Privacy Policy

1. Who this policy applies to

This policy applies to visitors to ankaa.co.za, people who submit forms on the website, prospective clients, clients, suppliers and anyone who communicates with Ankaa Business Systems through our business channels.

2. Personal information we may collect

We may collect personal information that you choose to provide to us, including:

• your name and surname;
• business or organisation name;
• email address;
• phone number;
• preferred contact method;
• area of interest or service need;
• message or enquiry details;
• information submitted through website forms;
• information shared during business discussions, reviews or consultations.

3. How we collect personal information

We may collect personal information when you:

• complete a website contact, enquiry, feedback or review form;
• contact us by email, phone, WhatsApp or other business channels;
• request a complimentary business systems review;
• engage with us during discovery, assessment, support or service delivery;
• provide information needed for proposals, quotations, onboarding or project work.

4. Why we use personal information

We use personal information for legitimate business purposes, including to:

• respond to enquiries;
• arrange meetings, calls or online consultations;
• provide a complimentary business systems review where requested;
• understand your business needs;
• prepare proposals, quotations or service recommendations;
• provide agreed services and support;
• keep records of business communication;
• improve our website, forms, services and internal processes;
• comply with applicable legal, accounting and administrative requirements.

5. Responsible handling

We aim to process personal information lawfully, fairly and only for purposes that are relevant to the relationship or enquiry. We will not knowingly collect more information than reasonably required for the purpose for which it is provided.

Where required, we will rely on consent, legitimate business interest, contractual necessity or legal obligation as the basis for processing personal information.

6. Website forms and automation

Information submitted through website forms may be captured in our website systems and routed into internal business tools such as email notifications, lead trackers, workflow tools or automation platforms.

These systems are used to help us respond to enquiries, track follow-up, manage service requests and maintain proper business records.

7. Sharing of personal information

We do not sell personal information.

We may share personal information only where reasonably necessary, including with:

• trusted service providers who help us operate our website, email, hosting, forms, automation, storage or business systems;
• professional advisers, where required;
• legal, regulatory or public authorities, where we are required to do so;
• service providers involved in delivering agreed work for a client.

Where service providers are used, we aim to use reputable platforms and reasonable safeguards appropriate to the nature of the information being processed.

8. International service providers

Some tools or platforms used to operate modern websites, email, automation, storage or business systems may process or store information outside South Africa.

Where this happens, we aim to use service providers that apply appropriate privacy, security and data protection safeguards.

9. Cookies and tracking

At present, Ankaa Business Systems does not knowingly use non-essential cookies, marketing pixels or retargeting technologies on the public website.

If analytics, marketing cookies or similar tracking technologies are introduced in future, this policy will be updated and, where required, an appropriate notice or consent mechanism will be implemented.

10. Data security

We take reasonable steps to protect personal information against loss, unauthorised access, misuse, alteration or disclosure.

These steps may include access controls, secure accounts, reputable hosting and service providers, password protection, system monitoring and internal process controls. However, no website, email system or internet-based service can be guaranteed to be completely secure.

11. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, or as required for legal, accounting, operational or legitimate business purposes.

Where information is no longer required, we will take reasonable steps to delete, de-identify or securely archive it.

12. Your rights

Subject to applicable law, you may request that we:

• confirm whether we hold personal information about you;
• provide access to the personal information we hold about you;
• correct or update inaccurate personal information;
• delete personal information where there is no lawful reason for us to continue holding it;
• object to certain processing where permitted by law;
• withdraw consent where processing is based on consent.

We may need to verify your identity before actioning a request.

13. Direct marketing

We do not aim to send unsolicited bulk marketing messages.

If we send business updates, service information or marketing communication in future, we will aim to do so lawfully and provide a reasonable way to opt out where required.

14. Links to other websites

This website may contain links to external websites or third-party platforms. We are not responsible for the privacy practices, security or content of external websites. You should review the privacy policy of any external website you visit.

15. Children’s personal information

This website and our services are intended for businesses and adult business representatives. We do not intentionally collect personal information from children through this website.

16. Updates to this policy

We may update this Privacy Policy from time to time to reflect changes in our website, services, systems, legal requirements or business operations. The latest version will be published on this page.