This policy explains how Promptsol collects, uses and protects personal information, in line with the Protection of Personal Information Act, 2013 (POPIA). It applies to this website, our enquiry forms, WhatsApp, email and our work for clients.
1. Who we are
- Responsible party: Promptsol, a division of Zungu Enterprise Holdings.
- Information Officer: Sello Matlawa.
- Contact for all privacy requests: info@promptsol.co.za, or WhatsApp 074 028 6750.
- We are based in Johannesburg, Gauteng, and work with clients across South Africa.
2. What we collect
- Free site audit form: your website address, WhatsApp number and, if you add it, your email address.
- Project brief form: your name, business name, WhatsApp number, email address (optional), what you need, timing and budget.
- WhatsApp, email and calls: what you send us and your contact details.
- Clients: project details, content and files you give us, quotes, invoices and payment status.
- Technical data: your IP address and basic request details, which our host keeps in server logs for security and to stop abuse of the forms (for example, limiting how many enquiries one connection can send in an hour).
We do not ask for special personal information (such as health or religious beliefs) or for information about children. Please don’t send it to us.
3. Why we use it
- To reply to your enquiry, prepare your audit or a quote, and follow up on it. You agree to this when you tick the box on our forms.
- To deliver and support the work you hire us for, and to invoice and take payment (performing our contract with you).
- To keep financial records, as tax law requires.
- To keep the website and our systems secure and to prevent spam (our legitimate interest).
We do not sell your information, and we don’t add you to a marketing mailing list without your separate consent.
4. Automated help
Enquiries are sent to our own business system, which records them and alerts Sello. We use software, including AI writing tools, to help draft replies, quotes and website content. Sello reviews quotes, invoices and changes to live websites before they go out. No decision with legal or similarly significant effects on you is made by automated means alone.
5. Who processes it for us (operators)
We share personal information only with service providers who need it to do their job for us, under their own data protection terms:
- Hostinger: website and system hosting, server logs and backups.
- Zoho: business email (Zoho Mail) and quotes and invoices (Zoho Books).
- xAI: AI drafting of replies and content.
- Telegram: internal alerts to Sello about new enquiries.
- Yoco: card payments from clients.
- Google: Google Maps and our Google Business Profile, Search Console and website speed checks and, only if you accept cookies, Google Analytics.
- Meta (WhatsApp): when you message us on WhatsApp.
- Trustindex: shows our Google reviews on the homepage. Your browser loads its script from Trustindex’s servers.
Some of these providers store or process information outside South Africa. We only use providers that are bound by data protection laws, binding rules or agreements that give a level of protection similar to POPIA (section 72).
6. How long we keep it
- Enquiries that don’t become work: deleted after 12 months.
- Files uploaded while we build your site: deleted 6 months after the site goes live, unless you ask us to keep them.
- Quotes, invoices and payment records: kept for 5 years, as tax law requires.
- Server logs and backups: kept for the short periods our host uses, then overwritten.
7. How we protect it
We use encrypted connections (HTTPS), access controls on our systems, spam and abuse limits on our forms, and backups. Only Sello and the people working on your project can see your details. If we believe your information has been accessed by someone without authority, we will tell you and the Information Regulator as POPIA requires.
8. Your rights
You may at any time:
- ask whether we hold personal information about you and request a copy;
- ask us to correct, update or delete it;
- object to how we use it, or withdraw your consent (this does not affect what we did before);
- ask us not to contact you for marketing;
- complain to the Information Regulator.
Email info@promptsol.co.za or WhatsApp 074 028 6750. We may ask you to confirm your identity first, and we will reply within a reasonable time, normally within 30 days.
The Information Regulator (South Africa)
- Website: inforegulator.org.za
- Complaints (POPIA Form 5): POPIAComplaints@inforegulator.org.za
- General enquiries: enquiries@inforegulator.org.za, 010 023 5200, toll-free 0800 017 160
- Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
9. Cookies and similar technology
- The homepage and these pages set no tracking or advertising cookies by default.
- If we switch on Google Analytics or Google Tag Manager, a banner asks first. Nothing from Google loads unless you click Accept. Your choice is saved in your browser (local storage, key
psh_consent), and you can change it at any time with Cookie settings in the footer. - The Google reviews section loads a script from Trustindex, which may see your IP address and set its own technical storage.
- WordPress sets login cookies only for people who sign in to manage the site.
10. Changes to this policy
We will update this page when our practices change. The date at the top shows the latest version.