Privacy Policy

CIVOXY AI Systems (“we”, “us”) respects your privacy and processes personal information in line with the Protection of Personal Information Act, 4 of 2013 (POPIA) of the Republic of South Africa. This policy explains what this website collects, why, and what you can do about it.

2.1 Information We Collect

We only collect what you choose to give us through the site:

• Booking and contact forms: your name, email address, phone number, business name, the service and budget range you are interested in, your preferred call date and time, and any message you write
• Chat assistant (Alex): the messages you type, and any contact details or booking details you share with it. If you ask to book a call or leave your details, they are saved as an enquiry so we can follow up
• Reviews: your name, business name (optional), star rating and review text. A review is only shown publicly once we have approved it
• Project records: if you become a client, we keep your project requirements, communication records, invoices and payment status
• Technical data on your device: a few small preference items, such as your cookie choice and display settings (see the Cookie Policy). We do not run advertising or behavioural tracking on this site

We do not store card numbers or bank login details on this website.

2.2 Why We Use Your Information

• To respond to your enquiry, book and confirm your consultation call, and send you a confirmation email
• To prepare quotes, deliver agreed services and communicate throughout a project
• To invoice you and record payments
• To show approved reviews and keep the website secure and working
• To comply with legal, tax and accounting obligations

We do not use your details for marketing unless you ask to hear from us, and you may opt out at any time.

2.3 Lawful Basis

We process your information because it is necessary to respond to your request and to carry out an agreement with you, because you have given consent (for example when you submit a form or ask us to contact you), and because we have a legitimate interest in running and securing our business.

2.4 What Is Visible to Other Visitors

• When a time slot is booked, other visitors only see that the slot is taken. They never see who booked it or any contact details
• Approved reviews show the name you gave, your star rating and your review text
• The “Projects Delivered” and rating figures on the homepage are totals only

2.5 Where Your Information Is Stored and Who Handles It

To run this website we use the following service providers, each under its own privacy terms. Some of them store or process data on servers outside South Africa:

• Google Firebase (Realtime Database and Authentication): stores bookings, enquiries, messages, reviews, news posts and our admin records. Admin access requires a secure login
• EmailJS: sends confirmation and notification emails when you submit a form
• Google (Google Fonts and Firebase code libraries): your browser loads the site’s fonts and code from Google, so Google receives your IP address when the page loads
• WhatsApp, PayPal, PayFast and our bank: only if you choose to message us on WhatsApp or pay us through them. They handle that information under their own policies

We only share the minimum information needed for each service to work. We do not sell, rent or trade your personal information.

2.6 Security

The site is served over an encrypted (HTTPS) connection, admin records are only reachable by logging in, and data kept in the admin area on a device is encrypted. We take reasonable technical and organisational steps to protect your information, but no system can be guaranteed to be completely secure. If a breach affecting your information occurs, we will notify you and the Information Regulator as required by POPIA.

2.7 Your Rights (POPIA)

You may, at any time:

• Ask what personal information we hold about you and request a copy
• Ask us to correct or delete information that is inaccurate, outdated or no longer needed
• Object to the processing of your information or withdraw consent you gave
• Complain to the Information Regulator of South Africa at inforeg.org.za

To use any of these rights, email us at civoxyai@gmail.com. We aim to respond within 5 business days.

2.8 How Long We Keep It

Enquiries and messages that do not lead to a project are kept only as long as needed to follow up and are deleted on request. Client project, invoice and payment records are kept for as long as the law requires for accounting and tax purposes, after which they are deleted or anonymised.

2.9 Children

This website is meant for business owners and adults. We do not knowingly collect personal information from anyone under 18. If you believe a child has sent us information, please email us and we will delete it.

2.10 Policy Updates

We may update this policy as the website changes. The effective date at the top shows when it was last updated. Continued use of the website after an update means you accept the revised policy.

Cookie Policy

3.1 What Are Cookies?

Cookies are small text files that a website stores on your device. Websites also use “local storage”, which works in a similar way. They help a site remember your choices and work properly.

3.2 What This Site Uses

This site uses essential and preference items only. It does not use advertising, tracking or analytics cookies.

• Display setting (civoxy_device, civoxy_device_detected): remembers whether the site should use its phone, tablet or desktop layout. Kept for up to 30 days
• Cookie choice (civoxy_pref and local storage): remembers whether you accepted or declined this banner, so we do not ask on every visit. Kept for 30 days
• Site preferences (local storage): small items such as your chosen price currency (ZAR or USD), whether you dismissed a notice, and saved copies of public information such as available call times and approved reviews so the page loads quickly
• Admin sign-in (admin only): the secure login used by CIVOXY staff keeps a session on the device. Visitors never receive this

3.3 Third Parties

We do not place third-party advertising or analytics cookies. The services that run the site (Google Firebase, EmailJS and Google Fonts) may receive technical information such as your IP address when your browser contacts them. Please see the Privacy Policy for details.

