This policy explains how SeptiBytes Solutions ("SeptiBytes", "we", "us") handles personal information when you visit www.septibytes.com, contact us, or deal with us as a client, supplier or prospective client. It is written to meet the Protection of Personal Information Act, 4 of 2013 ("POPIA"). Our POPIA statement gives more detail on how we comply.
01Who we are
SeptiBytes Solutions is a South African software engineering practice providing custom software development, data security and network infrastructure services, and the MedicalBytes and CultiBytes platforms. For the processing described in this policy we are the responsible party. You can contact us, and our Information Officer, at info@septibytes.com.
02What this policy covers
This policy covers this website, enquiries you send us, and our business relationships. It does not cover personal information we process on behalf of clients inside systems we build or operate for them, including MedicalBytes and CultiBytes. In that case the client is the responsible party and its own privacy notice applies. See our POPIA statement for how that works.
03What we collect
| Category | What it includes |
|---|---|
| Enquiry details | Your name, email address, company, role, and what you tell us about your enquiry, including systems in place, integration needs, scale and timing |
| Business contact details | Names, work email addresses and job titles of people we deal with at client and supplier organisations |
| Correspondence | Emails and meeting notes relating to an enquiry or an engagement |
| Website usage | If you accept analytics cookies: pages visited, time on page, approximate location derived from your IP address, device and browser type, and how you arrived at the site |
| Technical data | Standard server and security logs kept by our hosting provider, such as IP address, date and time of a request, and browser type. With an enquiry we store a one way hash of your IP address and your browser type, to detect repeated spam |
We do not ask for, and do not want to receive, special personal information such as health or biometric information through this website.
04How the enquiry forms work
When you send an enquiry, it goes over an encrypted connection to our web server. There it is checked for spam, saved in a secure database that only we can access, and emailed to info@septibytes.com. We send you a short confirmation with a reference number. If the online form is unavailable, it opens your own email program instead, and nothing is sent until you send that email.
To keep out automated spam we use Google reCAPTCHA, which looks at how the page is used (for example your IP address, browser and device details and mouse or touch activity), and Akismet, which checks the name, email address and message you send, together with your IP address and browser details. By default we keep only a one way hash of your IP address, not the address itself.
05Why we use it, and on what basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and preparing a proposal | Your consent, given when you tick the consent box and send the enquiry, and steps you have asked us to take before a contract |
| Delivering and supporting an engagement | Performance of a contract with you or your organisation |
| Understanding how the website is used so we can improve it | Your consent, given through the cookie banner |
| Keeping our systems and this website secure | Our legitimate interest in protecting our business and the people who use our services |
| Keeping financial and business records | Compliance with legal obligations, such as tax law |
06Where we get it
Mostly from you, when you complete a form, email us or meet us. Sometimes from your organisation, when it introduces you as a contact for an engagement, or from public business sources such as a company website. Website usage data is collected by Google Analytics if you accept analytics cookies.
07Who we share it with
We share personal information only where we need to, and never sell it. Recipients may include:
- Service providers who help us run the business and this website, such as email, hosting, cloud and analytics providers, under obligations of confidentiality and security
- Spam protection providers: Google (reCAPTCHA) and Automattic (Akismet), which check enquiries before they reach us
- Professional advisers such as auditors and lawyers, where needed
- Regulators, law enforcement or courts, where the law requires it
08Transfers outside South Africa
Some of our service providers, including Google and Automattic, may process information outside South Africa. We make such transfers only where section 72 of POPIA permits it, for example where the recipient is subject to laws or binding agreements that provide an adequate level of protection.
09How long we keep it
We keep personal information only for as long as we need it for the purpose it was collected for, or as long as the law requires. Enquiries stored by our website are deleted automatically after two years, and sooner where they no longer serve a purpose, unless they become part of an engagement. Records relating to an engagement are kept for the duration of the relationship and for as long afterwards as tax, accounting and contractual obligations require. Google Analytics data is kept for the retention period set in our Google Analytics account.
10How we protect it
We use appropriate technical and organisational measures to protect personal information against loss, misuse and unauthorised access, including access controls, multi factor authentication, encryption where supported and confidentiality obligations on our people. No method of transmission over the internet is completely secure, so please avoid sending sensitive information by email.
11Your rights
You may ask whether we hold personal information about you and ask for a copy, ask us to correct or delete it, object to its processing, and withdraw your consent at any time. Withdrawing consent does not affect processing that already took place. To exercise any of these rights, email info@septibytes.com with Information Officer in the subject line. You also have the right to complain to the Information Regulator at inforegulator.org.za.
12Children
This website is intended for businesses and is not directed at children. We do not knowingly collect personal information from anyone under 18 through it.
13Cookies
We use analytics cookies only if you accept them. Our cookie policy explains what they are and how to change your choice.
14Changes to this policy
We may update this policy from time to time. The date at the top of the page shows when it last changed. Material changes will be highlighted on this page.
15Contact
Questions about this policy or about your information can be sent to info@septibytes.com.
