Privacy Policy

This Privacy Policy explains how Rooikat Systems (“we”, “us”, “our”) collects, uses, stores and protects personal information across this website (rooikatsystems.com) and our products and services. We are the responsible party for this information under the Protection of Personal Information Act 4 of 2013 (“POPIA”).

1.What we collect

1.1 Website contact form. When you contact us through this website we collect your name, email address, company (optional) and message, solely so we can respond to your enquiry.

1.2 Product accounts. When you create an account in one of our products we collect your name, email address and account credentials, and generate records needed to operate your account.

1.3 Billing information. When you subscribe or pay for work we process billing records: the amount, date, payment status and a payment reference. Your card details are captured and stored by Payfast, our payment processor — we receive only a secure payment token and transaction confirmations, never your card number.

1.4 Consent records. When you accept our Terms & Conditions at checkout we record your user ID, the date and time, and the version of the Terms you accepted, so the agreement can be verified later.

1.5 Technical data. Our servers keep standard technical logs (IP address, request time, user agent) for security, rate limiting and troubleshooting.

2.How we use it

• To respond to enquiries and provide support.
• To create and operate your account and deliver the services you've paid for.
• To process payments, manage subscriptions and handle failed-payment retries.
• To send transactional messages: payment confirmations, renewal reminders, cancellation confirmations and failed-payment notices. These are service messages, not marketing.
• To keep records we are legally required to keep (e.g. tax and transaction records).
• To protect our services against fraud, abuse and unauthorised access.

We do not send marketing communications without your consent, and we do not sell or rent personal information to third parties.

3.Who we share it with

We share personal information only with service providers who need it to perform functions on our behalf, under appropriate safeguards:

• Payfast — payment processing (they act as an independent responsible party for the card data they collect; see the Payfast privacy policy).
• Email service providers — to deliver enquiry responses and transactional emails.
• Hosting infrastructure — the servers our website and products run on.

We will disclose information where the law requires it — for example to a regulator, court or law enforcement acting within their powers.

4.Cookies & tracking

This website does not use advertising or analytics trackers. Our products use only the cookies or tokens strictly necessary to keep you signed in and keep your session secure. Fonts on this website are loaded from Google Fonts, which may log the request as described in Google's privacy policy.

5.How long we keep it

• Enquiries — for as long as needed to handle the enquiry and a reasonable period after.
• Account data — for the life of your account and a reasonable period after closure.
• Billing, transaction and consent records — for the periods required by South African tax and commercial law (typically five years or longer where required).
• Technical logs — for a short rolling period, then deleted or anonymised.

6.How we protect it

We apply appropriate technical and organisational measures: encrypted connections (HTTPS/TLS), secrets kept out of source code, access limited to those who need it, and payment card handling delegated entirely to a PCI DSS compliant processor. No system is perfectly secure, but if a breach occurs that affects your personal information we will notify you and the Information Regulator as POPIA requires.

7.Your rights

Under POPIA you may, at any time:

• Ask what personal information we hold about you and request a copy.
• Ask us to correct or update inaccurate information.
• Ask us to delete information we are not legally required to keep.
• Object to processing, or withdraw consent where processing is based on consent.
• Lodge a complaint with the Information Regulator (South Africa).

To exercise any of these rights, email info@rooikatsystems.com from the address linked to your account. We respond within 24 hours and resolve requests as quickly as the law allows.

8.Children

Our products and services are intended for adults and businesses. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it.

9.Changes to this policy

We may update this policy from time to time. Each revision carries a new version number and effective date at the top of this page. Material changes will be communicated to active customers before they take effect.

10.Contact

Privacy questions and information requests: info@rooikatsystems.com.