How we look after
your information.

1. Who we are

Ultrand Technologies is a trading name of ULTRAND PTY LTD, a South African company. We are the “responsible party” for the personal information described here.

Email

info@ultrand.tech

Information Officer

Godwin Ahmed, reachable at info@ultrand.tech

Website

arsenal.ultrand.tech and ultrand.tech

2. What we collect

When you send an enquiry

Your name, email address, business name, the service area you choose, your description of the task you want to improve, and the systems you use (optional). We also record that you agreed to be contacted, and when.

Please don’t include sensitive details in your enquiry, such as health, financial or identity-number information, or information about your own customers or patients. We don’t need it to reply.

When you use the client dashboard

Your email address and sign-in details (handled by our sign-in provider, Clerk), your business profile and settings, and the records our tools create for you, such as bookings, invoices, review replies, leads and drafted messages.

Information our tools process for clients

When a business uses our tools, we process information about their customers on their behalf: for example the name and number of someone who calls or messages them, an invoice recipient’s contact details, or the text of a Google review. For that information, the business is the responsible party and Ultrand acts as its operator under POPIA. We use it only to provide the service the business asked for.

Technical information

Our hosting provider keeps short-term technical logs (such as IP address, browser type and the page requested) to keep the site secure and working. We don’t use advertising or tracking tools.

3. Why we use it

• To reply to your enquiry and discuss whether we can help. Basis: your consent, which you give on the form.
• To provide the services you sign up for, including your dashboard, the tools you buy, support and billing. Basis: our contract with you.
• To keep the service secure, prevent abuse and fix problems. Basis: our legitimate interest in running a safe service.
• To meet legal obligations, such as tax and accounting records.

Giving us your information is voluntary, but without your name, email and a description of the task we can’t respond to an enquiry. We don’t sell your information, and we won’t send you marketing unless you ask us to. Sending an enquiry does not add you to a mailing list.

Some tools use AI to prepare drafts, such as replies to reviews or customer messages. A person at the client business reviews and approves anything sent to its customers. We don’t use your information to make automated decisions with legal or similarly significant effects on you.

4. Who we share it with

We use trusted service providers (operators) to run Ultrand. They may process personal information only on our instructions and must keep it secure.

We may also disclose information if the law requires it, or to protect our rights or the safety of others.

5. Information sent outside South Africa

Several of our providers store or process information outside South Africa, mainly in the United States and the European Union. Under section 72 of POPIA, we only use providers that are bound by data-protection laws, binding agreements or corporate rules that give a level of protection substantially similar to POPIA. By sending an enquiry or using the dashboard, you also agree to this transfer so that we can provide the service.

6. How long we keep it

• Enquiries that don’t become clients: up to 24 months after our last contact, then deleted.
• Client accounts and records: for as long as you’re a client, then up to 12 months to allow for reactivation and support, unless you ask us to delete them sooner.
• Billing and tax records: for the periods the law requires (generally 5 years).

You can ask us to delete your information sooner. See your rights.

7. How we protect it

All connections to Ultrand are encrypted (HTTPS). Access to records is restricted to the business they belong to and to authorised Ultrand staff. Dashboard sign-in requires a verified email address, and passwords are handled by our sign-in provider, never stored by us. Ultrand API keys are stored only in a one-way (hashed) form. Our providers apply their own industry-standard security. If a security breach affects your personal information, we will notify you and the Information Regulator as POPIA requires.

8. Cookies

We only use cookies that are needed to run the site: to keep you signed in to the dashboard (set by Clerk), and to remember which business you’re viewing if you manage more than one. We don’t use advertising or analytics cookies.

9. Your rights

Under POPIA you may:

• ask whether we hold personal information about you, and for a copy of it;
• ask us to correct information that is wrong or out of date;
• ask us to delete information we no longer need or have no right to keep;
• object to us processing your information, or withdraw your consent at any time (this doesn’t affect anything we did before you withdrew it);
• object to direct marketing.

To use any of these rights, email info@ultrand.tech with the subject “POPIA request”. We may need to confirm your identity first, and we aim to respond within 30 days. If your information was given to us by a business that uses our tools, we’ll pass your request to that business and help it respond.

To have your data deleted, including messages received through Facebook, Instagram or WhatsApp, follow the steps on our data deletion page.

10. Complaints

If you’re unhappy with how we’ve handled your information, please tell us first at info@ultrand.tech so we can put it right. You also have the right to complain to the Information Regulator (South Africa):

Website

inforegulator.org.za

Complaints

POPIAComplaints@inforegulator.org.za

General enquiries

enquiries@inforegulator.org.za

11. Changes to this notice

We may update this notice when our services or the law change. The date at the top shows when it last changed. If we make significant changes that affect clients, we’ll let them know by email.