POPIA Compliance

OTOMATE SYSTEMS (Pty) Ltd takes the protection of personal information seriously and is committed to complying with the Protection of Personal Information Act, 2013 (POPIA). This page explains how we apply POPIA across our business and the systems we build.

1. Our commitment

We process personal information lawfully, transparently, and only for legitimate purposes. We build POPIA-aligned practices into every system we deliver, by default.

2. Information Officer

Our Information Officer is responsible for POPIA compliance and can be reached at info@otomate.co.za or 069 052 5974.

3. The conditions we apply

We aim to give effect to POPIA's conditions for lawful processing: accountability, processing limitation, purpose specification, further-processing limitation, information quality, openness, security safeguards, and data subject participation.

4. Personal information we process

For our own business, we process the details of prospective and current clients (such as name, agency, contact details, and quote information). For agency clients, we process their leads' and customers' information on their behalf.

5. Operator relationship

Where we build or run a WhatsApp and CRM system for an agency, the agency is the responsible party for its leads' data and Otomate acts as its operator. We process that data only on the agency's instructions, keep it confidential, and protect it with appropriate security measures.

6. Consent in WhatsApp flows

The automation flows we build are designed to capture appropriate consent within the WhatsApp conversation before personal information is collected and stored, and to make the purpose of processing clear to the person.

7. Your rights

You have the right to know what personal information we hold, to request access, correction or deletion, to object to processing, and to complain. To exercise these rights, contact info@otomate.co.za.

8. Security

We apply reasonable technical and organisational safeguards to protect personal information, and we require the platforms and providers we use to maintain appropriate security.

9. Data breaches

If a security compromise affecting personal information occurs, we will act promptly and, where required, notify the affected parties and the Information Regulator in line with POPIA.

10. Complaints

If you believe we have not handled your personal information properly, please contact us first at info@otomate.co.za. You also have the right to lodge a complaint with the Information Regulator (South Africa) — current contact details are available at inforegulator.org.za.

11. Contact

Information Officer: [Information Officer name]

OTOMATE SYSTEMS (Pty) Ltd, 28 Main Street, Linden, Randburg, South Africa

info@otomate.co.za · 069 052 5974