3.4 Your Choice

When you first visit, a banner lets you accept or decline. Essential items, such as the layout setting, are needed for the site to work and are kept either way. If you decline, we do not set the optional preference cookie. We ask again after 30 days.

3.5 Managing Cookies

You can delete cookies and local storage at any time in your browser settings. If you block them completely, parts of the site, such as remembering your layout, may not work as well.

3.6 Updates

If we ever add analytics or other tools that use cookies, we will update this policy and ask for your consent first. Continued use of the site after an update means you accept the current policy.

Payment Terms

4.1 Accepted Payment Methods

CIVOXY AI Systems accepts the following payment methods:

• Instant EFT or direct bank transfer (preferred)
• PayPal
• PayFast
• Credit and debit cards (processed securely through PayPal or PayFast)

The preferred payment method will be confirmed during the initial consultation. All prices are quoted in South African Rand (ZAR). Where the site shows a US dollar figure, it is a guide only and the amount payable is confirmed in your quote. Payment provider fees, if any, are confirmed before you pay.

4.2 Standard Payment Structure

• A non-refundable 25% deposit is required upfront to secure the service and initiate work
• The remaining 75% is due upon project completion or at agreed milestones
• No work will commence until the deposit has been received and confirmed in writing
• Final deliverables (website access, files, documents) will only be transferred upon receipt of full and final payment

4.3 Monthly Payment Option

• Available on selected services only, subject to prior written approval
• Requires a non-refundable 25% upfront deposit before work begins
• Remaining balance settled in agreed monthly instalments, inclusive of a predetermined interest rate communicated at the time of agreement
• Missed instalments may result in immediate suspension of services and access

4.4 Late Payment

Invoices are due on the date specified. Late payments may result in suspension of services, withholding of deliverables and, where agreed in writing before the work started, interest on the overdue amount at a rate that is allowed under South African law.

4.5 Refund Policy

• All payments are non-refundable once work has commenced, unless otherwise agreed in writing
• In the event of a dispute, the client must contact us in writing within 7 days of the issue arising
• Refunds, if approved, will be processed within 14 business days via the original payment method

4.6 Intellectual Property & Ownership

All deliverables remain the sole property of CIVOXY AI Systems until full and final payment is received. Upon full payment, all agreed IP rights transfer to the client as specified in the project agreement.

4.7 VAT and Invoices

CIVOXY AI Systems is registered for VAT and VAT is applied where required by South African law. Quoted prices are inclusive of VAT unless stated otherwise. A valid tax invoice is issued for every payment, or on request.

Legal Notice

5.1 Binding Agreement

By engaging with CIVOXY AI Systems, whether through this website, direct communication, or by proceeding with payment, you confirm that you:

• Have read and fully understood this document in its entirety
• Agree to be bound by all Terms & Conditions, Privacy Policy, Cookie Policy, and Payment Terms
• Are 18 years of age or older, or are acting with the authority of a legal entity
• Understand that this constitutes a legally binding agreement under the laws of the Republic of South Africa

5.2 Dispute Resolution

In the event of a dispute, the parties agree to attempt good-faith resolution via email within 14 days before pursuing formal proceedings. Unresolved disputes shall be referred to mediation or, if necessary, the jurisdiction of South African courts.

5.3 Consumer Protection

Clients who are consumers as defined under the Consumer Protection Act, 68 of 2008 (CPA) retain all rights afforded to them by the CPA, which cannot be waived by these Terms. This includes the right to receive services of acceptable quality and the right to fair, honest dealing.

5.4 POPIA Compliance

CIVOXY AI Systems processes personal information in compliance with the Protection of Personal Information Act, 4 of 2013. Complaints relating to personal information may be directed to the Information Regulator of South Africa at inforeg.org.za or inforeg@justice.gov.za.

5.5 Accuracy of Information

While we endeavour to keep all information on this website accurate and up to date, CIVOXY AI Systems makes no warranties regarding the completeness or accuracy of any content herein. Prices, packages, and services are subject to change without notice.

5.6 Governing Law

This agreement is governed exclusively by the laws of the Republic of South Africa. Any legal action must be brought within the jurisdiction of South African courts.