Effective Date: 16 September 2026

At Urban Roots™, we are committed to protecting your privacy and ensuring that your personal information is collected, processed, stored and used lawfully, responsibly and transparently.

This Privacy Policy explains how Urban Roots™ collects, uses, stores and protects your personal information when you visit our salon, use our website, make a booking, purchase products or otherwise interact with us.

By providing your personal information to us, you acknowledge that you have read and understood this Privacy Policy. Where consent is required by law, we will obtain your consent before processing your information.

1. Information We Collect

We may collect personal information directly from you when you interact with Urban Roots™, including when you make an appointment, visit our salon, purchase products, contact us or interact with our website and social media platforms.

This may include:

Contact Information

• Full name
• Email address
• Telephone or mobile number
• Physical or postal address, where required

Booking and Service Information

• Appointment details
• Services requested or received
• Preferred stylist or beauty professional
• Relevant service and treatment history
• Preferences relating to your salon experience

Hair, Skin and Health-Related Information
Where voluntarily provided and where necessary for the safe and appropriate delivery of our services, we may collect information relating to:

• Hair texture or condition
• Scalp conditions
• Skin sensitivities
• Allergies or known reactions
• Other relevant information that may affect the safe provision of a hair, nail or beauty service

Certain health-related information may constitute special personal information under the Protection of Personal Information Act, 2013 (POPIA). We will only process such information where permitted by applicable law and, where required, with your explicit consent.

Payment Information

• Information necessary to process payments and transactions.

Payments may be processed through third-party payment service providers. Urban Roots™ does not intentionally store raw credit card or other full payment-card details.

2. How We Use Your Information

We may use your personal information for purposes including:

• Processing, confirming and managing salon appointments.
• Providing hair, nail and beauty services.
• Maintaining relevant client and service records.
• Sending appointment confirmations, reminders, cancellations and other operational communications via SMS, WhatsApp, email or other applicable channels.
• Providing services safely and appropriately based on information you voluntarily provide.
• Processing payments and managing billing and accounting.
• Responding to enquiries, complaints and customer-service requests.
• Improving our services, customer experience and business operations.
• Complying with applicable legal, regulatory and accounting obligations.
• Sending marketing communications, promotions, special offers and newsletters where you have provided the required consent or where otherwise permitted by applicable law.

You may opt out of direct marketing communications at any time.

3. Lawful Basis for Processing — POPIA

Urban Roots™ processes personal information in accordance with applicable South African data-protection legislation, including the Protection of Personal Information Act, 2013 (POPIA).

Depending on the circumstances, we may process your personal information where:

• You have provided consent.
• Processing is necessary to perform or take steps in relation to a contract with you, such as fulfilling a booking.
• Processing is necessary to comply with a legal obligation.
• Processing is necessary to protect a legitimate interest, where permitted by law.
• Another lawful basis permitted under applicable legislation applies.

Where we rely on consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

4. Sharing Your Information

Urban Roots™ does not sell your personal information.

We may share relevant personal information with trusted third-party service providers where reasonably necessary to operate our business and provide services to you. These may include:

• Booking and salon-management platforms.
• Payment processors and financial service providers.
• SMS, WhatsApp, email and other communication providers.
• Website, hosting, technology and IT service providers.
• Professional advisers or service providers where reasonably necessary.
• Government authorities, regulators or law-enforcement bodies where disclosure is required or permitted by law.

We require appropriate third-party service providers to handle personal information responsibly and in accordance with applicable legal requirements.

Where information is transferred outside South Africa, Urban Roots™ will take reasonable steps to ensure that the transfer complies with POPIA and other applicable legal requirements.

5. Data Security

Urban Roots™ takes reasonable technical and organisational measures to protect personal information against:

• Unauthorised access.
• Loss or theft.
• Accidental destruction.
• Misuse.
• Unauthorised disclosure.
• Unauthorised alteration.

Access to personal information is restricted to authorised persons who require the information to perform their duties.

While we take reasonable steps to protect your information, no electronic transmission or storage system can be guaranteed to be completely secure.

6. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, or for as long as required or permitted by applicable law.

Certain information may need to be retained for longer periods to comply with legal, accounting, tax, regulatory or other lawful obligations.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it, where appropriate.

7. Your Privacy Rights

Subject to applicable legal requirements and limitations, you may have the right to:

• Request confirmation of whether Urban Roots™ holds personal information about you.
• Request access to personal information we hold about you.
• Request correction or updating of inaccurate, incomplete or outdated information.
• Request deletion or destruction of personal information where legally permissible.
• Object to certain forms of processing.
• Object to the use of your personal information for direct marketing.
• Withdraw consent where processing is based on consent.
• Lodge a complaint regarding the processing of your personal information.

To exercise your rights, please contact us using the details provided below.

8. Cookies and Website Technologies

Our website may use cookies or similar technologies to improve functionality, understand website usage, remember preferences and support certain website features.

Where required by law, we will obtain the appropriate consent before using non-essential cookies or similar technologies.

You may be able to manage or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of parts of our website.

9. Third-Party Websites and Platforms

Our website and communications may contain links to third-party websites, booking platforms, social-media platforms or other external services.

Urban Roots™ is not responsible for the privacy practices or content of third-party platforms. We encourage you to review the privacy policies of those platforms before providing them with your personal information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business practices, technology or applicable legal requirements.

The latest version will be made available through our website. The Effective Date at the beginning of this Privacy Policy indicates when the policy was most recently updated.

11. Contact Us and Information Officer

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how your personal information has been handled, please contact Urban Roots™:

Urban Roots™
Clay Oven Junction
Corner Witkoppen Road & Main Road
Paulshof, Sandton, Johannesburg, South Africa

Email: info@urbanrootssa.com

Information Officer: Sisanda Ndebele

If you are dissatisfied with how your personal information has been handled, you may also exercise your rights in accordance with applicable POPIA procedures, including approaching the Information Regulator of South Africa where appropriate.