Privacy Policy

1. Purpose and scope

This Privacy Policy explains how NexusVertex Digital Solutions (Pty) Ltd (“NexusVertex”, “we”, “us” or “our”) collects, uses, stores, shares and otherwise processes personal information. It applies when you visit this website, submit an enquiry, request information, book or attend a conversation, communicate with us, become a prospective or active client, or interact with a service that links to this policy.

We are a South African business and aim to process personal information in a responsible, proportionate and transparent manner. Our practices are guided by applicable law, including the Protection of Personal Information Act, 2013 (“POPIA”), and by reasonable operational, contractual and security requirements.

This policy describes the types of processing that may occur across our website and business operations. Not every activity described will apply to every visitor or client. The information actually processed depends on how you interact with us, the service being discussed and the choices you make.

2. Responsible party

NexusVertex is the responsible party for personal information processed for the purposes described in this policy. This means that we determine why and how that information is processed, except where another organisation independently determines its own purposes and acts as a separate responsible party.

Questions, requests and objections relating to this policy may be sent to info@nexusvertexd.com. To help us respond efficiently, please include enough information to identify the relevant interaction without sending unnecessary confidential or sensitive material.

3. What personal information means

Personal information generally means information relating to an identifiable person and, where applicable under South African law, an identifiable juristic person such as a company. It can include direct identifiers, contact details, commercial information, online identifiers, correspondence, opinions and information that becomes identifying when combined with other records.

Information that has been irreversibly anonymised or aggregated so that it cannot reasonably be linked back to a person is not treated as personal information. We may use such information for measurement, planning, service improvement and general business analysis.

4. Information you provide

When you submit an enquiry or communicate with us, we may collect your name, business or brand name, work email address, phone or WhatsApp number, country, website, industry, service interest, preferred contact method, business goals, current challenges, approximate lead volume, investment range, intended timeline and the content of your message.

If a business relationship develops, we may also process meeting notes, correspondence, proposal and contract information, project requirements, authorised contact details, billing and transaction records, service history, support requests, deliverables, feedback and other information reasonably required to manage the relationship.

You choose what to share with us, but incomplete information may limit our ability to understand an enquiry, assess fit, provide an accurate proposal or deliver a requested service.

5. Information collected through the website

When the website is accessed, our systems and service providers may process technical and usage information. This may include an IP address, browser and device information, operating system, general device characteristics, date and time, requested pages, referral address, campaign parameters, approximate location, diagnostic events and security logs.

When an enquiry is submitted, we may record the page on which it was submitted, the referring source and any campaign information contained in the web address. This helps us understand the context of the enquiry, evaluate the performance of our communications and maintain an accurate interaction history.

Technical records may be generated automatically even when you do not complete a form. These records are used primarily to deliver the website, maintain reliability, prevent misuse, troubleshoot problems and produce limited operational insights.

6. Information from other sources

We may receive business contact information from public professional profiles, company websites, directories, referrals, events, commercial communications, authorised partners or a person acting on behalf of an organisation. We may combine that information with records you provide directly in order to maintain a coherent business contact history.

Where another person provides information about you, we expect them to have appropriate authority or a reasonable basis for doing so. If you provide information about another person, you should ensure that you are permitted to share it and that the person understands how it may be used.

7. Why we process information

We process personal information to receive and respond to enquiries; understand commercial goals and operational challenges; determine whether our services may be suitable; prepare for calls; communicate requested information; develop proposals; enter into and manage agreements; deliver, support and improve services; maintain business records; manage accounts and payments; and coordinate authorised follow-up.

We may also process information to operate and improve the website, measure the effectiveness of campaigns, understand general interest in our services, maintain data quality, secure our systems, prevent fraud or abuse, establish or defend legal rights, meet regulatory duties and carry out reasonable internal administration.

We do not use enquiry information for an unrelated purpose merely because it is technically possible to do so. If a new use is materially incompatible with the original purpose, we will seek an appropriate legal basis and provide further information or choice where required.

8. Grounds for processing

Depending on the circumstances, processing may take place with your consent; because it is necessary to take steps at your request before entering into an agreement; because it is necessary to perform or manage an agreement; to comply with a legal obligation; to protect a legitimate interest of you, NexusVertex or another person; or on another ground permitted by applicable law.

