Privacy Policy & POPIA Notice
Protecting your personal information is part of how we work (Engineering Intelligence. Empowering People.). This policy explains what we collect, why, and your rights under South Africa's Protection of Personal Information Act (POPIA).
1. Who we are
Magoro Smart Systems is the responsible party (the term POPIA uses for a data controller) for magorosmartsystems.co.za, TradeIQ Mentor, WattLink, NEXACT, Ketra Voice, and Vendo'ma, except where Section 7 says we act as an operator for our business clients. Contact: support@magorosmartsystems.co.za. We are based in Pretoria, South Africa.
2. What we collect
- Contact form: Name, email, company, message, reason for enquiry, POPIA consent timestamp.
- NEXACT + Ketra Voice intake: Business name, owner name, industry, address/service area, hours, logo, business photos, domain, WhatsApp number, primary service, FAQs, price list, booking link, escalation contact, and package selection.
- Vendo'ma setup form: Contact name and email, the dedicated WhatsApp number for your storefront, business name, description, hours and address, logo, product catalog (titles, prices, descriptions, photos), payment link, agent tone and greeting, and, depending on your tier, FAQs, order and quoting process notes, update channel and promotion plans. We store your payment link only; we never receive card details. We also keep a record of the consent you gave and which policy versions you accepted, with the time.
- Payment records: for services you pay us for (such as Vendo'ma setup and monthly fees): the order details, amount, and the PayFast payment reference and status. PayFast handles your card details; we never receive them.
- Technical: IP address, browser, device, approximate location, pages visited, CTA clicks (via Firebase Analytics if enabled). No sensitive personal information is collected via website.
- Ketra Text, Ketra Voice and Vendo'ma: WhatsApp conversation content (Ketra Text and Vendo'ma) and call transcripts/metadata (Ketra Voice) are processed to answer customer questions and are retained for 12 months to improve the service, then deleted on request (see Data Deletion Instructions). For WhatsApp, this includes your phone number, profile name, and message content. AI processing is performed by third-party AI model providers — see Section 6.
3. Why we collect (Purpose)
- Respond to enquiries within 24 hours.
- Set up and operate the services you buy from us (for example your Vendo'ma storefront or NEXACT build).
- Qualify NEXACT prospects (Tier A/B/C triage) and onboard (Identity Block → Intake Protocol → 7-day SLA).
- Improve our products and website (analytics).
- Comply with legal obligations.
4. Legal basis (POPIA)
We process personal information based on: your consent (contact form checkbox), legitimate interest (responding to business enquiries, securing our site), and contract (when you become a NEXACT client).
5. How long we keep it
- Enquiries: 24 months.
- NEXACT client records: duration of service + 5 years for tax/legal.
- Analytics: 14 months (aggregated).
- Ketra Text / Ketra Voice conversations: 12 months, or sooner on request.
- Vendo'ma client records: duration of service + 5 years for tax/legal. Files and catalog data you uploaded can be deleted on request once the service has ended, except records we must keep by law.
6. Sharing
We do not sell your data. We share only with:
- Firebase / Google Cloud (hosting, Firestore, Cloud Storage, Functions) — data stored in secure cloud regions.
- AI model providers — we use third-party AI models to power Ketra Text, Ketra Voice, Vendo'ma agents, TradeIQ Mentor and other AI features. These currently include Google (Gemini API) and Anthropic (API). We adopt the most current and appropriate models and tools available rather than a fixed named model, and we keep this list accurate.
- ElevenLabs — voice technology for Ketra Voice: it generates spoken replies and processes the voice sample used for voice cloning. As Ketra Voice phone and voice-chat features go live, voice conversations are also processed by ElevenLabs.
- PayFast — to collect the setup and monthly fees you pay us. Card details are entered on PayFast's page; we do not receive or store them.
- Payment providers (PayFast, Yoco, Ozow) — only through the payment link you give us; we do not receive your customers' card details.
- Calendly / Cal.com (if you book a call).
- WhatsApp / Meta Platforms (if you contact us or a Ketra Text-enabled business via WhatsApp). Messages are delivered through the WhatsApp Business Platform and are also subject to WhatsApp's Privacy Policy.
- Legal authorities if required by law.
7. Your Customers' Information (For Business Clients)
When you use Ketra Text, Ketra Voice or Vendo'ma, the messages, calls and orders from your customers contain their personal information. You are the responsible party for that information. Magoro Smart Systems acts as your operator: we process it only to provide, support and improve the service you bought, we keep it confidential, and we protect it with the security measures in Section 9. We do not sell it or use it to market to your customers. We will tell you promptly if we become aware of a security compromise affecting it. You must have a lawful reason to share your customers' information with us and must tell your customers that you use an AI-assisted service. By accepting our Terms you accept this section as the written agreement between us about this processing. To get a copy for your records, email support@magorosmartsystems.co.za.
8. Your rights (POPIA)
- Right to access, correct, delete your personal information.
- Right to object to processing and withdraw consent.
- Right to lodge complaint with Information Regulator South Africa (inforeg@justice.gov.za).
To exercise: email support@magorosmartsystems.co.za with subject "POPIA Request". To delete your data, follow our Data Deletion Instructions.
9. Security
Zero-trust, least-privilege, no secrets in frontend code. HTTPS enforced, Firebase security rules, honeypot + time-check on forms. Despite best efforts, no system is 100% secure.
10. Cookies
We use essential cookies for site function and optional analytics cookies (Firebase Analytics) if you accept. No advertising cookies. You can block cookies in browser settings — site will still work.
11. International transfers
Data may be processed outside South Africa by Google (Cloud and AI), Anthropic, ElevenLabs and Meta/WhatsApp. We rely on contractual safeguards.
12. Children's data
Our services are not directed to children under 18. We do not knowingly collect data from children.
13. Changes
We may update this policy. Continued use after update means acceptance. Material changes will be noted here with new date.
14. Contact
Magoro Smart Systems
Pretoria, South Africa
Email: support@magorosmartsystems.co.za
WhatsApp: +27 73 654 1354