Privacy Policy
1. Who we are
Intellicom IT (Pty) Ltd ("Intellicom", "we", "us") is an IT services company in Cape Town. This policy explains what personal information we collect, why, how we protect it, and the rights you have under the Protection of Personal Information Act, 2013 (POPIA).
Responsible party: Intellicom IT (Pty) Ltd
Registration number: 2016/039251/07
VAT number: 4460273107
Address: 110 Grove Street, Churchill Estate, Parow West, 7500, Cape Town
Information Officer: Pierre Matthys Malan
Email: pmalan@intellicom.org.za
Phone: +27 82 768 9613
2. What this policy covers
This policy covers this website, enquiries you send us, our business development and outreach, and our LinkedIn presence. When we provide services to a client, the personal information we handle on that client's behalf is governed by our agreement with that client, and by the consent agreement used in our Site Audits discovery engagements.
3. What we collect
| When | What we collect |
|---|---|
| You contact us | Your name, business, email address, phone number and whatever you tell us in your message, email, call or WhatsApp. |
| We research a business we think we can help | The business name and, where published, a contact person's name, job title, business email address and business phone number, together with the public source we found it in (for example the business's own website or a public business directory). |
| You reply to our outreach | Your reply, and your preference — including a request not to be contacted again. |
| You interact with our LinkedIn posts | LinkedIn processes this under its own privacy policy. Through LinkedIn's tools we access only our own company page, our own posts and, where LinkedIn provides it, engagement on our own posts. |
| You visit this website | This website sets no cookies, runs no analytics or advertising trackers and has no forms. Our web server keeps standard access logs (IP address, date and time, page requested, browser type) for a short period, for security. |
We do not collect special personal information (such as health, religious or biometric information) through any of the above, and we do not buy contact lists.
4. Why we use it
- To answer you when you contact us, and to provide what you ask for.
- To find businesses we can genuinely help and to contact them once about it (see section 5).
- To honour your preferences, including never contacting you again if you ask us not to.
- To publish our own content on LinkedIn.
- To keep our systems secure and to meet our legal obligations.
We do not sell personal information, and we do not use it for any purpose other than those listed here.
5. Business outreach and how to opt out
POPIA limits unsolicited electronic direct marketing. We follow that limit:
- If we have not dealt with you before, we contact you once, by email, to ask whether you would like to hear more.
- Every email says who we are, why we are writing to you specifically, and how to opt out.
- If you do not reply, we do not send follow-ups.
- If you ask us not to contact you — by replying "no" or "unsubscribe", or by emailing pmalan@intellicom.org.za — we record that and never contact you again. We keep only what is needed to honour that request.
6. AI assistants
Intellicom uses AI assistants, built on Anthropic's Claude, to research, draft and sort work. They can read and draft, but they cannot send an email, publish a post or make a commitment on their own: every message to someone outside Intellicom and every post is approved by a person first. We describe every AI system we run, what it may and may not do, in our public AI Register.
When an AI assistant works on an enquiry, a prospect record or a reply, the information it needs for that task is processed by Anthropic, PBC in the United States (see section 8). We send only what the task requires.
7. Where your information is kept and how we protect it
- Our business systems — including our customer and prospect records, our mail server and our AI assistant system — run on servers we manage in South Africa.
- Email to pmalan@intellicom.org.za is handled by Google Workspace.
- Information in transit is protected by HTTPS/TLS.
- Access to our systems is limited to what each person or system needs; our AI assistants do not hold the passwords or keys to the systems they draft for.
- Our systems are backed up nightly, encrypted, to a separate server.
8. Who we share it with
We share personal information only with the service providers that help us operate, and only as far as they need it:
| Provider | What for | Where |
|---|---|---|
| Our hosting provider | Servers for our business systems, mail and backups | South Africa |
| Google (Google Workspace) | Email for pmalan@intellicom.org.za | Outside South Africa |
| Anthropic, PBC | AI processing for research and drafting (section 6) | United States |
| Publishing our own posts | Outside South Africa |
Where information is processed outside South Africa, we use providers bound by their own data protection commitments, and we limit what we send to what the task needs. We may also disclose information where the law, a court or a regulator requires it.
9. How long we keep it
- Enquiries and client correspondence: for as long as we deal with you, and afterwards for as long as the law requires us to keep business records.
- Prospect records: while there is a reasonable prospect of doing business. We review them at least once a year and delete those that are no longer relevant.
- Opt-out requests: kept for as long as we do business, so that we never contact you again. We keep only your name, contact detail and the date of your request.
- Web server logs: a short period, for security.
10. Your rights
Under POPIA you may:
- ask whether we hold personal information about you, and for a copy of it;
- ask us to correct or delete it;
- object to our processing of it, and object to direct marketing at any time;
- withdraw consent you have given; and
- complain to the Information Regulator.
To exercise any of these rights, email our Information Officer at pmalan@intellicom.org.za. We will respond within 30 days.
The Information Regulator (South Africa): inforegulator.org.za · enquiries@inforegulator.org.za · 010 023 5200.
11. Changes to this policy
We may update this policy when our practices or the law change. The effective date at the top of this page shows when it last changed.