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Privacy Policy

Privacy Policy

XRobotix Pty Ltd ("XRobotix", "we", "us", "our")

Effective date: 10 May 2026 Last updated: 10 May 2026

XRobotix Pty Ltd is the responsible party for the personal information processed through this website and our products (collectively, "the Services"). This policy explains what information we collect, why we collect it, how we use and protect it, and what your rights are under the Protection of Personal Information Act, 2013 (POPIA) and, where applicable, the EU General Data Protection Regulation (GDPR).

If anything below is unclear, contact us at [email protected].

1. Who we are

XRobotix Pty Ltd is a South African private company specialising in hosting, project management, software development and DevOps. Our flagship product is The Platform, a cloud-hosted solution for small and medium businesses.

Registered address: 242 Jean Ave, Centurion, Pretoria, 0157, South Africa Phone: +27 84 791 4122 Email: [email protected] Information Officer: Jaco Bezuidenhout, [email protected]

2. What information we collect

We only collect information that we need to deliver the Services and run our business responsibly.

2.1 Information you provide directly

  • Account details such as your name, email address, phone number, company name and job title.
  • Billing information such as VAT number, billing address and payment references. Card details are processed by our payment providers; we do not store full card numbers on our servers.
  • Communications you send us, including support tickets, contact form submissions and email correspondence.
  • Content you upload or create inside the Services, such as documents, project data and configuration.

2.2 Information we collect automatically

  • Technical data such as IP address, device type, browser, operating system, language settings and time zone.
  • Usage data such as pages viewed, features used, referring URLs, session duration and approximate location derived from IP.
  • Cookies and similar tracking technologies. Details are in our Cookie Policy.

2.3 Information from third parties

  • Social and identity providers when you sign in via third party login (see Section 4).
  • Service providers such as payment processors, analytics tools and hosting partners.
  • Publicly available sources where relevant for the Services we provide.

3. Why we process your information (lawful bases)

We process personal information on one or more of the following grounds permitted by POPIA:

  • Contract: to create your account, deliver the Services, process payments and provide support.
  • Consent: for marketing communications, optional cookies and connecting third party accounts. You can withdraw consent at any time.
  • Legitimate interest: to secure the Services, prevent fraud, improve our products and run our business, balanced against your rights.
  • Legal obligation: to comply with tax, accounting, regulatory and law enforcement requirements in South Africa and other jurisdictions where we operate.

4. Logging in via third party services

The Services may allow you to register or sign in using third party identity providers such as Facebook, Google, YouTube, GitHub, LinkedIn, Microsoft and Apple. This is optional. You can also create a standard email and password account.

When you choose to sign in this way:

  • You authenticate directly with the third party. We never see or store your password for that service.
  • The third party shares a limited set of information with us, typically your name, email address, profile picture, a unique user identifier and (where you grant it) basic profile data. The exact fields are shown to you on the consent screen of that provider before you approve the connection.
  • We use this information solely to create and secure your XRobotix account, to personalise your experience and to communicate with you about the Services.
  • We do not post to your social accounts, scrape your friends or contacts, or use the connection for advertising.

4.1 YouTube and Google specific disclosures

Where the Services use the YouTube API Services or other Google APIs, the following additional terms apply:

  • By using those features you agree to be bound by the YouTube Terms of Service and the Google Privacy Policy.
  • We access only the YouTube data you explicitly authorise on the Google consent screen, for example your channel name, channel ID, public video metadata or video upload permissions where the feature requires it.
  • We do not use YouTube data for advertising, do not transfer it to third parties for independent use, and do not store it longer than necessary to provide the feature you requested.
  • You can revoke our access at any time via the Google security settings page at https://myaccount.google.com/permissions. Once revoked, we will delete the related data from our systems within a reasonable period unless we are required by law to keep it.

4.2 Facebook specific disclosures

  • We use Facebook Login as supplied by Meta Platforms, Inc. and only request the permissions needed to identify you, typically your public profile and email address.
  • You can review and remove the XRobotix connection from your Facebook account at any time under Settings, Apps and Websites.
  • We do not access your friends list, posts, messages or advertising data.

4.3 Disconnecting a third party login

You can unlink a third party login from your XRobotix account at any time inside your account settings. After disconnection, you will need an alternative sign in method (such as a password) to continue accessing your account.

