PRIVACY NOTICE

Last updated: September 2026

Artist Apothecary collects only the personal information it needs for a defined purpose.

This notice explains what we collect, why we use it, how we keep it, and the rights available to you under the Protection of Personal Information Act 4 of 2013 (POPIA).

It applies to personal information collected through our website, correspondence, workshops and ordinary client or business interactions.

Who we are

Artist Apothecary is a South African creative practice in identity, cosmetic design, perception science and sensory experience.

For purposes of POPIA, the responsible party is:

MakeUpSkill (Pty) Ltd; trading as Artist Apothecary

132 Pembroke St 
Sydenham, Johannesburg
2192

info@makeupskill.co.za

Privacy and POPIA enquiries may be directed to our Information Officer at the email address above.

What we collect

The information we collect depends on how you interact with us.

If you use Get in Touch, we collect your name, email address, selected enquiry topic and the information you include in your message.

If you use Stay in Touch, we collect your name, email address and the communication interests you select.

Where you work with Artist Apothecary, we may also keep information reasonably necessary to provide or administer that work, including relevant correspondence, booking, transaction and business records.

Our website and the services used to operate it may receive limited technical information supplied by your browser, device, hosting provider or security systems, such as an IP address and access or security logs.

Our general enquiry and fragrance workshop forms are not designed to collect health or other special personal information. Please do not provide this unless we have specifically asked for it for a defined purpose.

How we collect information

Most personal information is provided directly by you when you:

• contact us;
• subscribe to communications;
• attend a workshop;
• work with Artist Apothecary;
• complete a worksheet or other project document; or
• correspond with us about an existing or prospective service.

Limited technical information may also be generated through the systems used to operate and protect our website and communications.

Personal fragrance workshops

If you create a personal fragrance with Artist Apothecary, we retain the completed fragrance worksheet.

The worksheet may contain your:

• name;
• fragrance name;
• selected fragrance materials and formulation;
• fragrance profile;
• scent impressions and other notes you choose to record, including what the fragrance reminds you of and how it makes you feel; and
• Artist Apothecary reference code.

We retain this record for two connected purposes.

First, it allows us to identify the fragrance you created and recreate it if you later request a refill.

Second, it preserves something of the experience and meaning attached to the fragrance when you made it. If you return for a refill, we may use your recorded fragrance notes, associations and impressions to create a short personalised poem or story to accompany it.

This written piece is created for you from your own fragrance record.

We do not quote, reproduce or publish your individual worksheet responses in an identifiable form without separate permission.

We may speak publicly about the fragrance-workshop process itself, including why we preserve these kinds of impressions, without identifying individual participants or revealing their private responses.

Completing the worksheet does not place you on our mailing list, and the information recorded on it is not used to send you marketing communications.

We do not collect your email address, telephone number or postal address on the fragrance worksheet.

If you later contact us for a refill, the contact information you provide at that stage will be used to respond to and administer that request.

Why we use personal information

We process personal information where it is reasonably necessary to:

• respond to enquiries and related correspondence;
• provide and administer services or workshops;
• maintain the fragrance record needed to identify and recreate a personal fragrance;
• preserve the recorded impressions and associations that may be used to create a personalised written piece for a future refill;
• manage legitimate business and transaction records;
• send communications that you have chosen to receive;
• operate and protect our website and business systems; and
• meet applicable legal, regulatory, contractual or accounting obligations.

POPIA permits personal information to be processed on several lawful grounds, including consent, contractual necessity, legal obligations and legitimate interests. We use the ground appropriate to the particular activity.

This Privacy Notice is not a blanket request for consent. Where processing specifically depends on your consent, that consent is obtained separately and may be withdrawn.

Providing information

Providing information through a general enquiry or subscribing to our communications is voluntary.

In a fragrance workshop, you choose what you record in the reflective parts of the worksheet. A sufficient identifying and formulation record is, however, necessary if you would like us to preserve your fragrance for a future refill.

