1. Who we are
Agile Automate (Pty) Ltd, registration number 2024/011420/07, 212 Boundary Road, River Lodge Complex, Parys, Free State, 9585. We are the responsible party for personal information collected through this website and through our own WhatsApp channel.
Information Officer: Leon Opperman, owner and founder. Email info@agileautomate.co.za or phone 081 553 8838.
2. What we collect, and why
- Enquiry forms (home page and Contact page): your name, email address, telephone number (optional), company (optional), subject and message. We use these to reply to you, prepare a proposal or quote, and manage our relationship with you.
- Where your enquiry came from: with each enquiry we also record the page you sent it from, the website that referred you, and any campaign tags in the link you used. We use this only to understand which pages and channels bring in genuine enquiries.
- Review form: your name, company (optional), a star rating and your written review. If we approve it, your name, company and review are published on our Reviews page.
- When you phone, email or message us: the details you choose to give us.
- WhatsApp: when you message us on WhatsApp, see section 3.
- Server logs: like every website, our web host records technical details such as IP address, browser type and the pages requested in routine server logs, for security and to keep the site running.
Please do not put identity numbers, banking details, health information or other sensitive information into our forms or WhatsApp messages. We do not ask for it.
3. WhatsApp messaging and systems we run for clients
We use the WhatsApp Business Platform, provided by Meta Platforms, to send and receive WhatsApp messages, both for Agile Automate and inside business systems we build and operate for our clients.
- What we process: your WhatsApp phone number, your WhatsApp profile name, the messages, buttons and files you send, the messages sent to you, and delivery and read statuses.
- Why: to answer your questions, send notifications, confirmations and reminders you have asked for or that relate to a service you use, and to hand a conversation over to a person when needed.
- When you message one of our clients: if you message a business that uses a system we built (for example a supplier, employer or service provider), that business is the responsible party for your information and its own privacy policy applies. We act as its operator: we process the messages only on its instructions, to run its system, and never for our own marketing.
- Opting out: reply STOP, or ask the business you are messaging, and you will not receive further business-initiated messages.
Meta processes WhatsApp messages under its own terms and the WhatsApp Business Policy. We do not use WhatsApp data for advertising and we do not sell it.
4. Our lawful grounds
- To respond to your enquiry and take steps at your request before a contract is concluded.
- To perform a contract with you, or with the client whose system you are using.
- Our legitimate interest, or our client's, in running and securing the business, the website and its systems.
- Your consent, where you publish a review, opt in to WhatsApp messages, or where we otherwise ask for it. You may withdraw consent at any time (see section 9).
- Where the law requires us to keep or disclose information.
5. Who we share it with
We do not sell your personal information and we do not use advertising or tracking services. We use a small number of service providers, called operators in POPIA, who process information on our behalf and only for the purposes we set:
- a cloud database provider (Supabase), where enquiries, reviews and WhatsApp messages are stored behind access rules that stop the public from reading other people's information;
- Meta Platforms, which delivers WhatsApp messages through the WhatsApp Business Platform;
- our web hosting provider, which serves this website.
Where we run a system for a client, WhatsApp conversations with that client are available to the client's authorised staff. We may also disclose information when a law, court order or regulator requires it.
6. Information leaving South Africa
Our cloud database provider and Meta may store or process information on servers outside South Africa. Where that happens we rely on POPIA section 72: these providers are bound to protect the information to a standard substantially similar to POPIA, and the transfer is necessary to deal with your request or to deliver your messages.
7. How long we keep it
- Enquiries: while we are dealing with you, and for up to 24 months after our last contact. If we start working together, for as long as the contract and our legal record-keeping duties require.
- WhatsApp messages: for up to 24 months after the last message, unless the client whose system you used needs them for longer to meet its own legal duties, or asks us to delete them sooner.
- Reviews: for as long as the review is published. Ask us to remove it and we will.
- Server logs: for the short period our host retains them.
8. How we protect it
The website is served over HTTPS only. Data is held in a database whose rules, enforced by the database itself, stop the public from reading anything that others submitted. Incoming WhatsApp messages are accepted only when they carry Meta's verified signature. Access for our own staff and our clients' staff is limited to what they need, and we keep to the principle of collecting only what is necessary.
9. Your rights, and deleting your data
Under POPIA you may ask us to:
- confirm whether we hold personal information about you, and give you a copy;
- correct or update it;
- delete or destroy it, where we no longer need it or have no lawful reason to keep it;
- stop using it, or object to us using it;
- withdraw a consent you gave, which does not affect what we did before you withdrew it.
To ask for your data to be deleted, including WhatsApp messages, email info@agileautomate.co.za with the subject "Data deletion request" and the phone number or email address you used. We will confirm your request and complete it within 30 days, or tell you why we must keep something (for example a legal record-keeping duty). If the messages were with one of our clients, we will pass your request to that client and act on its instructions.
For any other request, email info@agileautomate.co.za and we will respond within 30 days. If you are unhappy with how we handle your information, you may complain to the Information Regulator (South Africa). We would appreciate the chance to put it right first.
10. Cookies and browser storage
We do not use advertising, analytics or tracking cookies. If you use the light and dark theme switch, your choice is saved as a single preference in your own browser so the site remembers it. It stays on your device and tells us nothing about you. The fonts on this site are hosted by us, so your browser does not contact Google or other font services to display it.
11. Children
This website and our WhatsApp channel are for businesses and are not directed at anyone under 18. If you believe a child has sent us personal information, tell us and we will delete it.
12. Other websites
This website may link to other websites. We are not responsible for their privacy practices, so read their policies too.
13. Changes to this policy
We will update this page if our practices change, and change the date at the top. Questions about this policy are welcome at info@agileautomate.co.za.
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