Privacy Policy

QAVIA Privacy Policy
Last updated: 12 October 2026
1. Who We Are
QAVIA is a working business name for a service that provides AI chatbot setup, customisation and management services to businesses.
QAVIA is not currently a registered business name or registered legal entity. Until a legal business structure is established, the responsible person operating QAVIA must be identified correctly in this policy.
For the purposes of this policy, we refer to the person or legal entity operating the service, as identified below.
Contact details
Operating legal name: Neo Tlhomelang
Trading name: QAVIA
Business or contact address: Clearwater, Boksburg, Johannesburg
Privacy enquiries: hello@qavia.net
Website: [Insert QAVIA website URL]
Information Officer contact: hello@qavia.net
2. Scope of This Policy
This Privacy Policy applies to personal information collected through the QAVIA website, contact forms, email communications, marketing activities, client onboarding and the provision of our services.
It also explains how personal information may be processed through AI chatbots that we configure or manage for our clients.
Where a client uses a chatbot on its own website or communication channel, that client may have a separate privacy policy governing its collection and use of customer information.
3. Personal Information We Collect
Depending on your interaction with QAVIA, we may collect:
Contact and enquiry information
Name and surname.
Email address and telephone number.
Business name, website and job title.
Industry, business requirements and service preferences.
Information submitted through our website forms or email communications.
Client and service information
Business requirements and chatbot configuration details.
Information about channels, integrations and workflows required for a service.
Account and service administration information.
Billing, payment status and transaction-related records.
Payment card or banking details may be processed by our chosen payment provider. We do not intend to store full payment card details ourselves.
Technical information
IP address, browser type and device information.
Website usage and diagnostic information.
Cookie or analytics information, where applicable.
Chatbot visitor information
Depending on the chatbot configured for a client, visitors may submit names, telephone numbers, email addresses, questions, appointment requests and other information relevant to the client's services.
We aim to configure chatbots to collect only the information reasonably necessary for their intended purpose.
Please do not submit sensitive personal information through a chatbot unless it is specifically required, appropriately protected and lawfully collected.
4. Why We Use Personal Information
We may use personal information to:
Respond to enquiries and requests for information.
Prepare quotations, proposals and service agreements.
Contact prospective clients about services they have requested.
Set up, configure, maintain and improve AI chatbots.
Provide client support and administer accounts.
Manage invoices, payments and contractual obligations.
Send promotional communications where legally permitted.
Maintain website functionality, security and performance.
Comply with legal obligations and resolve disputes.
We will not use personal information for an unrelated purpose unless an appropriate lawful basis exists.
5. Lawful Processing and Marketing
We process personal information where an appropriate lawful justification applies under the Protection of Personal Information Act 4 of 2013 (“POPIA”).
Depending on the circumstances, this may include consent, contractual necessity, compliance with a legal obligation, or another justification permitted by law.
Promotional emails
We may send information about QAVIA's services, offers and updates where permitted by applicable law.
Where consent is required, we will obtain it through an appropriate opt-in process. We will not assume that submitting a contact form automatically constitutes consent to receive promotional messages.
You may unsubscribe from promotional emails using the unsubscribe link, where available, or by contacting us directly.
We will continue to send necessary service-related communications where appropriate, even if you opt out of marketing.
6. AI Chatbots and Information Processed for Clients
QAVIA builds and manages chatbots that may answer questions, capture leads, qualify enquiries, support bookings and direct prospective customers to a client's team.
The roles and responsibilities of QAVIA and each client will depend on the actual service arrangement.
Where a client determines why and how its customers' information is collected, the client will generally be the responsible party under POPIA, and QAVIA may act as an operator processing information on the client's behalf.
In those circumstances, QAVIA will process personal information according to the applicable client instructions and agreement, and will apply appropriate confidentiality and security measures.
Clients are responsible for ensuring that their use of chatbot services is lawful, including providing appropriate privacy notices and establishing a lawful basis for collecting and using customer information.
QAVIA will work with clients to configure services appropriately. The specific responsibilities of each party must be documented in the relevant agreement.
QAVIA does not sell chatbot visitors' personal information.
7. Sharing Information With Service Providers
We may use third-party providers to operate our website and deliver our services. Depending on our final setup, these may include:
Wix, for website hosting, forms and website functionality.
Tidio or another chatbot platform, for chatbot deployment and management.
Paystack or another payment provider, for payment processing.
Email, cloud hosting, analytics and other business software providers.
We will identify and use the providers relevant to our actual setup, rather than treating every possible provider as active.
These providers may process personal information on our behalf or independently for their own legitimate purposes, depending on the service and applicable terms.
We may also disclose information where required by law, to professional advisers, or where necessary to establish, exercise or defend legal claims.
We aim to share only the information reasonably necessary for the relevant purpose.
8. International Transfers
Some third-party providers may store or process personal information outside South Africa.
Where this occurs, we will take the steps required by applicable law, including POPIA's requirements for transfers of personal information to foreign countries.
The providers, locations and safeguards involved will depend on the platforms selected and the services used.
9. Retention of Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to provide services, comply with legal obligations, resolve disputes or enforce agreements.
Retention periods depend on the type of information, the service arrangement and applicable legal requirements.
Where QAVIA processes chatbot information for a client, retention and deletion will be governed by the client's instructions, the applicable agreement and relevant legal obligations.
When information is no longer required, we will take reasonable steps to delete, destroy or de-identify it securely.
10. Security and Data Breaches
We will take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse, disclosure, alteration or destruction.
These measures may include account access controls, secure authentication, confidentiality obligations and appropriate use of service providers.
No electronic system can be guaranteed to be completely secure.
If a security compromise occurs, we will respond appropriately and meet any applicable legal and contractual notification obligations.
11. Cookies and Website Analytics
Our Wix website may use essential cookies and other technologies required for website functionality.
Depending on the tools we activate, additional cookies or analytics technologies may be used to understand website usage, measure performance or support marketing activities.
We will update this section to reflect the actual tools installed on the website. Where required, we will provide a cookie notice or consent mechanism and explain how visitors can manage their preferences.
12. Your Rights
Subject to applicable law, you may have the right to:
Request access to personal information held about you.
Request correction or deletion of inaccurate, excessive or unlawfully held information.
Object to certain forms of processing.
Withdraw consent where processing relies on consent.
Opt out of direct marketing.
Lodge a complaint with the Information Regulator of South Africa.
To exercise a right, contact us using the details in Section 1. We may need to verify your identity before responding.
Some rights are subject to legal conditions and exceptions.
Where QAVIA processes information on behalf of a client, we may refer your request to that client or assist the client in responding, depending on the applicable arrangement.
13. Third-Party Websites and Services
Our website and chatbot services may link to third-party websites or platforms. Those services may have their own privacy policies and terms.
We encourage you to review the applicable policies before submitting personal information to third parties.
14. Contact and Complaints
For privacy-related questions or requests, contact:
QAVIA
Email: hello@qavia.net
Address: Clearwater, Boksburg, Johannesburg
Information Officer: hello@qavia.net
You may also contact the Information Regulator of South Africa through its official website:
https://inforegulator.org.za/
15. Changes to This Policy
We may update this Privacy Policy when our business practices, service providers, technology or legal obligations change.
The current version will be published on our website with its latest update date. Where required by law, we will provide additional notice of material changes.