Privacy Policy
1. Legal basis for each purpose
This policy applies to personal information processed through elvanto.digital, operated by Elvanto (Pty) Ltd (Pty Ltd), trading as Elvanto. It is issued under the Protection of Personal Information Act 4 of 2013 (POPIA). The table below states the justification for each processing purpose under section 11 of POPIA.
| Purpose | Data | Legal basis (POPIA s11) |
|---|---|---|
| Answering enquiries about reputation monitoring and management in AI systems and media | Name, email, phone (optional), message | Steps to conclude or perform a contract (s11(1)(b)); legitimate interest (s11(1)(f)) |
| Sending the email newsletter and updates | Email address, name (if given), subscription time, consent record | Consent (s11(1)(a)) |
| Securing the website and preventing abuse of forms | IP address, request logs, device data | Legitimate interest (s11(1)(f)) |
| Keeping records for tax, accounting and legal claims | Correspondence, client records | Legal obligation (s11(1)(c)); legitimate interest |
| Site analytics and marketing measurement, where used | Cookie identifiers, usage data | Consent (s11(1)(a)) |
2. Responsible party
The responsible party is Elvanto (Pty) Ltd (Pty Ltd), registration number 3151833453, registered with Companies and Intellectual Property Commission (CIPC). Tax reference number: 3635550908.
Address: 47 Marshall Street, Polokwane Business Park, 0699 Polokwane, South Africa.
Email: [email protected]. Telephone: +27 15 237 7873.
3. Contact form
The contact form asks for your name, email address and message. A phone number is optional.
We use this information only to reply to you and to prepare any proposal you request.
The message reaches us by email and is stored in our mailbox and, where an engagement follows, in our client records.
Do not include special personal information (such as health or religious data) or information about children in the form.
4. Email subscription
When you enter your email address in the subscription form, we use it to send Elvanto updates on reputation in AI and media.
We record the date, time and wording of your consent.
Subscription is voluntary and separate from any service request.
Every message contains an unsubscribe link. You may also write to [email protected].
After unsubscribing, we keep your address on a suppression list so that we do not message you again.
5. Information collected automatically
Our servers log IP address, browser type, pages requested and timestamps.
Cookies are used as described in our Cookie Policy. Non-essential cookies are set only with your consent.
6. Sources
We collect information directly from you through the two forms above.
We do not buy marketing lists.
7. Recipients and operators
We share information only with operators who process it on our instructions, under written agreements as required by section 21 of POPIA.
- Website hosting and infrastructure providers.
- Email delivery and newsletter service providers.
- Email, office and accounting software providers.
- Analytics providers, only if you consent.
We do not sell personal information.
8. Hosting and cross-border transfers
Our providers may store data outside South Africa.
We transfer information abroad only where section 72 of POPIA is satisfied: the recipient is bound by law or contract to equivalent protection, you consent, or the transfer is necessary for a contract with you.
9. Retention
- Contact-form enquiries: up to 24 months after the last communication, unless a contract follows.
- Client records: as long as required by tax and company law, generally five years or more.
- Newsletter data: until you unsubscribe, then only the suppression record.
- Server logs: up to 12 months.
Information is then deleted or de-identified.
10. Security
We apply reasonable technical and organisational safeguards under section 19 of POPIA, including encrypted connections, access controls and operator agreements.
We will notify the Information Regulator and affected persons of a security compromise as section 22 requires.
11. Your rights
- Confirm whether we hold your personal information and obtain a copy.
- Request correction or deletion of inaccurate, irrelevant, excessive or unlawfully held information.
- Object to processing based on legitimate interest.
- Withdraw consent at any time, without affecting earlier lawful processing.
- Object to direct marketing at any time.
- Complain to the Information Regulator.
12. Exercising your rights
Email [email protected] with the subject "Privacy request" and describe your request.
We may ask you to verify your identity.
We respond within a reasonable time, and within 30 days where practicable.
13. Complaints
You may lodge a complaint with the Information Regulator (South Africa): [email protected], www.inforegulator.org.za.
We invite you to contact us first so we can try to resolve it.
14. Children
Our services are for businesses and adults. We do not knowingly process children's information.
15. Changes
We may update this policy. The current version is always published at elvanto.digital. Last reviewed: 2026.