Privacy Policy

OTOMATE SYSTEMS (Pty) Ltd ("Otomate", "we", "us", "our") is committed to protecting your privacy and handling personal information responsibly and in line with the Protection of Personal Information Act, 2013 (POPIA). This policy explains what we collect, why, and what your rights are.

1. Who we are

OTOMATE SYSTEMS (Pty) Ltd (registration number 2025/557560/07) is a registered private company in South Africa, with its address at 28 Main Street, Linden, Randburg. We set up WhatsApp automation systems for real estate agencies. For privacy queries, contact our Information Officer at info@otomate.co.za or 069 052 5974.

2. Information we collect

We collect information you give us directly — your name, agency name, email address, WhatsApp or phone number, and the answers you provide in our quote builder or contact forms. We also collect limited technical information automatically when you use our website, such as your browser type, device and general usage data. Where we build and operate systems for our agency clients, we may process information about that agency's own leads and customers on the agency's behalf (see section 7).

3. How we use your information

We use your information to respond to enquiries, prepare and send quotations, provide and support our services, communicate with you about your project, and meet our legal obligations. We do not sell your personal information.

4. Lawful basis

We process personal information on the basis of your consent, to take steps at your request before or during a contract, to pursue our legitimate business interests, and to comply with the law — as permitted under POPIA.

5. Sharing your information

We share information only where necessary: with service providers who help us operate (for example, website hosting, email delivery, and our customer/CRM tools), and with platforms required to deliver the service, such as Meta's WhatsApp Business API and any CRM you ask us to integrate. These providers may process data outside South Africa. We require appropriate safeguards and only share what is needed. We may also disclose information where required by law.

6. Retention

We keep personal information only for as long as needed for the purposes set out above, or as required by law, after which it is securely deleted or anonymised.

7. Information we process for our clients

When we build or run a system for an agency, that agency is the responsible party for its leads' personal information and we act as its operator — processing that data only on the agency's documented instructions and protecting it with appropriate safeguards.

8. Security

We apply reasonable technical and organisational measures to protect personal information against loss, unauthorised access, or misuse. No system is completely secure, but we work to safeguard your data at every step.

9. Your rights

Under POPIA you have the right to access the personal information we hold about you, to request correction or deletion, to object to processing, and to lodge a complaint. To exercise any of these rights, contact info@otomate.co.za.

10. Cookies

Our website may use cookies and similar technologies to function correctly and to understand usage. You can control cookies through your browser settings.

11. Changes

We may update this policy from time to time. The latest version will always be available on this page with its effective date.

12. Contact

Information Officer: [Information Officer name]

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

info@otomate.co.za · 069 052 5974