Privacy Policy

Effective Date: 23 July 2025

Company Name: Codex Tech Pty Ltd

Email: info@codextech.co.za

Website: www.codextech.co.za

Codex Tech Pty Ltd (“Codex Tech”, “we”, “our”, or “us”) values your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act (POPIA), the Electronic Communications and Transactions Act (ECTA), and other applicable South African privacy regulations.

This Privacy Policy describes how we collect, use, store, share, and protect your personal data when you interact with our services, including our website, web applications, telecommunications products, hosted PBX services, and email/web hosting offerings.

1. Scope of This Privacy Policy

This Privacy Policy applies to all individuals and businesses who:

• Visit our website
• Request a quotation or submit an inquiry
• Purchase services from us
• Interact with our support team
• Use our telecoms, web development, or hosting products

By engaging with Codex Tech, you agree to the terms outlined in this policy.

2. What Information We Collect

a. Personal and Business Information

• Full name
• Company name
• Contact number(s)
• Email address
• ID number (for RICA purposes where applicable)
• Billing address
• VAT registration number (if applicable)

b. Service-Specific Information

• Domain registration details
• Website credentials (only when explicitly shared)
• Hosting account login data
• SIP credentials and PBX configurations
• Voicemail preferences
• Call log metadata (number dialed, timestamps, etc.)

c. Communication Data

• Emails, messages, and telephone calls (for support and audit trails)
• Support tickets and chat logs
• Feedback, reviews, or testimonials voluntarily submitted

d. Technical Information

• Device type, operating system, and browser used to access our services
• Public IP address (for authentication, VoIP provisioning, and fraud prevention)
• Log data for performance and security purposes

3. How We Collect Your Information

• Online contact forms or order forms
• Direct communication (email, phone, WhatsApp, web chat)
• VoIP configuration processes
• User registration and login portals
• Cookies and analytics on our website
• Third-party tools and integrations (e.g., payment processors, email marketing platforms)

4. Purpose of Data Collection

• Verifying your identity and providing requested services
• Registering domain names and provisioning web/email hosting
• Setting up and managing your VoIP or Hosted PBX extension
• Sending service-related communication such as invoices, alerts, and updates
• Supporting technical troubleshooting and ongoing maintenance
• Improving our service offerings and customer experience
• Ensuring compliance with regulatory obligations (e.g., RICA, ICASA)

5. Legal Basis for Processing (POPIA)

Codex Tech processes personal information lawfully and fairly under the following conditions:

• You have given explicit consent for one or more specific purposes
• Processing is necessary to fulfil a contract or deliver a purchased service
• We are legally obligated to do so (e.g., telecoms regulations, SARS)
• Processing is necessary to protect your vital interests or our legitimate business interests

6. Sharing and Disclosure of Personal Information

Codex Tech does not sell or rent your personal information.

However, we may share data with trusted third parties strictly for service delivery, including:

• Hosting service providers and registrars
• SMS/email gateway providers
• Telecom infrastructure partners (e.g., SIP trunk providers)
• Payment processors or banks
• Legal authorities or regulators where required by law (e.g., ICASA, SAPS, SARS)

All third parties are bound by confidentiality agreements and required to comply with South African data protection laws.

7. Data Security

We implement appropriate technical and organisational measures to protect your information from:

• Unauthorised access or disclosure
• Accidental loss or destruction
• Cyberattacks and security breaches

Security protocols include:

• SSL encryption on all platforms
• Server firewalls and intrusion detection
• Limited access to support staff
• Regular backups and audits

8. Data Retention

We retain your personal data only as long as necessary to:

• Fulfil contractual and service obligations
• Comply with tax and legal retention periods
• Resolve disputes or enforce agreements

After this period, data is securely deleted or anonymised.

9. Your Rights

As a data subject under POPIA, you have the right to:

• Access your personal information
• Request correction or deletion of inaccurate data
• Object to or restrict processing of your information
• Withdraw consent at any time (where applicable)
• Lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, email us at info@codextech.co.za with the subject line “Privacy Request”.

10. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

• Improve performance and navigation
• Analyse traffic and usage patterns
• Deliver targeted service offerings

You can control or disable cookies via your browser settings, but doing so may affect site functionality.

11. International Data Transfers

While our core servers are located in South Africa, some of our service partners may be based in other jurisdictions. Where data is transferred internationally, we ensure that it is protected under legally recognized frameworks and contracts.

12. Third-Party Links

Our website may contain links to third-party sites. Codex Tech is not responsible for the privacy practices or content of external websites. We encourage you to review their policies separately.

13. Updates to This Policy

Codex Tech reserves the right to modify this Privacy Policy at any time. Updated versions will be posted on our website with the revised effective date. You are encouraged to review the policy regularly to stay informed.

14. Contact Us

If you have any questions, concerns, or requests regarding this policy or your data:

Codex Tech Pty Ltd
Email: info@codextech.co.za
Website: www.codextech.co.za
Operating Hours: Monday–Friday, 9:00 AM – 5:00 PM