Privacy Policy

Effective date: 23 September 2026

Cybertaries respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how Cybertaries collects, uses, stores, protects and otherwise processes personal information when you visit our website, contact us, request our services, purchase our services or otherwise interact with us.

Cybertaries processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African laws.

This Privacy Policy applies to personal information processed by Cybertaries in connection with our website and our business activities. It should be read together with any applicable service agreement, terms and conditions, quotation or other contractual documentation.

1. Who We Are

For purposes of POPIA, Cybertaries may act as the responsible party when we determine the purposes and means for processing your personal information.

When providing technology services to a customer, Cybertaries may in some circumstances process personal information on the customer's behalf. In those circumstances, Cybertaries may act as an operator, depending on the nature of the service and the applicable agreement.

Responsible Party:

Cybertaries
Website: https://www.cybertaries.co.za/

If you have any questions about this Privacy Policy or how we process personal information, please contact us using the contact details published on our website.

Information Officer:
Pieter van Rensburg

Privacy contact:
pieter@cybertaries.co.za

2. What Personal Information We Collect

Depending on how you interact with us, we may collect personal information such as:

• Name and surname

• Business or company name

• Email address

• Telephone or mobile number

• Business address or other relevant address information

• Information contained in enquiries, support requests and communications

• Information required to provide or administer our services

• Billing and payment-related information

• Device, browser and technical information when you use our website

• IP address and website usage information

• Information voluntarily provided to us when requesting technical assistance

• Information contained in files, systems or devices that we are authorised to access when providing technology services

We only request personal information that is reasonably necessary for the relevant purpose.

You are not required to provide personal information simply to browse our website. However, certain information may be necessary if you want us to respond to an enquiry, provide a quotation, deliver a service, process a payment or otherwise fulfil a request.

Where we request personal information from you, we will endeavour to explain the purpose for which it is being collected.

3. How We Collect Personal Information

We may collect personal information:

• Directly from you when you contact us

• When you submit an enquiry or request a service

• When you communicate with us by email, telephone, WhatsApp or other communication channels

• When you enter into an agreement with us

• When you make a payment or provide billing information

• Automatically through your use of our website, where applicable

• From service providers or third parties where permitted by law

• From publicly available sources where permitted by law

Where reasonably practicable and required by POPIA, we collect personal information directly from the data subject.

4. Why We Process Personal Information

We may process personal information for purposes including:

• Responding to enquiries and requests

• Providing quotations and proposals

• Providing technical support and technology services

• Managing customer relationships

• Delivering and administering services

• Scheduling and communicating about services

• Processing payments and maintaining financial records

• Maintaining business and customer records

• Providing customer support

• Troubleshooting and diagnosing technical problems

• Maintaining the security of our systems and services

• Preventing fraud, abuse and unauthorised access

• Improving our website, services and customer experience

• Communicating important service, security or administrative information

• Complying with legal and regulatory obligations

• Establishing, exercising or defending legal rights

• Performing other purposes that are compatible with the original purpose for which the information was collected, where permitted by law

We will not process personal information for purposes that are incompatible with the purpose for which it was collected unless permitted by POPIA or another applicable law.

5. Lawful Basis for Processing

POPIA does not require consent for every instance of processing.

Depending on the circumstances, Cybertaries may process personal information where:

• You have consented to the processing;

• Processing is necessary to perform a contract with you or to take steps at your request before entering into a contract;

• Processing is necessary to comply with a legal obligation;

• Processing protects a legitimate interest of the data subject;

• Processing is necessary to protect the legitimate interests of Cybertaries or a third party, where permitted by POPIA; or

• Processing is otherwise permitted by POPIA or another applicable law.

Where we rely on consent, you may withdraw your consent, subject to any legal or contractual consequences and any information that we are otherwise entitled or required to retain or process.

Withdrawal of consent does not affect the lawfulness of processing that took place before consent was withdrawn.

6. Direct Marketing

Cybertaries may communicate with existing or prospective customers about our services, products, technology information or related offerings where permitted by applicable law.

Electronic direct marketing, including marketing sent by email, SMS, WhatsApp or similar electronic communications, will be conducted in accordance with POPIA.

Where consent is required, we will obtain the necessary consent before sending direct marketing.

