1. What Information We Collect and Why
We collect personal information that is needed to provide and support our services. This may include names, surnames, job titles, organisation details, login details, device information, and support records. In some cases we also process calendar entries, contacts, file names, folder permissions and admin settings when these are required for setup or support.
We use this information to create and manage accounts, deliver services, respond to support requests, complete migrations, train administrators, and keep services working properly. We only ask for information that is relevant to the task at hand, and we aim to keep collection to the minimum necessary.
2. How We Use Personal Information Under POPIA
We process personal information lawfully and only for clear purposes. These purposes usually include service delivery, account administration, security monitoring, client communication, troubleshooting, and internal record keeping. We may also use limited information to improve support processes and service quality.
- To set up mailboxes, calendars and document spaces
- To move existing data during migration projects
- To verify administrators and approved users
- To send service notices and operational updates
- To handle training, go live support and ongoing admin help
Where consent is required we will request it, and where processing is needed for contract performance or legal compliance we rely on that lawful basis. We do not use personal information for unrelated purposes.
3. Sharing Information With Service Providers
We may share personal information with trusted service providers who help us deliver the service, such as hosting, storage, backup, security and technical support providers. These parties may only use the information to perform the services we ask of them, and they must keep it confidential.
We may also disclose information if the law requires it, if a court order compels it, or if disclosure is needed to protect our rights, our clients, or the security of our systems. We do not sell personal information, and we do not trade it for marketing gain.
- Service providers receive only the information needed for their task
- Access is limited to authorised personnel
- We review access and permissions where practical
4. Security Controls and Retention Periods
We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse or alteration. These measures may include password controls, role-based access, secure transfer methods, audit logs and restricted administrative access. We also take account of practical issues such as load-shedding related interruptions and coastal humidity that can affect local equipment, so where relevant we plan for backups and service continuity.
We keep personal information only for as long as it is needed for the purpose it was collected, for contract management, or for legal and audit requirements. When information is no longer required, we take steps to delete or de-identify it in a secure manner.
5. Your Rights to Access, Correction and Objection
You may request access to the personal information we hold about you, ask for corrections where details are inaccurate or incomplete, and object to certain processing where POPIA allows it. If a user no longer should have access to a service account, the organisation’s administrator may also request changes to permissions or removal of access.
Requests must come through the enquiry form on our contact page so that we can verify the request and respond properly. We may ask for enough information to confirm identity and authority before we act on a request. This helps us protect both the individual and the organisation.
- Access to your personal information
- Correction of inaccurate information
- Objection to certain processing
- Withdrawal of consent where applicable
6. Cookies, Records and Policy Updates
We may use basic technical records and cookies where needed for security, session management and service performance. These records are used to keep the system operating correctly and to help identify unusual activity. They are not used to identify you for unrelated purposes.
We may update this policy from time to time to reflect changes in the law, our services, or operational requirements. The latest version will apply when it is published. We recommend reviewing this policy periodically, especially if your organisation changes administrators or expands its use of our services.
If you have any questions about this policy or about how we handle personal information, please use the enquiry form on our contact page. We will respond as soon as reasonably possible.