How we handle your personal information.

Claistax is a trading name of Vhathenzheni General Solutions (Pty) Ltd ("we", "us", "our"), the responsible party for the personal information described in this policy. You can contact us or our Information Officer at:

Trading name

Claistax

Registered name

Vhathenzheni General Solutions (Pty) Ltd

Registration number

2019/014324/07

Physical address

South Africa, Claremont, Cape Town

Privacy email

hello@claistax.com

This policy applies to personal information we process when you visit our website, contact us, request an Automation Audit, become a client, or receive communications from us. It covers information about individuals and, as POPIA requires, about juristic persons such as companies.

When we build or run systems that process your customers' or employees' personal information, we normally act as your operator under POPIA. That processing is governed by our written agreement with you — see section 07.

• Contact and enquiry details — name, company, job title, email address, phone number, and anything you tell us in a contact form or email.
• Engagement information — details about your business processes, systems and requirements that you share during an audit or project.
• Billing information — company registration and VAT details, billing contacts and payment records.
• Technical information — IP address, browser type, device information, pages visited and referring site, collected through server logs and cookies (see section 11).
• Communications — records of correspondence and meetings with us.

We do not intentionally collect special personal information (such as health, religious or biometric information) or information about children through this website.

We only process personal information for specific, lawful purposes, namely to:

• respond to your enquiries and provide quotes — at your request, or for our legitimate interest in responding to business enquiries;
• deliver audits, projects and support services — to conclude or perform a contract with you;
• invoice, keep accounting records and meet tax and legal obligations — to comply with the law;
• secure, maintain and improve our website and services — our legitimate interest;
• send you relevant updates and insights — with your consent, or as permitted for existing clients (see section 05).

We will not use your personal information for a purpose that is incompatible with the one for which it was collected, unless you consent or the law allows it.

In line with section 69 of POPIA, we only send electronic marketing to people who have opted in, or to existing clients about similar services. Every message includes a simple way to unsubscribe, and you can opt out at any time by emailing hello@claistax.com. We never sell or rent personal information.

We share personal information only where necessary, with:

• service providers who help us run our business — such as hosting, email, CRM, accounting and communication tools;
• technology providers used to deliver your project, where you have agreed to their use;
• professional advisers such as auditors and lawyers, under a duty of confidentiality;
• regulators, courts or law enforcement, where the law requires it.

Anyone processing personal information on our behalf must do so under a written agreement that requires them to keep it confidential and secure, as section 21 of POPIA requires.

If our work involves access to personal information held in your systems, we process it as your operator: only on your documented instructions, confidentially, and with the security safeguards set out in our agreement. We notify you without undue delay if we become aware of any unauthorised access to that information.

Where a solution uses third-party AI or cloud services to process your data, we tell you which services are involved before processing begins, and we select service options that do not permit the provider to use your data to train its models wherever such options are available.

Some of our service providers (for example, cloud hosting and email providers) store data outside South Africa. In line with section 72 of POPIA, we only transfer personal information to a third party in another country where that country has adequate data protection laws, the recipient is bound by binding corporate rules or an agreement providing an adequate level of protection, you have consented, or the transfer is necessary to perform a contract with you.

We take appropriate, reasonable technical and organisational measures to prevent loss of, damage to, or unauthorised access to personal information, including encryption in transit, access controls and multi-factor authentication, least-privilege access, and regular review of our safeguards.

If we have reasonable grounds to believe your personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and you as soon as reasonably possible, as section 22 of POPIA requires.

• Enquiries that do not lead to an engagement — up to 2 years after our last contact.
• Client, contract and financial records — 5 years after the engagement ends, as required by tax and company law.
• Marketing preferences — until you unsubscribe, after which we keep only a record of your opt-out.

When we no longer need personal information, we delete, destroy or de-identify it.

Our website uses cookies that are strictly necessary for it to function. If we use analytics or marketing cookies, we will only set them with your consent, and you can withdraw that consent at any time. You can also block or delete cookies in your browser settings, although parts of the site may then not work as intended.

Under POPIA you have the right to:

• ask whether we hold personal information about you, and request a copy of it;
• ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained;
• object to processing based on our legitimate interests, and to direct marketing at any time;
• withdraw your consent, where we rely on it;
• lodge a complaint with the Information Regulator.

To exercise these rights, email hello@claistax.com. We may need to verify your identity before acting on a request. Requests for access to records are handled under the Promotion of Access to Information Act 2 of 2000 (PAIA); our PAIA manual is available on request.

Please contact our Information Officer first so we can try to resolve your concern. If you are not satisfied, you may complain to the Information Regulator (South Africa):

Address

Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191

Telephone

010 023 5200

General enquiries

enquiries@inforegulator.org.za

POPIA complaints

POPIAComplaints@inforegulator.org.za

Website

inforegulator.org.za

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated. Please also read our Terms of Use.