Privacy Policy

1. Introduction

We respect your right to privacy and are committed to handling your personal information responsibly. This policy applies to all information collected through our website, contact forms, appointment booking system, and any other interactions you have with us.

By using our website or engaging our services, you consent to the practices described in this Privacy Policy.

2. Information We Collect

We may collect personal information that you voluntarily provide when you:

• Fill out a contact or quote request form
• Book a consultation or appointment
• Subscribe to our newsletter
• Engage with our services as a client

The information we collect may include:

• Contact details: Name, email address, phone number
• Business information: Company name, industry, website URL
• Communication history: Messages, requests, and feedback you send us
• Technical data: IP address, browser type, pages visited (via analytics tools)

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, manage, and improve our services
• To respond to your enquiries and support requests
• To send you relevant communications, proposals, and invoices
• To send periodic newsletters or service updates (only with your consent)
• To analyse website usage and improve user experience
• To comply with our legal obligations under South African law

We do not sell, trade, or rent your personal information to third parties for marketing purposes.

4. POPIA Compliance

We comply with the Protection of Personal Information Act (POPIA) of South Africa. Our data practices are guided by the following principles:

• Lawfulness: We collect and process personal information only where we have a lawful basis to do so
• Purpose limitation: We collect information for a specific, explicit, and legitimate purpose and do not process it beyond that purpose
• Minimisation: We collect only the personal information that is necessary for the stated purpose
• Consent: Where required, we obtain your explicit consent before collecting or processing your data
• Your rights: You have the right to access, correct, or request deletion of your personal information. Contact us at info@cloudst.co.za to exercise these rights

5. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption on all data transmitted to and from our website
• Secure, access-controlled hosting on South African servers
• Restricted access to personal data — only authorised team members handle client information
• Regular security audits and software updates

While we take all reasonable precautions, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but commit to notifying you promptly in the event of a data breach that affects your personal information.

6. Cookies & Analytics

Our website uses cookies and analytics tools to understand how visitors interact with our site. These include:

• Google Analytics 4: Tracks page views, session duration, and traffic sources (anonymised)
• Microsoft Clarity: Records session behaviour to help us improve user experience (anonymised)
• Google Tag Manager: Manages analytics and marketing tags

You can control cookie preferences through your browser settings. Disabling cookies may affect some website functionality but will not prevent you from accessing our content.

7. Third-Party Services

To operate our business, we use certain trusted third-party services that may process your information on our behalf:

• Google Workspace — email and document management
• Calendly / Google Calendar — appointment scheduling
• WhatsApp Business — client communication
• Payment processors (PayFast, standard EFT) — payment handling

These providers are bound by their own privacy policies and applicable data protection laws. We only share the minimum information necessary for them to perform their functions.

8. Retention of Information

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, or reporting requirements. Specifically:

• Active client records are retained for the duration of the business relationship plus 5 years
• Enquiry records (non-clients) are retained for up to 12 months
• Financial records are retained for 7 years in compliance with South African tax law
• Website files for discontinued projects are retained for 3 months and then deleted

9. Your Rights

Under POPIA, you have the following rights regarding your personal information:

• Right to access: Request a copy of the personal information we hold about you
• Right to correction: Request that we correct inaccurate or incomplete information
• Right to deletion: Request that we delete your personal information (subject to legal obligations)
• Right to object: Object to the processing of your information for direct marketing purposes
• Right to complain: Lodge a complaint with the Information Regulator of South Africa if you believe your rights have been violated

To exercise any of these rights, contact us at info@cloudst.co.za.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you via email or a notice on our website.

Continued use of our website or services after any changes constitutes your acceptance of the updated policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

• Email: info@cloudst.co.za
• Phone: +27 87 821 6494
• Hours: Monday – Friday, 08:00 – 17:00
• Location: Johannesburg, Gauteng, South Africa