Privacy Policy
Who we are and what this policy covers
This policy explains how Intelligent Output Systems (Pty) Ltd (registration number 2012/209767/07), trading as IO Systems, processes personal information collected through this website. We are the responsible party for that information under the Protection of Personal Information Act 4 of 2013 (POPIA).
It does not cover the platforms we build, host or support for our clients. There, our client decides how personal information is used and we process it on their behalf under a written agreement. Our mobile and web applications have their own App Privacy Policy.
What we collect
When you use the contact form we collect your first and last name, your email address, your phone number if you choose to give it, and your message. When you email or phone us, we keep the details you share with us.
When any page loads, our hosting provider receives technical information such as your IP address, browser type and the pages requested, and uses it to deliver the site securely. We do not use analytics or advertising cookies. Our Cookie Policy explains the cookies the site does use.
Why we use it
We use your details to reply to your enquiry, to discuss and scope work you have asked us about and, if you become a client, to manage that relationship. We rely on the consent you give when you submit the form, and on our legitimate interest in responding to business enquiries, as section 11 of POPIA allows.
We do not sell your information, we do not use it for automated decision-making, and we do not add you to a mailing list without asking you first.
Who we share it with
We share personal information only with the service providers that help us run this website and respond to you, who act as operators on our behalf: Webflow, Inc., which hosts this website and stores contact form submissions, and Microsoft, which provides our email. We may also disclose information to our professional advisers, or where the law, a court or a regulator requires it.
Transfers outside South Africa
Webflow stores contact form submissions and website logs on servers outside South Africa, including in the United States. We make this transfer under section 72 of POPIA, on the basis of a data processing agreement with Webflow that requires it to protect your information to a standard substantially similar to POPIA. Pages on this site also load fonts from Google Fonts, which means Google receives your IP address when a page loads. The contact form uses Cloudflare Turnstile to filter out spam: when the Contact page loads, Cloudflare receives your IP address and technical details about your browser so it can check that a person, not an automated script, is sending the form. Some case studies include a YouTube video: nothing loads from YouTube until you press play, and Google then receives your IP address.
How long we keep it
We keep enquiries for as long as we need them to respond and follow up, and no longer than 12 months after our last contact with you. If you become a client, we keep your records for as long as our agreement and the law require.
How we protect it
We take reasonable technical and organisational measures to protect personal information against loss, damage and unauthorised access, as section 19 of POPIA requires, and we limit access to enquiries to the people who need it. If we believe your personal information has been accessed without authorisation, we will notify you and the Information Regulator as section 22 of POPIA requires.
Your rights
You may ask us whether we hold personal information about you and request a copy of it, ask us to correct or delete it, object to our processing it, or withdraw your consent at any time. Withdrawing consent does not affect processing that took place before you withdrew it. To make a request, contact our Information Officer using the details below. We may need to confirm your identity before we act on a request.
If you are not satisfied with how we have handled your personal information, you may lodge a complaint with the Information Regulator (South Africa) at inforegulator.org.za, by email to POPIAComplaints@inforegulator.org.za, or by phone on 0800 017 160.
Information Officer
Our Information Officer is Edmund van der Merwe. You can reach him at info@iosystems.co.za, on 087 943 6873, or by post at 4 Hurd Street, Newton Park, Gqeberha, 6045, South Africa.
Changes to this policy
We update this policy when our practices change, and the date at the top of the page shows when it last changed.
