Privacy Policy

Personal information you provide. We may collect personal information that you voluntarily provide, such as:

• Full name
• Email address
• Phone number (for example, on the contact form)
• Account profile details (such as a display name)
• Messages and enquiries you send via our contact form or related channels
• Newsletter or marketing preferences
• Social media handles, if you interact with us via social media
• Payment-related details needed to process voucher purchases (handled by our payment provider — we do not store full card numbers on our servers)
• Any other information you choose to provide

Automatically collected information. When you use our Services, we may automatically collect technical and usage information, including:

• Browser type and version
• Device type and operating system
• IP address and approximate geographic location
• Pages visited, time spent, referral URLs, and similar usage data
• Clicks on strategic links (for example, Call, WhatsApp, or Directions)

We use cookies, local storage, and similar technologies to:

• Keep you signed in and secure your session
• Remember preferences (such as theme)
• Operate and improve the website
• Measure how the site is used (analytics and marketing tags, where enabled)

You may adjust your browser settings to refuse cookies. Some features (including account sign-in) may not work properly without them.

First-party analytics. We record certain page views and strategic clicks in our own systems to understand site performance. These events are used for internal reporting and do not require a marketing cookie banner.

Third-party analytics and ads. Where enabled on our live site, we may use Google Tag Manager, Google Analytics (GA4), and related advertising or measurement tools. Those providers may set their own cookies and process data under their policies.

Images of our food, drinks, and ambiance are for illustrative and promotional purposes. Actual menu items may vary in presentation, portion size, or availability.

We do not intentionally display personally identifiable information in images. If you believe an image inadvertently identifies you, contact us using the details below.

All images and photographs on our Services are owned by or licensed to Kota Joe Roadhouse. Unauthorised reproduction, distribution, or modification without our prior written consent is prohibited.

If you submit images (for example via social media or promotions), you must have the rights to do so. By submitting images, you grant us a non-exclusive, worldwide, royalty-free licence to use, display, and distribute those images in compliance with applicable law and this Privacy Policy.

We process personal information only where one of the following applies:

• You have given your consent
• It is necessary for the performance of a contract to which you are a party (or to take steps at your request before entering a contract)
• It is required by law
• It is within our legitimate interests and does not override your rights

We may use your personal information to:

• Provide, maintain, and improve our Services
• Create and manage your account (including magic-link or password sign-in)
• Respond to enquiries, complaints, and requests
• Send marketing communications, newsletters, and promotional offers (where you have opted in or as otherwise permitted by law)
• Process gift voucher purchases and redemptions when those features are available
• Operate our chatbot and improve answers about our stores, menu, and policies
• Personalise your experience and conduct research, analytics, and service improvements
• Protect security, prevent abuse, and enforce our Terms
• Comply with legal and regulatory obligations

We do not operate online food ordering for delivery, and we do not take table reservations through the Services. In-store dining is first-come, first-served.

Our on-site chatbot may collect interaction events (such as opens, intents selected, and feedback) for service improvement. We do not store full chat message text in our chatbot analytics for that purpose.

For some free-text questions, we may use automated tools (including third-party AI providers) to help generate helpful answers based on our published knowledge. We aim not to send unnecessary personal information to those tools. Do not include sensitive personal information in chatbot messages.

Service providers. We may share personal information with trusted third-party providers who assist us with:

• Hosting, databases, and authentication (for example, Supabase and our hosting platform)
• Payment processing for vouchers (for example, PayFast or a successor provider)
• Analytics and marketing measurement
• Email delivery and IT support

These providers are bound by confidentiality and data protection obligations appropriate to their role.

Website development and maintenance. Our website is designed, built, and maintained by KhuluCo (Pty) Ltd:

• Website: https://khulu.co
• Email: info@khulu.co

In providing these services, KhuluCo may have limited access to information strictly necessary to perform technical functions, support, and maintenance.

Legal and regulatory requirements. We may disclose personal information to comply with legal obligations, respond to lawful requests, or protect our rights, safety, and property.

Business transfers. In the event of a merger, acquisition, or sale of assets, personal information may be transferred to the involved party, subject to equivalent data protection standards.

Your personal information may be processed or stored outside South Africa (for example, by cloud hosting, analytics, or AI providers). We will take steps reasonably available to us so that such transfers comply with applicable laws and that adequate safeguards are in place.

We implement industry-standard administrative, technical, and organisational safeguards to protect your information. While we strive for a high level of security, no method of transmission over the internet or electronic storage is completely secure.

We retain personal information only as long as necessary for the purposes for which it was collected, or as required by law (including accounting and dispute-resolution needs). Once no longer needed, we will securely destroy or anonymise your information where practicable.

Subject to certain exceptions under POPIA, you have the right to:

• Access and correction: request access to and correction of your personal information
• Objection and restriction: object to processing or request that we restrict it
• Deletion: request deletion of your personal information, subject to legal retention requirements
• Withdrawal of consent: withdraw consent where processing is based on consent
• Lodge a complaint: file a complaint with the Information Regulator (South Africa) if you believe we have not complied with POPIA

To exercise these rights, contact us using the details in “Contact us” below.

Our Services are not intended for children under 13. We do not knowingly collect personal information from children without appropriate consent. If you believe a child has provided us with personal information, contact us so we can take appropriate action.

Our Services may contain links to external websites or resources (including social media and maps). We are not responsible for the privacy practices, content, or security measures of those third-party sites. Review their privacy policies before providing personal information.

If you have questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact us at:

Kota Joe Roadhouse
Kota Joe HQ
141 North Rand Road
Beyers Park, Boksburg
South Africa

Phone: +27 10 312 5230
Email: hello@kotajoe.co.za

You can also reach us via our contact page.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other reasons. The updated Privacy Policy will be posted on our website with a new effective date. Your continued use of our Services after updates are posted constitutes your acceptance of the revised Privacy Policy.