Where we rely on consent, you may withdraw that consent for future processing. Withdrawal does not make earlier lawful processing invalid and may not affect processing that is supported by another lawful ground.

9. Operational systems and service providers

We use a limited combination of internal processes and specialist service providers to operate efficiently. Depending on the interaction, these may include providers of website hosting, cloud infrastructure, business communications, customer relationship management, workflow coordination, scheduling, document collaboration, analytics, security, data backup, payment administration and professional support.

Some functions may be connected so that information submitted once can be recorded, routed, acknowledged, reviewed and followed up without unnecessary duplication. Access is intended to be limited to people and systems that need the information for an authorised business purpose.

For security, resilience and protection of legitimate commercial know-how, this policy describes providers and processing activities mainly by function. It is not a public inventory of every supplier, integration, workflow, model, technical control or system configuration used by NexusVertex. Providers and technical arrangements may change as our operations develop, provided that the overall processing remains consistent with this policy and applicable law.

Service providers may process information on our behalf under contractual, technical and organisational controls appropriate to the service. Certain providers may also process limited information as independent responsible parties under their own terms, for example where they provide an account, communication or transaction service directly to you.

10. AI-assisted and automated processing

As an AI automation business, we may use machine-assisted tools within controlled business workflows. Where appropriate, such tools may help organise enquiries, identify common themes, summarise information, route records, support research, prepare draft communications, improve consistency, assist with quality checks or reduce repetitive administration.

Machine-assisted output is not automatically assumed to be accurate or complete. We apply human oversight appropriate to the context and remain responsible for how we use information in our own operations. We do not intend to use website enquiry information to make decisions that produce legal or similarly significant effects about a person solely by automated means.

We aim to limit information supplied to an automated service to what is reasonably relevant for the authorised task. We do not ask visitors to provide confidential credentials, identity documents, financial account details, health information or other highly sensitive material through the general enquiry form.

The precise structure, logic, prompts, routing rules, models, integrations and configurations used in our systems form part of our operational and intellectual property environment. This policy explains the effect of processing on personal information without disclosing proprietary implementation details.

11. Cookies, local storage and analytics

The website uses essential technologies and device storage required for core functionality, security and the recording of your privacy preference. These essential functions remain available when optional analytics is declined.

With your choice, we use Google Analytics to understand visits, page usage, device and browser information, approximate location, referral sources and campaign performance. Analytics is optional and does not load until you select “Accept analytics”. After you choose, the selection banner closes and stays out of the way. You can change the saved selection at any time from this page.

Analytics results are generally used in aggregated or summarised form to understand website performance and improve content, navigation and campaigns. We do not currently use the website’s analytics information for personalised advertising. If we introduce materially different behavioural tracking or advertising technology, we will update this policy and provide appropriate choices where required.

Your browser may also allow you to block or remove stored data. Doing so may clear your saved privacy preference, in which case the website may ask you to choose again.

12. Communications and follow-up

When you contact us, we may send a confirmation, respond to your request, ask a relevant clarifying question or follow up about the stated business need. Communications may be delivered by email, telephone, WhatsApp, video call or another channel you select or reasonably use to contact us.

Service and enquiry communications are different from general marketing. Where consent is required for direct marketing, we will seek it. Where applicable law permits communication on another basis, we will provide a reasonable way to object or unsubscribe. Operational messages relating to an active request or agreement may still be sent when necessary.

Please avoid including sensitive personal information in ordinary email or messaging services unless it is necessary and an appropriate method has been agreed.

13. When information may be shared

We do not sell personal information. We may disclose it to authorised personnel, contractors, operators and professional advisers where access is reasonably necessary for an approved purpose and subject to suitable confidentiality or professional obligations.

Information may also be disclosed where required or permitted by law; in response to a lawful request; to investigate suspected fraud, misuse or a security incident; to protect the rights, safety or property of NexusVertex or another person; to establish, exercise or defend a legal claim; or in connection with a proposed business reorganisation, financing, transfer or transaction subject to appropriate safeguards.

We aim to share only the information reasonably necessary for the relevant purpose. A recipient’s independent processing may be governed by its own privacy terms and legal duties.

14. International processing

Digital services may use infrastructure, support personnel or backup facilities located outside South Africa. As a result, personal information may be stored or processed in another country whose privacy rules differ from South African law.

