Legal
Privacy notice
This notice explains how GenBotix Marketing (Pty) Ltd handles your personal information under the Protection of Personal Information Act 4 of 2013 (POPIA). It covers our website genbotix.co.za and the services we sell through it.
1. Who we are. GenBotix Marketing (Pty) Ltd (registration 2024/806565/07), 78 Johan Muller Boulevard, Paradise Beach, Jeffreys Bay, Eastern Cape, 6330, South Africa. Telephone +27 76 268 0017. We are the "responsible party": we decide how and why your information is used. Privacy requests: privacy@genbotix.co.za or the address above. We have designated an Information Officer; registration with the Information Regulator is pending, and until it is confirmed a director of the company deals with these requests.
2. What we collect, why, and whether you must give it
Name and e-mail address: you give us your name and e-mail address when you order or contact us. We use them to take and carry out your order, send confirmations and your work, and answer you. You must give them to order or to get a reply. We keep them with your order records or enquiry for the periods in section 7.
Phone number: you may give us your phone number, but you do not have to. We use it only to contact you about your order or enquiry. We keep it with your order records or enquiry for the periods in section 7.
Business and invoice details: you give us these only if you want a business invoice. We use them to issue that invoice. We keep them with your invoice for 7 years from the end of the financial year.
Order and payment records: we create these when you order. They show the service, amount, dates, Yoco reference, your tick boxes, cancellations and refunds. We use them to record our agreement, handle refunds, and keep the records the law requires. We keep them for 7 years from the end of the financial year, longer while a tax enquiry or dispute is open.
Material you send for a service: you send it to us for the service you order, and whether you must send it depends on the service. We use it only to do the work you ordered. We keep it for 90 days after delivery, cancellation or the end of the order.
Messages, calls and voice notes: these come from you when you contact us, and you do not have to send them. We use them to answer you and to record what was agreed. We keep them with your agreement or enquiry for the periods in section 7.
Server logs: when you visit genbotix.co.za, our web server automatically records your IP address, the date and time, the page you asked for, the result of the request and your browser. We use these logs for security and fraud prevention. We keep them for about 11 days.
Cookies: genbotix.co.za sets no cookies and loads no third-party scripts, such as analytics, tag managers, pixels or trackers.
Our telephone and WhatsApp number is answered by an AI assistant, not by a person. Messages to it, and to hello@genbotix.co.za, are read and answered with AI tools (section 5). Messages to privacy@genbotix.co.za may also be read with the help of AI tools. Voice notes are first turned into text on our own server in South Africa.
Please do not send us other people's personal information: not their names, ID numbers, contact details, photos or marks, not their health information, and not information about their children. Never send bank card numbers. Our services do not need them. If we find other people's information in material for an order, we do not use it, we delete it within 7 days and we tell you.
3. Why we may use it. Where this is necessary to make or carry out our agreement with you, or to take steps you asked for before an agreement; because a law that applies to us requires it (for example, company records); and where it is necessary for our legitimate interest in answering enquiries and keeping our systems secure. We send marketing only with your consent.
4. Laws that require records. The Companies Act 71 of 2008 and other laws that apply to us require us to keep certain records for set periods.
5. Who receives your information.
- Yoco processes card payments under its own privacy policy.
- WhatsApp (Meta) carries WhatsApp messages under its own terms.
- Hetzner Online GmbH, Germany, hosts genbotix.co.za and our e-mail.
- Anthropic (Claude), United States, receives your messages and the material for a service that uses AI tools, to draft our work and our replies. We use it through subscription accounts, under Anthropic's own terms; on each of those accounts we have switched off the setting that allows Anthropic to use conversations to improve its models. Under Anthropic's own terms, it may still use a conversation for that purpose if the conversation is flagged for safety review or if feedback is submitted on it.
- Voice notes are normally transcribed on our own server in South Africa. Only if it fails is the audio sent to Groq or, as a fallback, SambaNova, both in the United States.
- OpenAI, Z.ai and OpenRouter check our drafts. They receive only text from which we have removed names, contact details and other details that identify you.
- Professional advisers such as our accountant, and authorities where the law requires.
We do not sell your information.
6. Information sent outside South Africa. Our website and e-mail, including the logs of visits to our website, are hosted by Hetzner Online GmbH in Germany,. Anthropic, Groq and SambaNova (section 5) are in the United States. We send them information only where this is necessary to carry out our agreement with you or to take steps you asked for before an agreement. OpenAI, Z.ai and OpenRouter receive your messages and material only after we have removed the details that identify you.
Objecting to AI tools. If you object to our use of AI tools on your personal information, write to privacy@genbotix.co.za or by post. Until the Information Officer's registration is confirmed, a director of the company decides on your objection and replies. Messages to privacy@genbotix.co.za may also be read with the help of AI tools (section 2). For a service that uses AI tools we may be unable to perform it without them, and you may cancel before we start for a full refund.
7. How long we keep it.
| Information | How long |
|---|---|
| Order, invoice and payment records | 7 years from the end of the financial year, longer while a tax enquiry or dispute is open |
| Our agreement with you | While it runs, then 3 years |
| Material for a once-off service, and the work we deliver | 90 days after delivery, cancellation or the end of the order |
| Enquiries that do not lead to an agreement | 12 months after our last contact |
| Server logs | About 11 days |
After that we delete the information or make it anonymous. Deleted information can remain in secure backups for a time; if we restore a backup, we delete it again before using the data.
8. Security. Encrypted connections, limited access, backups, and no card data on our systems. If there are reasonable grounds to believe your information was accessed or acquired by an unauthorised person, we notify you and the Information Regulator as soon as reasonably possible.
9. Your rights. If you give us adequate proof of your identity, you may ask us:
- to confirm, free of charge, whether we hold personal information about you; and
- for the record or a description of the personal information we hold about you, including information about the identity of all third parties, or categories of third parties, who have, or have had, access to it. We provide it within a reasonable time, at a prescribed fee, if any. If a fee applies, we give you a written estimate of it before we provide the record.
You may also ask us, in the prescribed manner, to correct or delete personal information about you that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or obtained unlawfully.
You may object at any time, in the prescribed manner, to our use of your personal information for our legitimate interests, on reasonable grounds relating to your particular situation, unless legislation provides for that use. After such an objection we may no longer process it.
If you gave us your consent, you may withdraw it at any time. This does not affect our use of your information before you withdrew it, or our use of it on another lawful ground.
You may submit a complaint to the Information Regulator, in the prescribed manner and form, alleging interference with the protection of your personal information.
To use these rights, write to privacy@genbotix.co.za. We send you any prescribed form on request. Our PAIA manual (section 6A) explains how to ask whether we hold your information, or for a record of it.
10. Information Regulator. Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 · enquiries@inforegulator.org.za · 010 023 5200 · toll-free 0800 017 160 · complaints: POPIAComplaints@inforegulator.org.za · https://inforegulator.org.za
Version 6 · Last updated: 24 October 2026