Last Updated: 6 October 2025

Introduction

Welcome to avaytech.co.za. At Avaytech we are committed to safeguarding the privacy and protection of your personal information in accordance with South African law, including POPIA. This Privacy Policy explains how we collect, use, store and share your personal information when you interact with us — whether as a visitor to our website, a client, or someone using our services. By using avaytech.co.za or engaging our services, you agree to the collection and processing of your personal information as described in this policy.

1. Definitions & Scope

1.1 “Personal Information” means information relating to an identifiable, living natural person or existing juristic person that is processed by us, as defined under POPIA.

1.2 “Processing” means any operation or activity (whether or not by automatic means) concerning Personal Information, including collection, receipt, recording, organisation, storage, update, retrieval, use, disclosure, destruction or erasure.

1.3 This Privacy Policy applies to all Personal Information processed by Avaytech in the context of our website, service offerings (hosting, design, development), client communication, billing, support and marketing activities.

2. Information We Collect

2.1 We collect Personal Information that you provide directly to us when you register, subscribe to services, request a quote, contact us for support, or otherwise engage with Avaytech. This may include your name, email address, telephone number, physical or postal address, company name, identity or registration number, banking or payment details, and other information necessary to provide our services.

2.2 We also collect information automatically when you use our website or services, such as your IP address, browser type and version, access times, pages viewed, device information, and cookies or similar tracking technologies.

2.3 Where required and permitted by law, we may collect “special personal information” or sensitive information only with your explicit consent and for specific purposes (e.g., credit checks, identity verification) and subject to additional security safeguards.

3. Why and How We Use Your Information

3.1 We use your Personal Information for one or more of the following purposes: to establish and manage our relationship with you, provide and maintain our services, process payments and invoices, respond to your enquiries or support requests, administer user accounts, monitor usage, perform security, fraud-prevention and compliance functions, and inform you of upgrades, new services or offers (where you have opted-in).

3.2 Where we rely on consent to process your Personal Information (for example for marketing communications), you may withdraw that consent at any time by notifying us.

3.3 We will only use your information for purposes compatible with the original purpose of collection or such other purpose authorised by you or by law, in line with POPIA.

4. Disclosure and Sharing of Personal Information

4.1 We may share your Personal Information with our service providers, subcontractors and operators who assist with the provision, maintenance and support of our services (such as hosting infrastructure, data-centre operators, payment gateways, software suppliers, support ticket providers). These parties are required to handle your data securely and only for the purposes for which it was shared.

4.2 We may disclose your Personal Information if required by law, court order or regulatory authority, or to protect our rights, property or the safety of our clients, employees or the public.

4.3 In the event of a business transaction (such as a merger, acquisition or sale of assets), your Personal Information may be transferred to the successor entity, subject to agreement that the new entity honours this Privacy Policy.

5. Cross-Border Transfer of Data

5.1 Your Personal Information may be transferred to and stored in locations outside South Africa, for example when our service providers operate globally. Where this happens, we will ensure that appropriate safeguards are in place in accordance with POPIA’s requirements and that the level of protection of your Personal Information remains substantially similar.

5.2 By using our services and providing your Personal Information, you consent to such transfers and processing in foreign jurisdictions under the conditions described in this policy.

6. Cookies, Log Data and Analytics

6.1 Our website uses cookies and similar tracking technologies to collect information about your use of the site, personalise your experience, facilitate login sessions, monitor performance, and improve our services. Log data such as IP address, access times, pages visited and browsing behaviour may also be collected for diagnostic, analytics and security purposes.

6.2 You may disable or restrict cookies through your browser settings; however doing so may affect your ability to access or fully use certain features of our website or services.

7. Retention of Personal Information

7.1 We will retain your Personal Information only for as long as necessary to fulfil the purposes for which it was collected, to comply with legal, regulatory or contractual obligations, or for legitimate business purposes (for example for dispute resolution, billing records, fraud detection).

7.2 Once your Personal Information is no longer needed, or upon your request if applicable and lawful, we will delete, destroy or anonymise your data in a secure manner.

8. Security Measures

8.1 Avaytech treats the confidentiality and security of your Personal Information as a priority. We employ appropriate technical and organisational measures — including encryption, access controls, authentication, network firewalls, data-centre security protocols, employee training and audit procedures — to protect against unauthorised or unlawful access, loss, alteration or disclosure of your data.

8.2 While we strive to protect your Personal Information, no system can guarantee absolute security. In the event of a data breach that poses a risk to your rights, we will take prompt steps to notify you and any requisite regulatory authority in terms of POPIA.

9. Your Rights Under POPIA

9.1 You have a number of legal rights regarding your Personal Information, including the right to: • ask whether we hold your Personal Information and request access; • request correction, deletion or anonymisation of your Personal Information where it is inaccurate, irrelevant, excessive, out-of-date, misleading or unlawfully obtained; • object to the processing of your Personal Information in certain circumstances; • withdraw your consent where we rely on consent for processing; • lodge a complaint with the South African Information Regulator if we fail to comply with the law.

9.2 To exercise these rights, or submit any query or complaint, please contact our Information Officer at the details provided in Section 12. We will respond within a reasonable period as required by POPIA.

10. Direct Marketing

10.1 We may send you marketing communications (e.g., newsletters, service updates, offers) only if you have opted-in to receive such communications or the law permits such communications based on an existing business relationship and you have not opted-out.

10.2 You may unsubscribe or opt-out from marketing communications at any time by following the instructions in the communication or by contacting us directly. Even if you opt-out of marketing communication, we may still send you administrative or service-related messages (for example about your account or service changes).

11. Children & Minors

11.1 Our services are not directed at children under the age of 18 years. We do not knowingly collect or solicit Personal Information from any person under 18. If we become aware that we have collected Personal Information from a child under 18 without parental or guardian consent, we will take steps to delete that information.

12. Changes to This Privacy Policy

12.1 We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or service offerings. The updated version will be posted on our website with the “Last Updated” date. Your continued use of our services after notification of the update constitutes acceptance of the amended policy.

12.2 We encourage you to check this page regularly for changes. If you do not agree with the changes, you should stop using our services and notify us of your request to delete your account.

13. Contact Information

13.1 If you have any questions, requests or concerns about this Privacy Policy or our handling of your Personal Information, please contact us at: • Information Officer: [Insert Name] • Email: [Insert contact-email at avaytech.co.za] • Postal Address: [Insert physical address of Avaytech] 13.2 We endeavour to respond to your queries or complaints within a reasonable time in accordance with POPIA and applicable guidance.