Privacy Policy

Who We Are

Settings Function Hire is a décor and furniture hire company based in KwaZulu-Natal, South Africa. We provide event décor, furniture hire, styling, and coordination services to corporate and private clients throughout the region.

Information We Collect

We collect personal information only when it is necessary to provide our services or respond to your enquiries. This may include:

• Contact information — your name, email address, phone number, and physical address.
• Event details — event date, venue, guest numbers, and service requirements provided through our enquiry form or direct communication.
• Payment information — proof of payment and banking reference details. We do not store credit card or full banking details.
• Business information — company name, registration details, and signatory information where applicable.
• Communication records — emails, WhatsApp messages, and other correspondence between you and our team.
• Website usage data — anonymised data such as pages visited and time spent on site, collected via cookies (see Section 7).

How We Use Your Information

We use your personal information for the following purposes:

• To respond to your enquiries and provide quotes for our services.
• To process bookings, confirm orders, and manage the hire of Goods.
• To process and reconcile payments.
• To communicate with you regarding your event, delivery logistics, and any changes to your order.
• To comply with our legal obligations under South African law.
• To improve our services and website based on anonymised usage data.

We will not use your personal information for any purpose other than those listed above without your prior consent.

Sharing of Information

Settings Function Hire does not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:

• Service partners — where required to fulfil your event (e.g. delivery contractors, floral suppliers), limited to the information necessary to complete the service.
• Legal requirements — where we are legally obliged to disclose information to a regulatory authority or law enforcement body.
• Business tools — we use third-party platforms such as Formspree (enquiry form processing) and Google (maps and analytics). These services have their own privacy policies and data handling practices.

Data Retention

We retain your personal information for as long as is necessary to fulfil the purposes described in this policy, or as required by law. Specifically:

• Client and booking records are retained for a minimum of 5 years in accordance with South African accounting and tax requirements.
• Enquiry records where no booking was made are retained for up to 12 months and then deleted.
• Communication records are retained for the duration of our business relationship and up to 2 years thereafter.

Once your information is no longer required, we will securely delete or anonymise it.

Your Rights Under POPIA

In terms of the Protection of Personal Information Act (POPIA), you have the following rights regarding your personal information:

• Right of access — you may request confirmation of whether we hold your personal information and request a copy.
• Right to correction — you may request that we correct or update inaccurate personal information.
• Right to deletion — you may request that we delete your personal information, subject to any legal obligations we may have to retain it.
• Right to object — you may object to the processing of your personal information in certain circumstances.
• Right to complain — you have the right to lodge a complaint with the Information Regulator of South Africa if you believe your personal information has been processed unlawfully.

Cookies & Website Data

Our website may use cookies — small text files stored on your device — to improve your browsing experience and analyse site usage. We use the following types of cookies:

• Essential cookies — required for the website to function correctly.
• Analytics cookies — anonymised data used to understand how visitors use our site (e.g. Google Analytics). No personally identifiable information is collected through analytics.

You may disable cookies through your browser settings at any time. Disabling cookies may affect certain features of the website.

Security of Your Information

We take reasonable technical and organisational steps to protect your personal information against unauthorised access, loss, or misuse. These measures include secure email communication, restricted access to client records, and the use of reputable third-party platforms with appropriate security standards.

While we take every precaution, no method of electronic transmission or storage is completely secure. In the unlikely event of a data breach that affects your rights, we will notify you in accordance with POPIA requirements.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The most current version will always be available on our website. We encourage you to review this policy periodically.

Continued use of our website or services following any update constitutes your acceptance of the revised policy.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us: