Privacy Policy

1. Who we are

Vantkey AI (Pty) Ltd is a South African AI automation, website, CRM and social media services business.

2. Information we collect

Depending on how you interact with us, we may collect:

• your first name and surname;
• business name and industry;
• telephone number and email address;
• the information you include in an enquiry, consultation request or message;
• your communication and marketing preferences;
• service, proposal, billing and customer-support information; and
• technical information such as browser type, device information, IP address, referring page and website usage data where collected by our website or service providers.

Please do not send sensitive personal information unless it is necessary and we have specifically asked for it.

3. How we collect information

We collect information when you:

• complete a form on our website;
• book a consultation;
• contact us by email, WhatsApp or social media;
• enter into discussions or an agreement with us; or
• browse our website, where cookies or similar technologies are active.

4. Why we use your information

We may use personal information to:

• respond to enquiries and consultation requests;
• prepare proposals and provide contracted services;
• manage customer relationships, projects and support;
• send service-related communications;
• send marketing messages where you have consented or where the law otherwise permits;
• operate, secure, analyse and improve our website, systems and services;
• keep appropriate business and financial records; and
• comply with legal, regulatory and contractual obligations.

5. Lawful processing

We process personal information in accordance with applicable South African data-protection law, including the Protection of Personal Information Act, 2013 (POPIA). Depending on the circumstances, processing may be based on your consent, steps taken at your request before entering into a contract, performance of a contract, compliance with a legal obligation, or our legitimate business interests where these do not unjustifiably infringe your rights.

6. Marketing communications

If you opt in, Vantkey AI may contact you about its services through WhatsApp or email. Message frequency may vary. You may withdraw your consent or opt out at any time by asking us in WhatsApp, using an unsubscribe option where provided, or emailing [email protected]. Opting out of marketing will not prevent necessary service-related communications.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information may be shared with subcontractors that provide support services, such as customer service or communications infrastructure. Text-messaging originator opt-in data and consent will not be shared with third parties for their own marketing.

7. When we share information

We do not sell personal information. We may share only the information reasonably necessary with:

• service providers supporting our website, hosting, CRM, automation, communications, analytics, payment or professional operations;
• contractors working for us under appropriate confidentiality and data-protection obligations;
• authorities, regulators, courts or other parties where required by law or necessary to protect rights, safety or security; and
• a successor or transaction partner if our business is reorganised, merged or transferred, subject to applicable law.

Our providers may process information only to deliver their services to us and are expected to protect it appropriately.

8. Cross-border processing

Some technology and service providers may process or store information outside South Africa. Where this occurs, we take reasonable steps to use providers and safeguards that offer an appropriate level of protection as required by applicable law.

9. Cookies and website analytics

Our website and its service providers may use essential cookies and similar technologies to operate pages, maintain security and remember preferences. Analytics or advertising technologies may also be used when configured and permitted. You can limit cookies through your browser settings, although parts of the website may then work differently.

10. Information security

We use reasonable technical and organisational safeguards designed to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. No internet transmission or storage system is completely secure, so absolute security cannot be guaranteed.

11. Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to provide services, maintain appropriate records, resolve disputes and meet legal or contractual requirements. We then delete, destroy or de-identify it where reasonably practicable.

12. Your rights

Subject to applicable law, you may ask us to:

• confirm whether we hold personal information about you;
• provide access to or correct your personal information;
• delete information that we are no longer permitted or required to retain;
• object to certain processing;
• withdraw consent where processing relies on consent; or
• stop direct-marketing communications.

We may need to verify your identity before completing a request. Contact us at [email protected].

13. Children

Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children without appropriate authorisation.

14. Complaints

Please contact us first so that we can try to resolve a privacy concern. You may also lodge a complaint with South Africa's Information Regulator through its official website at inforegulator.org.za.

15. Changes to this policy

We may update this Privacy Policy when our services, systems or legal obligations change. The latest version will be published on this page with a revised effective date.

16. Contact us

Questions or requests about this policy can be sent to [email protected] or directed to Vantkey AI (Pty) Ltd at 1423 Starkey Avenue, Waverley, Pretoria, South Africa.