Privacy policy

Who we are

Koppie Systems (proposed legal name Koppie Systems (Pty) Ltd) is a Pretoria-based website-development and digital-systems studio. Company registration number will be published when CIPC registration is confirmed. Not VAT registered.

We are based in Pretoria and work with businesses throughout South Africa and on selected international engagements. We do not publish a street address. Telephone: +27614188807. Email: hello@koppiesystems.co.za. Lead delivery (ops): configured server-side to the monitored mailbox (see privacy — processors).

Until a dedicated POPIA Information Officer is appointed and published, privacy requests may be sent through the website contact form or the telephone number above.

What we collect and why

Enquiry and quote forms collect: name, email address, phone number (optional), company (optional), service interest, budget band, timeline and your message. We use this solely to respond to your enquiry, prepare quotations and (where relevant) follow up on project discussions. We do not collect more than the enquiry needs.

No analytics or marketing cookies are set on this website today. If Google Analytics 4 or similar tools are enabled later, this policy and the cookie policy will be updated before activation, and a consent mechanism will be described.

Legal basis and consent

Form submissions require an explicit consent acknowledgement linking to this policy. We process enquiry data to take steps at your request before entering a contract, and where necessary for our legitimate interests in responding to business enquiries — always subject to your POPIA rights.

Storage, sharing and retention

This website is hosted on Vercel. Enquiry forms are processed by a server action on that host and delivered to our monitored lead mailbox via a configured provider (Resend and/or a webhook automation). Delivery credentials are stored only in server environment variables.

We do not sell personal information. Providers act as operators/processors for delivery and hosting. Some processing may occur outside South Africa (for example US-based hosting or email infrastructure); we use reputable providers with appropriate security practices.

Enquiry records are retained only as long as needed to handle the enquiry and any resulting engagement, then deleted or archived under ordinary business record rules. Exact retention periods will be confirmed at legal review.

Your rights

You may request access to, correction of, or deletion of your personal information, or object to certain processing, by contacting us via the website form or telephone.

You may also lodge a complaint with the Information Regulator (South Africa): https://inforegulator.org.za/ — JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001; complaints email as published on the Regulator’s site.

Security limitations

We take reasonable technical and organisational measures to protect enquiry data in transit and at rest on our processors. No method of transmission or storage is perfectly secure; please avoid sending passwords or payment-card details through the enquiry forms.