Start With Your Business Details
When you place an order for a customised website compliance pack, begin with the basics of your business. We need your registered business name, trading name if it differs, company registration details, VAT number if applicable, and the names of the people who will approve the final documents. If your business has more than one entity, tell us which one owns the website, customer data and payment process.
It also helps to confirm where your business is based and where you trade. A company in Gardens may still serve clients in Cape Town CBD, Sea Point, Stellenbosch or nationwide, and that changes how certain policies are drafted. If you operate from a home office, shared space or multiple branches, include that too so we can keep the wording practical and accurate.
List Every Way Your Website Collects Information
We cannot do a proper compliance review without knowing how people interact with your site. Please prepare a simple list of all the places where personal information is collected, including enquiry forms, checkout pages, booking forms, newsletter signups, account registration, live chat, cookie tools and payment pages. If your site runs on a booking system for consultations, classes or installations, mention the steps from start to finish.
- Contact forms and quote request forms
- Online payments, deposits and recurring billing
- Newsletter or marketing signups
- Account creation, login and password reset pages
- Booking systems, calendar tools or waiting lists
- Cookies, analytics tools and tracking scripts
The more detail you give us, the better we can align your privacy wording, consent notices and terms. Even a small ecommerce store or a lead generation site may need more than one document set, especially if you collect customer notes or delivery instructions.
Gather Your Current Policies and Page Links
If you already have website policies, send them through. That includes your current terms, privacy policy, cookie notice, returns policy, shipping policy, subscription terms or cancellation wording. We also need the live page links or a full list of the pages where these notices appear, because some sites place them in the footer, at checkout or inside a mobile menu. A missing link can slow things down more than you might expect.
Where possible, share the homepage, contact page, checkout flow, booking page and any account pages. If your site has seasonal offers, membership options or a separate wholesale area, include that as well. This gives us a clear view of what users see and where the compliance gaps are. It is better to include too much than too little, especially if your site has changed recently and the old wording is still live on a few pages.
Tell Us How You Handle Payments, Delivery and Cancellations
Many compliance issues come from the practical side of doing business. We need to know how you take payment, when customers are charged, what happens if a product is out of stock, and whether you allow cancellations, refunds or rescheduling. If you sell physical goods, include your delivery areas, courier arrangements and estimated turnaround times. If you provide services, tell us about booking lead times, missed appointments, late arrival rules and any deposits you keep.
- Do customers pay upfront or on invoice?
- Are deposits refundable or non-refundable?
- Do you offer local delivery, national delivery or both?
- What happens when a client cancels after booking?
- Do you sell subscriptions, renewals or recurring services?
- Are there age limits or special service conditions?
Clear operational details help us draft wording that fits the way you actually work. It also reduces disputes later because your customers know what to expect from the start.
Prepare POPIA and PAIA Information Early
For most South African businesses, POPIA alignment is not something to leave for the end. Please identify who manages customer information, where records are kept, and whether any third parties process data on your behalf. That can include hosting providers, payment processors, booking tools, message marketing tools or external call centres. If you use cloud storage, tell us whether access is limited to specific staff members or shared across the team.
If you need PAIA support, gather the details of your Information Officer or the person responsible for handling requests. We may also need your business address for notices, your request process and any internal steps you already follow when someone asks for access to records. A little structure here saves time later and keeps your documents consistent.
Send Us Any Special Risks Or Industry Rules
Some businesses need more than general website terms. If you work in finance, health, education, property, events, professional services or regulated retail, tell us what applies. The same goes for age-restricted goods, subscription services, online bookings, downloadable files or content that may be used by minors. If your site targets customers across South Africa, mention any municipal, provincial or sector rules that affect your service area.
We also need to know about technical or access issues that may affect how your site works in practice. For example, if orders are often placed during load-shedding windows, or if customers in coastal areas sometimes struggle with signal and retry payments, let us know how your system responds. That kind of detail helps us write terms that are workable, not just theoretical.
What Happens After You Submit Everything
Once we have your details, we review the information, check for gaps and prepare the documents or changes requested in your pack. If anything is unclear, we will come back with specific questions so you can answer quickly instead of rewriting whole sections. Most delays happen when businesses send incomplete site links or forget to mention a booking tool, subscription add-on or payment gateway.
After the review, you will receive the customised compliance documents and any next steps for implementation. If your site changes later, for example a new product range, new branch, or updated refund process, tell us so the wording can stay current. Compliance is not a once-off job, it needs a bit of upkeep as your business grows.