5. How we use your information

We use the information we collect to:

  • Provide, maintain and improve the Services.
  • Authenticate users, secure accounts and prevent abuse.
  • Process payments and manage subscriptions.
  • Respond to support requests and communicate about service changes.
  • Send marketing communications where you have opted in. You can unsubscribe at any time.
  • Comply with our legal and regulatory obligations.
  • Conduct internal analytics, research and product development on aggregated or de-identified data.

We do not sell your personal information.

6. Who we share information with

We share personal information only with parties that have a clear role in delivering the Services:

  • Hosting and infrastructure providers that operate the servers, networks and storage on which the Services run.
  • Payment processors for handling subscriptions and once-off charges.
  • Communication providers for email delivery, SMS notifications and customer support tooling.
  • Analytics and monitoring tools that help us understand performance and reliability.
  • Professional advisors such as auditors, lawyers and accountants, when needed.
  • Identity providers mentioned in Section 4, where you have chosen to use them.
  • Authorities where we are legally required to disclose information, for example under a court order or in response to a valid request from a regulator.
  • Acquirers in the event of a merger, acquisition or sale of assets, in which case you will be notified of any change in custody of your information.

All processors are bound by written agreements requiring them to protect personal information and use it only for the purposes we have agreed.

7. International transfers

XRobotix is based in South Africa. Some of our service providers operate from other countries, including the European Union, the United Kingdom and the United States. Where personal information is transferred outside South Africa, we ensure that the recipient is bound by laws, binding corporate rules or contractual terms that provide an adequate level of protection, in line with section 72 of POPIA.

8. How long we keep your information

We retain personal information only for as long as is necessary for the purposes set out in this policy, or as required by law:

  • Account data: for the lifetime of your account, plus a reasonable period after closure for backup and dispute resolution.
  • Billing and tax records: at least five years, as required by South African tax legislation.
  • Support correspondence: typically up to three years after the last interaction.
  • Marketing data: until you withdraw consent or we determine it is no longer relevant.
  • Backups: rotated on a defined schedule, after which copies are securely overwritten.

When information is no longer needed, we securely delete or de-identify it.

9. How we protect your information

We apply technical and organisational measures appropriate to the sensitivity of the information we hold, including:

  • Encryption of data in transit using TLS.
  • Encryption at rest for sensitive data stores.
  • Strict access controls, multi-factor authentication for staff and least privilege principles.
  • Network isolation, firewalls and continuous monitoring.
  • Regular backups, patching and vulnerability management.
  • Staff training and confidentiality obligations.
  • Incident response procedures, with notification to you and the Information Regulator where POPIA requires it.

No system is perfectly secure. If you suspect a security issue affecting your account, contact us immediately at [email protected].

10. Your rights

Under POPIA, and where applicable GDPR, you have the right to:

  • Access the personal information we hold about you.
  • Correct information that is inaccurate, outdated or incomplete.
  • Delete information, subject to legal and contractual retention requirements.
  • Object to processing based on legitimate interest or for direct marketing.
  • Withdraw consent for processing that relies on consent, including third party logins and marketing.
  • Restrict processing in certain circumstances.
  • Portability of information you provided to us, in a structured, commonly used format.
  • Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, email [email protected]. We will respond within the time frames required by law.

Information Regulator (South Africa)

JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 PO Box 31533, Braamfontein, 2017 Email: [email protected] Website: https://inforegulator.org.za

11. Children

The Services are not directed at children under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us so we can remove it.

12. Cookies

We use cookies and similar technologies for authentication, preferences, analytics and limited marketing. You can manage your preferences via the cookie banner or your browser settings. Full details are in our Cookie Policy.

13. Third party websites

The Services may link to third party websites and tools. We are not responsible for their privacy practices. Please review their privacy policies before submitting any information to them.

14. Changes to this policy

We may update this policy from time to time to reflect changes in our practices, technology or the law. The "Last updated" date at the top of this page will always reflect the latest version. For material changes, we will notify you by email or through a prominent notice in the Services.

15. Contact us

For any privacy related question, request or complaint, contact:

XRobotix Pty Ltd Attention: Information Officer, Jaco Bezuidenhout 242 Jean Ave, Centurion, Pretoria, 0157, South Africa Email: [email protected] Phone: +27 84 791 4122