Privacy Notice (POPIA)
How this division collects, uses, shares and protects personal information.
Version: 0.9 (draft) · Dated: 9 August 2026 · Effective date: to be set on approval
Internal draft for revision. This document is version 0.9 and has no legal effect until it is reviewed, its highlighted values are confirmed, its version is set to 1.0 and an effective date is set. It follows normal South African commercial practice and has not been reviewed by an attorney.
| Contracting party | AutoHive Artificial Intelligence (Pty) Ltd, registration number 2025/756077/07, trading as Website Development |
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| Registered address | High Riding Country Estate, Plot 50 High Riding Road, Sir Lowry's Pass, Somerset West, 7135, Western Cape, South Africa |
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| Website | web.autohive.co.za |
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| General enquiries | Mr.bee@autohive.co.za · WhatsApp +27 68 639 1048 |
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| Information Officer (POPIA) | Barteld Jans Bakker, Mr.bee@autohive.co.za |
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| Deputy Information Officer (POPIA) | Odendaal Oosthuizen, Buzz@autohive.co.za |
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| VAT status | Confirm VAT registration status and insert the VAT number here if registered |
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1.Scope of this notice
- This notice explains how the Website Development division of AutoHive Artificial Intelligence (Pty) Ltd processes personal information, in accordance with the Protection of Personal Information Act ("POPIA").
- It applies together with the AutoHive estate privacy notice at autohive.co.za/privacy/, which covers the whole company. If the two differ on a division-specific point, this notice applies to this division.
- AutoHive Artificial Intelligence (Pty) Ltd is the responsible party. Our Information Officer is Barteld Jans Bakker, Mr.bee@autohive.co.za, and our Deputy Information Officer is Odendaal Oosthuizen, Buzz@autohive.co.za.
2.What this division processes, and why
| Information | Purpose and lawful basis | Retention |
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| Client contact and billing information | Concluding and performing engagements, invoicing, and legally required records. Basis: performance of a contract, and legal obligation for financial records. | Five years after the engagement ends, or longer where tax law requires. |
| Access credentials for client sites, hosting and domains | Delivering builds and care plans under least-privilege access. Basis: performance of a contract. | Held for the duration of the care plan, revoked and deleted at handover or on instruction. |
| Personal information inside client websites, including their visitors' and customers' data | Processed on the client's documented instructions as operator, for hosting, maintenance, backups and support, under the Data Processing clause of the development agreement. | Per the client's instructions and retention policy. Backups roll off per the backup cycle. |
| Site monitoring, logs and analytics for care-plan sites | Availability monitoring, security and performance improvement. Basis: our legitimate interest in keeping sites secure and available, balanced against visitors' rights. | Confirm log retention, for example 90 days |
3.Purposes in general
- To respond to enquiries, provide quotations, conclude and perform agreements, invoice, and keep the records the law requires us to keep.
- To operate, secure and improve this division's services, and to communicate service messages about bookings and engagements you have with us.
- To send direct marketing only where the law allows it, and always with a working opt-out. We do not sell personal information.
- Where we host or maintain a client website that processes its visitors' personal information, we act as the client's operator under POPIA and follow documented instructions.
4.Sharing and operators
- We share personal information only with service providers who process it for us under contract, including hosting, email, booking, payment, electronic signature and messaging platforms, and only what each needs.
- Some providers store information outside South Africa. Where that happens, we rely on the safeguards POPIA allows for cross-border transfers, including contracts that hold the recipient to comparable protection.
- We disclose personal information where the law requires it or where it is necessary to protect a person's safety, and we record such disclosures.
5.Security and retention
- We apply reasonable, appropriate technical and organisational measures, including access control, encryption in transit, least-privilege access and logging, and we require the same of our operators.
- We keep personal information only as long as the purpose or the law requires, per the table above, and then delete or de-identify it.
- If a security compromise affecting your personal information occurs, we notify the Information Regulator and affected persons as POPIA requires.
6.Your rights
- You may ask what personal information we hold about you, ask for correction or deletion, object to processing, and withdraw consent where processing rests on consent.
- Send requests to the Information Officer at Mr.bee@autohive.co.za or the Deputy Information Officer at Buzz@autohive.co.za. We respond within a reasonable time and never charge for a first access request beyond what the law allows.
- You may complain to the Information Regulator (South Africa), online at inforegulator.org.za.
7.Changes to this notice
- We review this notice at least yearly and whenever this division's processing changes materially. The version and date at the top state which version applies.
