Privacy Policy

Effective date: 20 July 2026 Last updated: 20 July 2026

1. Introduction

Iteology ("Iteology", "we", "us" or "our") respects your privacy and is committed to protecting personal information in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA") and other applicable South African laws.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit www.iteology.co.za, contact us, request a quotation, become a client, use our services, apply for work, or otherwise interact with us.

2. Who is responsible for your information?

Iteology is the responsible party for personal information that we collect and decide how to use for our own business purposes.

When we access, host, back up, transmit or otherwise process personal information on behalf of a client while providing IT, cloud, communications, support or development services, the client will generally be the responsible party and Iteology will act as its operator. In those circumstances, we process the information according to the client's lawful instructions, our agreement with the client and applicable law.

3. Personal information we may collect

Depending on how you interact with us, we may collect:

your name, business name, job title and identity or registration information;
contact details such as telephone number, email address, physical address and billing address;
enquiry, quotation, contract, order, account, invoice and payment information;
correspondence, support requests, call notes and other communications;
technical and service information, including usernames, device and network details, IP addresses, log data, system configurations, licence details and fault information;
access credentials or authentication information where reasonably necessary to deliver or support a service;
website usage information collected through cookies, server logs or analytics tools;
information provided when applying for employment or supplying services to us; and
any other information you voluntarily provide or that we lawfully receive from a client, supplier, service provider, public source or authorised third party.

Please do not send us personal information that is not needed for the relevant enquiry or service.

4. How we collect personal information

We may collect personal information:

directly from you, including by telephone, email, website form, messaging service, meeting, contract or support interaction;
automatically when you use our website, client portal, hosted systems or services;
from the organisation you represent or another person authorised to provide it;
from service providers, distributors, vendors, business partners and credit or fraud-prevention providers; or
from lawfully available public records and online sources.

5. Why we use personal information

We may process personal information to:

respond to enquiries and prepare quotations or proposals;
enter into, administer and perform contracts;
supply, configure, host, monitor, secure, maintain and support our services;
manage client accounts, licences, suppliers, billing, payments and debt collection;
communicate service notices, security information, renewals and operational updates;
diagnose faults, prevent fraud, manage risk and protect systems, users and data;
improve our website, services, support and business operations;
meet recordkeeping, tax, regulatory, legal and insurance requirements;
establish, exercise or defend legal claims;
recruit staff or appoint contractors; and
send lawful marketing communications about relevant Iteology services, where permitted.

We process personal information only where there is an appropriate legal justification, such as consent, performance of a contract, compliance with a legal obligation, protection of a legitimate interest, or another ground allowed by law. Where we rely on consent, you may withdraw it, but this will not affect processing already carried out lawfully.

6. Cookies and website analytics

Our website may use necessary cookies and similar technologies to operate securely and remember basic preferences. We may also use analytics or marketing tools to understand website performance and improve our services.

Where required, non-essential cookies will be used only after you have been given an appropriate choice. You can also control cookies through your browser settings. Blocking some cookies may affect how the website works.

7. Direct marketing

We may contact existing clients about our own similar or relevant services where the law permits us to do so. We will seek consent before sending unsolicited electronic direct marketing where consent is required.

You may opt out at any time by using an unsubscribe option, replying with your request, or contacting us using the details below. Service, security, billing and other essential operational communications are not marketing messages and may still be sent where necessary.

8. When we share personal information

We do not sell personal information.

We may share relevant personal information only where reasonably necessary with:

employees and authorised contractors who need it to perform their duties;
hosting, cloud, software, connectivity, communications, payment, accounting, security and support providers;
product vendors, distributors and business partners involved in delivering a requested service;
professional advisers, insurers, auditors and debt-collection providers;
regulators, law-enforcement bodies, courts or other authorities where required or permitted by law;
a purchaser or successor in connection with a lawful sale, merger or restructuring of the business; and
other parties where you have authorised us to do so.

We require service providers that process personal information for us to protect it appropriately and to use it only for the agreed purpose.

9. International processing

Some technology, cloud, email, backup, security and software providers may store or process information outside South Africa. Where personal information is transferred across borders, we take reasonably practicable steps to ensure that the transfer is permitted under POPIA and that appropriate protection is in place, including through applicable laws, agreements or consent where required.

10. Security

We use reasonable and appropriate technical and organisational safeguards designed to protect personal information against loss, unauthorised access, interference, misuse, alteration, disclosure or destruction. These measures may include access controls, authentication, encryption where appropriate, monitoring, backups, security tools, staff or contractor confidentiality obligations and incident-management processes.

No system or transmission is completely secure. If we become aware of a security compromise involving personal information, we will investigate and notify the affected responsible party, the Information Regulator and/or affected persons where and as required by law.

11. Retention

We keep personal information only for as long as reasonably needed for the purpose for which it was collected, to provide or support services, to meet contractual and legal obligations, to resolve disputes, or to establish, exercise or defend legal claims.

Retention periods differ according to the type of record and applicable requirements. Information may remain in protected backups until it is overwritten through the normal backup cycle. When information is no longer required, we will delete, destroy, de-identify or restrict it as appropriate and reasonably practicable.

12. Your rights

Subject to POPIA and other applicable law, you may ask us to:

confirm whether we hold personal information about you;
provide access to that information;
correct or update inaccurate or incomplete information;
delete or destroy information that we are no longer authorised to retain;
object to certain processing;
withdraw consent where processing is based on consent; or
stop sending direct marketing communications.

We may need to verify your identity and authority before acting on a request. Some rights are subject to legal limitations, and we may retain information where the law or a valid business or legal requirement permits or requires it.

If your request concerns information that Iteology processes on behalf of one of our clients, please contact that client first. We will assist the client as reasonably required.

13. Children and special personal information

Our website and general business services are not directed at children. We do not intentionally collect children's personal information or special personal information through the website unless it is necessary, lawful and appropriately authorised. If you believe such information has been provided to us improperly, please contact us.

14. Third-party links and services

Our website or communications may contain links to third-party websites, products or services. Those parties have their own privacy practices, and we are not responsible for their content or handling of personal information. Please review their privacy notices before providing information to them.

15. Complaints

Please contact us first if you have a privacy question or complaint so that we can try to resolve it.

You also have the right to lodge a complaint with the Information Regulator (South Africa):

Website: https://inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
Telephone: 010 023 5200

16. Contact us

Iteology - Privacy / Information Officer Email: support@iteology.co.za Telephone: +27 11 433 5503 Address: 2 Lisbon Avenue, Robertsham, Johannesburg, Gauteng, 2091, South Africa

17. Changes to this policy

We may update this Privacy Policy when our services, systems or legal obligations change. The current version will be published on our website with its effective or last-updated date. Material changes may also be communicated through an appropriate channel.