Privacy Policy

1. Introduction

Polar Bear Snacks ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard information when you use our B2B wholesale platform.

2. Information We Collect

Business Information

When you register for an account, we collect:

• Business name and registration number
• Contact person name and position
• Business email address and phone number
• Physical and delivery addresses
• VAT registration number

Transaction Information

When you place orders, we collect:

• Order history and product preferences
• Payment information (processed securely via our payment provider)
• Delivery instructions and preferences

Technical Information

We automatically collect:

• IP address and device information
• Browser type and settings
• Usage data and platform interactions

3. How We Use Your Information

We use collected information to:

• Process and fulfill your orders
• Manage your account and provide customer support
• Send order confirmations and delivery updates
• Provide pricing information and promotional offers
• Improve our platform and services
• Comply with legal and regulatory requirements

4. Information Sharing

We may share your information with:

• Delivery Partners: To fulfill and deliver your orders
• Payment Processors: To securely process payments
• Service Providers: Who assist in operating our platform
• Legal Authorities: When required by law or to protect our rights

We do not sell your personal information to third parties.

The service providers we use

These companies process information on our behalf, under contract, and may only use it to provide their service to us:

• Supabase — the database that stores your account, orders and invoices.
• Yoco (Yoco Technologies, South Africa) — card payments. Card details are entered on Yoco's own secure checkout and are never seen by, or stored on, our systems. We receive only whether the payment succeeded.
• Resend — sends your order confirmations, receipts, invoices and delivery reminders.
• Vercel — hosts the platform. Standard web server logs include your IP address and browser.
• Sentry — error monitoring on the website, so we can find and fix faults. Not used in our mobile apps.
• Google and Apple — only if you choose to sign in with your Google account or Apple ID, in which case they confirm your identity and share your name and email address with us.

5. Our Mobile Apps

Our Android and iPhone apps collect less than this website does. They contain no analytics, no advertising and no crash reporting, and there is nothing to consent to because none of it runs.

The apps do not collect your location. The only part of our system that uses location is the screen our own delivery drivers use to share live delivery progress, and that is not part of the customer app.

The apps ask for two permissions, both optional and both only when you use the feature that needs them: access to your camera and your photos, so that you can attach a proof-of-payment image or PDF to an order you are paying by EFT. That file is visible only to you and to us, and is attached to that order alone. If you never pay by EFT, you will never be asked.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit and at rest
• Secure authentication mechanisms
• Regular security assessments
• Employee access controls and training

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services. We also retain information as required to comply with legal obligations, resolve disputes, and enforce agreements.

8. Your Rights

Under POPIA (Protection of Personal Information Act), you have the right to:

• Access your personal information we hold
• Request correction of inaccurate information
• Request deletion of your information (subject to legal requirements)
• Object to processing of your information
• Withdraw consent where applicable

To exercise these rights, please contact our Information Officer at the details below.

9. Deleting Your Account & Data

You can delete your Polar Bear Snacks account and associated personal information at any time. There are two ways to request deletion:

• In the app or on the website: sign in and go to Account → Profile, then select Delete account and confirm.
• By email: send a request from your registered email address to info@polarbearsnacks.co.za with the subject "Delete my account". We may ask you to verify your identity before we proceed.

What is deleted

When your account is deleted, we permanently remove your profile and contact details, delivery addresses, saved preferences, and any photos you uploaded (such as proof-of-payment images). Your login is removed and you will no longer be able to sign in.

What we keep, and for how long

Certain records must be retained to comply with South African law. In particular, tax invoices and transaction records are kept for the period required by the South African Revenue Service (SARS) — currently five (5) years — even after your account is deleted. These records are retained only for legal and accounting purposes; they are not used to contact you or for marketing. We complete deletion requests within 30 days.

10. Cookies and Tracking

This section applies to this website only. Our mobile apps contain none of the tools below — see section 5.

We use cookies and similar technologies to remember your login, analyze platform usage, and measure the performance of our advertising. You will see a cookie consent banner on your first visit, and you can change your preferences at any time through that banner.

Tools we use

• Google Analytics 4 & Google Ads (Google LLC) — measures how visitors find and use our site, and which advertising campaigns lead to enquiries. Loaded only after you consent. Opt out via the consent banner or the Google Analytics opt-out add-on.
• PostHog (PostHog Inc.) — product analytics that helps us understand which features customers use. Anonymous unless you are logged in.
• Vercel Analytics & Speed Insights (Vercel Inc.) — privacy-friendly page-view counts and Core Web Vitals. No cookies; no personal information collected.
• CookieYes (CookieYes Limited) — manages your cookie consent choices and remembers them between visits.

Your choices

You can withdraw or change consent at any time through the cookie banner. Blocking non-essential cookies will not affect your ability to place orders or use your account. You can also clear cookies via your browser settings.

11. Updates to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

12. Contact Us

For questions about this Privacy Policy or to exercise your rights, please contact our Information Officer:

• Email: info@polarbearsnacks.co.za
• Phone: 081 460 9961
• Address: Middelburg, Mpumalanga, 1050, South Africa