Some information may also be necessary for us to respond to a request, provide a service or maintain records required by law. If necessary information is not provided, we may be unable to fulfil that part of the request.

Staying in touch

If you subscribe through Stay in Touch, we use the information you provide to send Artist Apothecary communications about the areas you selected.

We do not add people to this mailing list through simply making an enquiry, attending a workshop, becoming a client or appearing in another Artist Apothecary record.

You may unsubscribe at any time using the unsubscribe option included in our emails or by contacting us.

Where consent is required for electronic direct marketing, we obtain it through an affirmative action rather than treating silence or failure to opt out as consent.

Who we share information with

We do not sell personal information.

Where necessary, information may be processed by service providers that help us operate Artist Apothecary, including providers of:

• website hosting and forms;
• email and mailing-list services;
• electronic storage;
• payment or accounting services; and
• professional or technical support.

We limit disclosure to information reasonably necessary for the relevant service.

Information may also be disclosed where required by law or otherwise permitted under POPIA.

Where another organisation processes personal information on our behalf, we take reasonable steps to ensure that appropriate confidentiality and security protections apply.

Information processed outside South Africa

Some technology providers may process or store personal information outside South Africa.

Where this occurs, Artist Apothecary will use a transfer permitted under POPIA. This may include using a recipient subject to law, binding rules or contractual protections that provide an adequate level of protection substantially similar to that required by POPIA, or relying on another lawful transfer ground.

How long we keep information

We retain personal information only for as long as it remains reasonably necessary for the purpose for which it was collected, or where continued retention is otherwise required or permitted by law.

Enquiry and correspondence records are kept for as long as reasonably necessary to deal with the enquiry and any resulting relationship.

Mailing-list information is kept while you remain subscribed. If you unsubscribe, we may retain the minimum information necessary to record and respect that choice.

Fragrance worksheets are retained for as long as we reasonably require the record to provide the fragrance refill service and preserve the associated fragrance record. This includes the formulation itself and the impressions or associations recorded during the workshop that may later be used to create a personalised written piece to accompany a refill.

When a record is no longer required and there is no lawful basis for retaining it, we will delete, destroy or de-identify it as appropriate.

If you request deletion of a fragrance record and we are legally able to delete it, we may no longer be able to identify or recreate that fragrance, or create the personalised written piece associated with it, for a future refill.

How we protect information

We use appropriate and reasonable technical and organisational measures to protect personal information in our possession or control against loss, damage, unauthorised destruction, unlawful access and unlawful processing.

These protections apply to both electronic information and physical records, including fragrance worksheets.

Access is limited to people who reasonably require the information for the relevant Artist Apothecary activity.

We review our safeguards as our systems, activities and risks change.

If a security compromise occurs and POPIA requires notification, we will notify the Information Regulator and affected data subjects as required.

Your rights

Subject to POPIA and any applicable limitations, you may:

• ask whether Artist Apothecary holds personal information about you;
• request access to personal information held about you;
• request correction of information that is inaccurate, incomplete, misleading or out of date;
• request deletion or destruction where Artist Apothecary is no longer authorised to retain the information;
• object to processing where POPIA gives you that right;
• withdraw consent where processing depends on your consent; and
• unsubscribe from direct marketing at any time.

Requests may be sent to:

[PRIVACY EMAIL]

We may need to verify your identity before giving access to, correcting or deleting personal information.

Questions or complaints

If you have a question or concern about how Artist Apothecary handles your personal information, please contact:

[PRIVACY EMAIL]

You also have the right to lodge a complaint with the Information Regulator (South Africa):

Information Regulator (South Africa)
Woodmead North Office Park
54 Maxwell Drive
Woodmead, Johannesburg, 2191

Telephone: 010 023 5200
Toll free: 0800 017 160
POPIA complaints: POPIAComplaints@inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za

Changes to this notice

We may update this notice if Artist Apothecary’s activities, systems or legal obligations change.

The date at the top of the notice will show when it was last updated.

If a change materially affects how information already collected from you will be used, we will provide further notice where required.