Privacy policy

Draft. This policy is not final and has not been reviewed by a lawyer. The dashed boxes mark sections that still need to be completed.

This policy explains how Openlate handles personal information, in line with the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Who we are (the responsible party)

Openlate is the responsible party for personal information collected through this website and through enquiries sent to us.

To complete: registered business name, registration number (if any), physical address, and the name and contact details of the Information Officer.

You can reach us at hello@openlate.co.za.

When we run an AI assistant for a client business, that business decides why and how its customers' information is used. In that case the client is the responsible party and Openlate acts as its operator.

2. What we collect

• Details you give us when you contact us, such as your name, phone number, email address and business name.
• Messages you send us on WhatsApp, email or social media.
• Information our clients' customers share with a client's AI assistant, such as names, contact details, booking details and messages.
• Anonymous website usage figures. This website uses cookie-free analytics and does not track you across other sites.

To complete: check this list against what you actually collect, including any payment or billing details.

3. Why we collect it

• To reply to your enquiry and give you a quote.
• To set up, run and support the services you sign up for.
• To send invoices and keep the records the law requires.
• To improve our services.

We do not sell personal information.

To complete: confirm the lawful basis for each purpose (for example consent, contract or legitimate interest), and whether you send any direct marketing.

4. How long we keep it

We keep personal information only for as long as we need it for the purposes above, or for as long as the law requires.

To complete: retention periods, for example how long enquiries, client records, chat histories and invoices are kept, and how they are deleted.

5. Who we share it with

We share personal information only with service providers who help us deliver our services, and only as far as they need it. Some of these providers may store information outside South Africa.

To complete: list your service providers (for example messaging, AI, hosting, payment and email providers), the countries where information is stored, and the safeguards for transfers outside South Africa.

6. How we protect it

We take reasonable technical and organisational steps to prevent loss, damage and unauthorised access to personal information.

To complete: describe your security measures, and how you will notify people and the Information Regulator if there is a data breach.

7. Your rights

Under POPIA you have the right to:

• ask whether we hold personal information about you, and ask for a copy of it;
• ask us to correct or delete your personal information;
• object to how we use your personal information;
• withdraw consent you have given us;
• opt out of direct marketing;
• complain to the Information Regulator.

To use any of these rights, email hello@openlate.co.za.

8. The Information Regulator

If you are not satisfied with how we handle your personal information, you can complain to the Information Regulator (South Africa).

• Website: inforegulator.org.za
• Complaints email: POPIAComplaints@inforegulator.org.za

To complete: check the Information Regulator's current address and contact details on its website before publishing.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page.

To complete: add the date this policy takes effect.