Last updated: 25 June 2025

Imani Virtual Assistants ("we", "us", or "our") is committed to protecting your privacy. This policy explains how we collect, use, store, and protect your personal information when you interact with us online or via our services. We comply with South Africa’s Protection of Personal Information Act (POPIA) and, where relevant, the General Data Protection Regulation (GDPR).

1. Information We Collect

We may collect and process the following personal information:

• Full name, email address, and contact number
• Business or company name and location
• Information submitted via contact forms, sign-up forms, or client onboarding
• Service-related data shared during consultation or engagement
• Payment and billing details (where applicable)
• Communication preferences

2. How We Use Your Information

We use your information to:

• Provide and manage our virtual assistant services
• Respond to enquiries or requests
• Send invoices and process payments
• Communicate updates or changes to our services
• Send newsletters and curated content (only with your consent)
• Improve our website and service offerings
• Comply with applicable legal obligations

3. Newsletter & Communication

If you subscribe to our newsletter, we will collect your name and email address to send occasional updates, business tips, and service announcements.

• You will only receive these communications if you have opted in
• You may unsubscribe at any time via the “unsubscribe” link in our emails or by contacting us at hello@imaniva.co.za
• We do not share your contact details with third parties for marketing purposes
• If you unsubscribe, your data will be removed from our newsletter list but may be retained for other legitimate business purposes

4. Analytics & Cookies

Our website may use analytics tools (e.g. Google Analytics or similar) to help us understand visitor behaviour and improve our content. These tools may collect anonymised data such as:

• IP address (anonymised)
• Device type and browser
• Location (e.g. city, country)
• Pages visited, clicks, and time on site

We do not use this information to identify individual users. You can manage or disable cookies at any time in your browser settings. Disabling cookies may affect the functionality of some areas of the website.

5. Data Security

We take appropriate steps to protect your personal information from loss, misuse, and unauthorised access. This includes:

• Password-protected systems
• Secure cloud storage
• Access controls and limited internal permissions
• We do not store payment card information — all payments are processed through secure, third-party payment platforms.

6. Your Rights

You have the right to:

• Request access to the personal data we hold about you
• Correct or update your information
• Withdraw your consent at any time
• Request deletion of your data (subject to legal retention requirements)
• Lodge a complaint with the Information Regulator of South Africa or your local data authority (EU/UK)

7. Data Retention

We retain your personal information only as long as needed for service delivery, legal compliance, and client relationship management. When no longer required, your data will be securely deleted.

8. Third-Party Services

We may use secure third-party tools (e.g., CRMs, analytics platforms, calendar booking tools) to help us deliver services. These platforms are selected based on their security, compliance, and privacy practices. Data shared through these tools is limited to the minimum required.

9. International Clients

If you are based in the EU or UK and use our services, your data will be processed in accordance with applicable GDPR standards. By using our website or services, you acknowledge that your information may be transferred and stored outside your home jurisdiction, including in South Africa.

10. Contact Us

If you have any questions, concerns, or would like to exercise your privacy rights, please contact us:

hello@imaniva.co.za
South Africa
www.imaniva.co.za