Where POPIA permits direct marketing to an existing customer without prior consent, we will comply with the applicable requirements, including providing an opportunity to object to or unsubscribe from further marketing communications.

You may request that we stop sending you direct marketing communications at any time.

A request to stop marketing communications will not necessarily prevent us from sending essential service, contractual, security or administrative communications.

7. Sharing Personal Information

We may disclose personal information where reasonably necessary for the purposes described in this Privacy Policy.

This may include sharing information with:

• Technology and software service providers

• Cloud hosting and infrastructure providers

• Payment processors and financial service providers

• Professional advisers, such as accountants, auditors or legal advisers

• Contractors or service providers assisting us in delivering services

• Trusted technical partners where necessary to provide requested services

• Government authorities, regulators or law-enforcement agencies where legally required

• Other parties where you have authorised or requested the disclosure

We do not sell personal information to third parties.

Where another party processes personal information on our behalf, we will take reasonable steps to ensure that appropriate contractual and security safeguards are in place as required by applicable law.

8. Operators and Customer Data

When providing technology support, IT administration, cloud services, cybersecurity assistance or related services, Cybertaries may be required to access or process personal information stored on a customer's systems.

Where Cybertaries processes personal information on behalf of a customer and does not determine the purpose of that processing, we may act as an operator under POPIA.

In such circumstances:

• We will process the information only for the purposes authorised by the customer or as required by law;

• We will maintain appropriate confidentiality obligations;

• We will take reasonable technical and organisational measures to protect personal information;

• We will not use customer personal information for our own unrelated purposes;

• We will notify the responsible party if we become aware of a security compromise involving personal information processed on its behalf, as required by law and the applicable agreement.

The customer remains responsible for determining the lawful purposes for which personal information under its control is collected and processed.

9. Remote Technical Support and Access to Devices

Some Cybertaries services may require authorised remote access to a customer's computer, server, network, cloud environment or other technology.

Remote access will only be performed for an authorised support or service purpose.

Where personal information is visible or accessible during the provision of technical services, Cybertaries will treat that information as confidential and will not intentionally access, copy, disclose or use it for purposes unrelated to the service being provided.

Customers should not provide unnecessary personal information to Cybertaries when requesting technical assistance.

Where reasonably possible, customers should close or secure confidential applications and documents that are not relevant to the support request before granting remote access.

10. Security of Personal Information

Cybertaries takes reasonable technical and organisational measures to protect personal information against:

• Loss

• Damage

• Unauthorised access

• Unauthorised disclosure

• Unauthorised alteration

• Unauthorised destruction

• Other unlawful forms of processing

Security measures may include appropriate access controls, authentication, passwords, encryption where appropriate, secure software and systems, backups, security updates, confidentiality obligations and other reasonable safeguards appropriate to the nature of the information and the risks involved.

No method of electronic transmission or storage can be guaranteed to be completely secure. We therefore cannot guarantee absolute security of personal information.

11. Security Compromises

If Cybertaries becomes aware of a security compromise involving personal information for which we are the responsible party, we will take the steps required by POPIA, which may include notifying the Information Regulator and affected data subjects where required.

Where Cybertaries acts as an operator and a security compromise occurs involving personal information processed on behalf of a customer, we will notify the relevant responsible party in accordance with POPIA and the applicable agreement.

We will investigate relevant security incidents and take reasonable steps to contain, remedy and prevent recurrence of the compromise.

12. Cookies and Website Analytics

Our website may use cookies and similar technologies.

Cookies are small files or pieces of information stored on your device that may help a website remember preferences, maintain functionality or understand how the website is being used.

Depending on how our website is configured, cookies may be used for purposes such as:

• Website functionality

• Security

• Remembering preferences

• Understanding website usage

• Website performance and analytics

Some cookies may be placed by third-party service providers used by our website.

You can manage or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of parts of the website.

Where applicable, we will obtain consent for cookies or similar technologies where consent is legally required.

13. Website Logs and Technical Information

Our website hosting and security systems may automatically record technical information such as:

• IP address

• Browser type

• Operating system

• Device information

• Date and time of access

• Referring website

• Pages requested

• Security and diagnostic information

This information may be used for purposes such as website operation, security, troubleshooting, performance monitoring, analytics and prevention of abuse.

