Privacy Policy

1. Who We Are

Aiployee (Pty) Ltd is registered in South Africa and acts as the responsible party in respect of personal information it collects directly. Where we process personal information on behalf of a client (for example, processing customer contact details to make outbound calls or send WhatsApp messages on your behalf), we act as an operator under your instruction.

Our contact details for privacy matters are set out at the end of this policy.

2. Information We Collect

3. How We Use Your Information

We use personal information for the following purposes, each of which has a lawful basis under POPIA:

• Delivering and administering the Services you have contracted for, including sending and receiving WhatsApp messages and placing AI voice calls.
• Communicating with you about your account, service updates, and support queries.
• Invoicing and managing payments.
• Improving the quality and accuracy of our AI models, using anonymised or aggregated data where possible.
• Complying with legal and regulatory obligations.
• Sending you information about Aiployee products or services that may be relevant to you, where you have consented or where we have a legitimate interest to do so and you have not opted out.

We do not sell your personal information to third parties. We do not use it for purposes incompatible with those listed above without your consent.

4. Sharing and Disclosure

5. Cross-Border Transfers

Some of our third-party platform and cloud infrastructure providers are based outside South Africa, which means your personal information (or data we process on your behalf) may be transferred to and stored in other jurisdictions.

We take steps to ensure that any cross-border transfer of personal information meets the requirements of POPIA section 72, including ensuring that the recipient country or the recipient itself provides an adequate level of protection, or that you have consented to the transfer. Where we rely on standard contractual clauses or equivalent safeguards, we can provide details on request.

6. Data Retention

We retain personal information for as long as is necessary to fulfil the purposes for which it was collected, to comply with legal and regulatory obligations, and to resolve any disputes or enforce our agreements. When personal information is no longer required, we delete or anonymise it securely.

Client contact and account data is generally retained for the duration of the client relationship and for a period of five years thereafter, unless a shorter period is required by law or agreed in writing.

Call recordings, transcripts, and WhatsApp message records are retained in accordance with the agreed data management schedule in your Services Agreement. Where no schedule is specified, the default retention period is 12 months from the date of the interaction.

7. Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, or destruction. These measures include access controls, encryption in transit, and regular security assessments.

No system is completely immune to risk. In the event of a data breach that poses a risk to the rights of data subjects, we will notify the Information Regulator and affected parties as required under POPIA.

8. Your Rights Under POPIA

As a data subject, or as a responsible party acting on behalf of your own data subjects, you have the following rights:

• The right to be notified that your personal information is being collected and processed.
• The right to access personal information we hold about you.
• The right to request correction or deletion of personal information that is inaccurate, irrelevant, excessive, or out of date.
• The right to object to the processing of your personal information on reasonable grounds.
• The right to lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, get in touch with us using the contact details at the end of this policy. We will respond within a reasonable time and in any event within 30 days.

The Information Regulator can be contacted at inforeg@justice.gov.za or on 010 023 5207.

9. Data Deletion Requests

Any individual whose personal information we process — including end users who interact with us or our clients via WhatsApp or AI voice calls — may request deletion of their personal information at any time, free of charge.

To request deletion, you can:

• Email privacy@aiployee.co.za with "Data Deletion Request" in the subject line; or
• Reply "DELETE" to any WhatsApp message you receive from us; or
• Tell the AI agent during a call or chat that you want your information deleted.

Once we have verified your identity, we will delete your personal information within 30 days, except where we are required to retain it to comply with a legal or regulatory obligation, or to establish, exercise, or defend a legal claim. Where we process your information on behalf of one of our business clients, we will also forward your request to that client, who is the responsible party for their customers' data.

10. Direct Marketing

We may send you marketing communications about our Services where you have consented, or where we have an existing business relationship with you and you have not opted out. Each marketing communication includes a clear and easy opt-out mechanism.

If you no longer wish to receive marketing communications from us, you can unsubscribe at any time by following the opt-out link in any such communication or by contacting us directly.

11. Cookies and Website Tracking

Our website may use cookies and similar tracking technologies to improve your browsing experience and understand how visitors use our site. You can control cookie settings through your browser. Where cookies constitute personal information, we process them in accordance with this policy.

12. Children

Our Services are intended for use by businesses and professionals. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected such information, we will delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Where a change is material, we will give you reasonable notice before it takes effect, either by email or by a prominent notice on our website. The "Last Updated" date at the top of this document reflects the most recent revision.

Your continued use of the Services after any update constitutes acceptance of the revised policy.