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Privacy & Company Policies

Policies & Guidelines

Here is some important information about our company, including key policies and answers to common inquiries.

Kovco (Pty) Ltd is committed to protecting the privacy and personal information of our clients, customers, and website visitors. In accordance with the Protection of Personal Information Act (POPIA), we implement appropriate measures to lawfully collect, process, store, and safeguard personal data.

Personal information may be collected through communications, transactions, website forms, or other interactions with Kovco. We use this information solely for legitimate business purposes, including responding to inquiries, providing services, processing orders, and maintaining our records.

Kovco ensures that all personal data is handled confidentially and securely to prevent unauthorized access, disclosure, or misuse. We may share information with trusted third-party service providers only to the extent necessary to deliver services, process payments, or comply with legal obligations.

By interacting with Kovco, you consent to the collection and processing of your personal information as described above. We regularly review and update our practices to maintain high standards of data protection and privacy.

We offer a 30-day return policy for all products. Items must be in their original condition, unused, and include the receipt or proof of purchase. Refunds are processed within 5-7 business days of receiving the returned item.

1. Overview

Kovco (Pty) Ltd operates a cylinder rental system to enhance tracking and accountability of refrigerant cylinders. Each cylinder has a unique serial number, allowing full tracking and verification of rental periods. This system is managed by an independent IT development house, which maintains the rental records and applies a percentage charge on all rentals.

 

2. Rental Process for Account Customers

​a. Customers are invoiced only for the refrigerant.

​b. A separate Rental Note is issued, listing the cylinder numbers and the date taken.

​c. Rental is charged monthly, invoiced in arrears on or near the first day of the month.

​d. A monthly report is provided by the independent IT company, detailing rental charges for each cylinder.

 

3. Grace Period & Rental Charges.

​a. The month in which the cylinder is taken is rental-free (e.g., if taken in January, no rental is charged for January).

​b. The following month is also rental-free (e.g., if the cylinder is not returned in February, no rental is charged for February).

​c. If the cylinder is still not returned by the end of February, a full month's rental will be charged in March for the entire month.

​d. Rental will continue to be charged monthly until the cylinder is returned or reaches the maximum rental period of 44 months.

​e. After 44 months, the cylinder is considered written off, and no further rental charges will apply.


4. Cylinder Rental for Cash Sales.

​a. A cylinder prepayment rental charge is applied to all cash sales.

​b. Upon return of the cylinder, a credit will be issued against the cylinder prepayment rental charge, and the incurred rental will be billed separately.

 

5. Customer System Access.

​The suppliers of the system can provide you with access to the system so that you can on-charge rentals to your customers. There may be a small setup fee, and thereafter, charges will be a percentage of the rental value. You will no longer have cash flow tied up in deposits, with the added benefit of being able to track each and every cylinder that has moved into and out of your ​warehouse.

 

6. Refund Policy for Deposits.

​a. Existing cylinder deposits are refundable within 12 months of system implementation (1 June 2016).

​b. Cylinders returned after 12 months receive a refund minus accrued monthly rental fees beyond the changeover date.

Kovco (Proprietary) Limited – Email Disclaimer

  1. Confidentiality Notice
    This email and any attachments are confidential and intended solely for the use of the named recipient(s). If you are not the intended recipient, you are hereby notified that any review, disclosure, copying, distribution, or use of the contents is strictly prohibited and may be unlawful. Please notify the sender immediately and delete the email from your system.
  2. Privacy & Data Protection
    Kovco (Proprietary) Limited complies with the Protection of Personal Information Act (POPIA) and is committed to protecting personal data. Any personal information shared in this communication is handled in accordance with our privacy policies and applicable laws. Reasonable steps are taken to secure and safeguard all such information.
  3. Limitation of Liability
    Kovco accepts no liability for any loss, damage, or expense arising from this email or any attachments, including any harm caused by viruses or malicious software. While every effort is made to ensure the integrity of our communications, the recipient is responsible for verifying the safety of this message. The views and opinions expressed are those of the sender and may not necessarily reflect those of Kovco.
  4. No Contractual Obligation
    Unless expressly stated and confirmed in a duly signed written agreement, no email or attachment shall be interpreted as forming a legally binding contract on behalf of Kovco.
  5. Reporting & Contact
    If you have received this email in error, please notify the sender promptly and permanently delete it from your system.

You can reach our customer support team by emailing info@kovco.co.za or calling +27 21-511-0866. Our dedicated team is available to assist with any inquiries or issues.

We’re committed to providing prompt and effective solutions to ensure your satisfaction.