 Primary Purposes: Personal Information is processed by PalmHost for the following purposes:

• Provision of Services: To create and manage your account, process invoices, deploy hosting environments, register domain names, and build websites.
• Communication: To send service-related notifications, renewal reminders, respond to customer queries, and provide essential remote and server support.
• Marketing and Promotions: With explicit consent, to send newsletters or promotional content. Users may withdraw consent at any time.
• Service Improvement: To analyze server performance, user behaviour, and trends to enhance infrastructure and user experience.
• Legal Obligations: To fulfil applicable legal, regulatory, and contractual obligations.

3.2 Consent and Legitimate Interest: Where processing is based on consent or legitimate interest, PalmHost will maintain records of such consent and ensure that processing is consistent with the stated purposes and South African law.

4. Disclosure of Personal Information

4.1 Third-Party Disclosures: Without prior notice to you, PalmHost may disclose Personal Information to:

• Domain Registrars & Upstream Providers: Accredited domain registrars (e.g., ZACR) and upstream server providers strictly for the purpose of registering your chosen domain name and provisioning secure infrastructure.
• Payment Processors: Secure third-party payment gateways for the exclusive purpose of processing financial transactions.
• Service Providers: Third-party vendors who provide analytics, technical, and marketing support, all of whom are contractually bound to protect the information.
• Legal Authorities: Governmental, law enforcement, or regulatory entities where disclosure is required by law or necessary for the protection of PalmHost’s rights.

4.2 Safeguards on Disclosures: All third-party disclosures shall be subject to strict confidentiality obligations and must comply with POPIA.

5. Data Retention and Security

5.1 Data Retention: Personal Information will be retained only for as long as is necessary to fulfil the purposes for which it was collected, to maintain active Web Design subscriptions (WaaS), or as required by applicable South African tax and corporate laws.

5.2 Security Measures: PalmHost employs commercially reasonable administrative, technical, and physical safeguards—including secure server technologies, encryption protocols, and regular system audits—to protect Personal Information from unauthorised access, alteration, or destruction.

5.3 No Absolute Security: While we strive to protect your Personal Information, you acknowledge that transmission over the Internet is inherently insecure. PalmHost assumes no liability for any compromise of your Personal Information that is beyond its reasonable control.

6. User Rights and Choices

6.1 Access, Correction, and Deletion: Subject to POPIA, you may:

• Request access to the specific Personal Information we hold about you.
• Request correction or updates of inaccurate data.
• Request deletion of your Personal Information, noting that deletion requests may require the immediate termination of active hosting or web design subscriptions, and are subject to mandatory legal data retention periods.

6.2 Opt-Out of Communications: You may withdraw your consent for receiving marketing communications at any time by using the provided unsubscribe mechanisms or contacting us directly.

6.3 Service Termination: You may terminate your account or Services in accordance with our Terms and Conditions.

7. Age Restrictions

Our Services are strictly intended for individuals who are at least 18 years old. If you are under the age of 18, you must not use our Services unless you have obtained the explicit consent of a parent or guardian. PalmHost disclaims any liability for services provided to minors without the required consent.

8. Limitation of Liability and Indemnification

8.1 Limitation of Liability: To the maximum extent permitted by applicable law, PalmHost shall not be liable for any direct, indirect, incidental, consequential, or punitive damages arising from data breaches, cyber-attacks, or unauthorised access, even if advised of the possibility of such damages.

8.2 Indemnification: Users agree to indemnify and hold harmless PalmHost from any claims, liabilities, or expenses arising out of your breach of these privacy terms or unauthorised sharing of access credentials.

9. Governing Law and Jurisdiction

This Privacy Policy shall be governed by and construed in accordance with the laws of the Republic of South Africa, specifically including the Protection of Personal Information Act (POPIA). Any disputes shall be subject to the exclusive jurisdiction of the competent South African courts in KwaZulu-Natal.

10. Amendments to the Privacy Policy

PalmHost reserves the right to modify or update this Privacy Policy at any time. Any material changes will be posted on our website with an updated effective date. Your continued use of the Services after any such changes constitutes your acceptance of the revised terms.

11. Contact Information

For any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact our designated Information Officer at:

Email: [email protected]
Attention: Information Officer (Data Protection)