Where technical information constitutes personal information under POPIA, it will be processed in accordance with this Privacy Policy and applicable law.

14. Third-Party Services and Websites

Our website or communications may contain links to third-party websites, applications or services.

Those third parties operate independently from Cybertaries and may have their own privacy policies and terms.

Cybertaries is not responsible for the privacy practices, security or content of third-party websites or services.

You should review the applicable privacy policy of any third-party service before providing personal information to that service.

15. Cross-Border Transfers

Some technology, cloud, hosting, communication, payment or other service providers used by Cybertaries may process personal information outside South Africa.

Where personal information is transferred outside South Africa, Cybertaries will take reasonable steps to ensure that the transfer is carried out in accordance with POPIA, including applicable requirements relating to the protection of personal information transferred outside the Republic.

16. Retention of Personal Information

Cybertaries will not retain personal information for longer than is necessary for the purpose for which it was collected or subsequently authorised, unless:

• Retention is required or authorised by law;

• Retention is necessary for contractual purposes;

• Retention is necessary to establish, exercise or defend legal rights;

• Retention is required for legitimate business or regulatory purposes permitted by law; or

• Another lawful basis for continued retention applies.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it where appropriate.

Different categories of records may therefore be retained for different periods.

17. Your Rights Under POPIA

Subject to the limitations and requirements contained in POPIA and other applicable law, you may have the right to:

• Be notified that your personal information is being collected;

• Request confirmation as to whether we hold personal information about you;

• Request access to personal information that we hold about you;

• Request correction of inaccurate or incomplete personal information;

• Request deletion or destruction of personal information where permitted by law;

• Object to certain processing of your personal information;

• Object to the processing of your personal information for direct marketing;

• Withdraw consent where processing is based on consent;

• Lodge a complaint with the Information Regulator; and

• Exercise other rights provided for by POPIA.

These rights are subject to applicable legal requirements and limitations. For example, we may be required or permitted to retain certain information for legal, contractual, regulatory, accounting or other legitimate purposes.

18. How to Exercise Your Rights

To exercise your rights or ask questions about the processing of your personal information, contact our Information Officer using the contact details provided in this Privacy Policy.

We may need to verify your identity before responding to certain requests in order to protect personal information from unauthorised disclosure.

We will deal with requests within the periods and according to the procedures required by applicable law.

19. Complaints

If you believe that Cybertaries has processed your personal information unlawfully or has otherwise interfered with your privacy rights, you are encouraged to contact us first so that we can investigate and attempt to resolve the matter.

You also have the right to lodge a complaint with the Information Regulator of South Africa.

Information Regulator:

Website: https://inforegulator.org.za/
Email: enquiries@inforegulator.org.za
Telephone: 010 023 5200

The Information Regulator provides services relating to POPIA complaints and security compromises through its eServices platform.

20. Children's Personal Information

POPIA provides specific protection for the personal information of children.

For purposes of POPIA, a child is generally a person under the age of 18 years.

Cybertaries does not knowingly collect or process children's personal information unless the processing is permitted under POPIA or another applicable law.

Where POPIA requires the consent of a competent person for the processing of a child's personal information, we will seek the required consent before processing that information.

If you believe that we have inadvertently collected personal information from a child in circumstances where the processing is not permitted, please contact us so that we can investigate and take appropriate action.

21. Personal Information of Employees, Contractors and Service Providers

This Privacy Policy also applies, where relevant, to personal information relating to individuals who interact with Cybertaries in a business capacity, including employees, contractors, suppliers and service providers.

Additional privacy notices, agreements or policies may apply where required by the nature of the relationship.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices or applicable laws.

The updated version will be published on our website with an updated effective date.

Where required by law, we will take additional steps to notify affected data subjects of significant changes.

23. Contact Us

If you have questions about this Privacy Policy, wish to exercise your rights under POPIA, or have a concern about how Cybertaries processes personal information, please contact us.

Cybertaries
Website: https://www.cybertaries.co.za/

Information Officer:
Pieter van Rensburg

Email:
pieter@cybertaries.co.za

Telephone / WhatsApp:
+27 76 034 2438

Last updated: 23 September 2026