Where cross-border processing occurs, we take reasonable steps intended to ensure that the recipient is subject to a law, agreement, binding corporate rule or other arrangement that provides an appropriate level of protection, or that another lawful basis for the transfer applies.

15. Information quality

We take reasonable steps to keep personal information complete, accurate, not misleading and updated where necessary for its purpose. Much of the information we hold is supplied by the person or business concerned, so we ask that you tell us when important contact or account information changes.

We may correct or supplement records using reliable information already available to us. Historical records may be retained where needed to preserve an accurate account of communications, instructions, transactions or changes over time.

16. Security safeguards

We use reasonable technical and organisational safeguards designed to protect personal information against loss, misuse, unauthorised access, interference, alteration, disclosure or destruction. Measures may include access controls, authentication, role-based permissions, provider security features, backups, monitoring, confidentiality expectations and periodic review of operational risks.

Security measures are selected with regard to the nature of the information, the context of processing, available technology and reasonably foreseeable risks. No website, transmission method or storage environment can be guaranteed completely secure. You are responsible for using appropriate security on your own devices, accounts and communications.

If we have reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will assess the incident and take steps required by applicable law, which may include notifying the Information Regulator and affected persons where required.

17. Retention and deletion

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected or subsequently processed, to maintain legitimate business and transaction records, to resolve disputes, to enforce agreements, or to comply with legal, tax, accounting and regulatory requirements.

Retention periods differ according to the type of record, the relationship, the sensitivity of the information and applicable obligations. When information is no longer required, we may delete, destroy, de-identify or securely archive it in accordance with reasonable operational procedures. Residual copies may remain temporarily in protected backups or logs until they are overwritten through ordinary system cycles.

18. Your rights and choices

Subject to applicable law and any lawful limitations, you may ask whether we hold personal information about you and request access to it. You may request correction or deletion of inaccurate, irrelevant, excessive, outdated, incomplete, misleading or unlawfully obtained information. You may also object to certain processing, withdraw consent where consent is relied upon, and ask us to stop direct marketing.

Some requests may be limited where retention or continued processing is required by law, necessary for contractual or legal claims, needed to protect another person’s rights, or otherwise permitted under applicable law. Where appropriate, we will explain the reason for a limitation.

19. Making a privacy request

Send privacy requests to info@nexusvertexd.com. Please describe the request clearly and identify the relevant relationship or communication. We may ask for reasonable information to verify identity, authority and the scope of the request before disclosing, changing or deleting a record.

Authorised representatives should provide evidence of authority. We will aim to respond within a reasonable period and in accordance with applicable procedural requirements. A reasonable fee may apply only where permitted by law and, where required, will be explained before the request is completed.

You may also submit a complaint to South Africa’s Information Regulator. Contact information, guidance and prescribed forms are available at inforegulator.org.za.

20. Children and sensitive information

Our website and services are directed to businesses and adults. We do not knowingly request personal information from children through the general enquiry form. If you believe that a child’s information has been submitted without appropriate authority, contact us so that we can assess and address the matter.

Please do not use the enquiry form to submit passwords, authentication codes, banking credentials, identity documents, health information, biometric information, criminal history or other special or highly sensitive information. If a project legitimately requires restricted information, the parties should first agree an appropriate purpose, process and secure channel.

21. External websites and communication platforms

Our website may link to scheduling services, social networks, messaging platforms or other external websites. Those services are operated independently, and their collection and use of personal information are governed by their own privacy notices and settings. A link does not make NexusVertex responsible for the privacy or security practices of an external service.

Information posted publicly on social media or another public channel may be visible to others and may be copied, indexed or retained outside our control. Consider the nature of the channel before sharing business or personal information.

22. Changes to this policy

We may update this policy when our services, processing activities, operational arrangements or legal obligations change. The current version will be published on this page with its revision date. Material changes may be communicated through the website or another reasonable channel where appropriate.

Continued use of the website does not replace any consent that applicable law specifically requires. We encourage visitors and clients to review this page periodically.

23. Contact

Privacy enquiries may be directed to info@nexusvertexd.com or to NexusVertex Digital Solutions (Pty) Ltd, Johannesburg, South Africa. General telephone enquiries may be made at +27 78 257 5918.

When contacting us about privacy, please provide only the information reasonably required for us to understand and respond to the matter.