Privacy Policy
Trusted By
Effective date: 1 March 2021 | Last reviewed: 29 June 2026 | Version: 4
Prepared for Netsurit (Pty) Ltd by: Morné Fourie, Deputy Information Officer, mornef@netsurit.com
Contents
1.3. The information we collect
1.4. Categories of Data Subjects we process
1.5. How we use your information
1.6. Disclosure of information
1.7. Information Security including cross border process
1.10. Your Rights: Access to information
1.11. Retention of personal information
This Privacy Notice explains how we obtain, use and disclose your personal information.
At Netsurit we are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully and transparently.
This Notice sets out:
- Who we are
- What information we collect
- Categories of data subjects we process
- To whom we disclose your information
- How we safeguard your information
- Your rights to access and correction of information
- Changes to this Notice
- How to contact us
Netsurit, Inc. (“Netsurit”) provides a range of outsourced IT support options for full outsource or in-house IT departments based on ITIL and Microsoft operating framework. We provide Hardware, Software, IT Consulting and Network Support regarding your needs.
We have offices in New York and New Jersey.
1.3. THE INFORMATION WE COLLECT
We collect and process your personal information mainly to provide you with access to our services, to help us improve our offerings to you and sending you updates about our product and service catalogue. The type of information we collect will depend on the purpose for which it is collected and used. We will only collect information that we need for that purpose.
We collect information directly from you where you provide us with your personal details, for example when you purchase services from us or when you submit enquiries to us or contact us. Where possible, we will inform you what information you are required to provide to us and what information is optional, and the consequences, if any, of not providing the information. We might obtain your information from other sources, such as your employer where we have a service agreement with your company.
We record telephone calls between you and us.
You agree by submitting Personal Information to us that you consent to the processing. You warrant that the information provided to us is correct and accurate, and in the event that you are providing Personal Information in respect of a third party, that you are duly authorised to do so. By taking a picture, you’re giving consent to us to have it in our data base.
1.4. CATEGORIES OF DATA SUBJECTS WE PROCESS
The information provided under this section refers to broad categories of information (this list is not exhaustive):
Clients: Natural persons: names; contact details; physical and postal addresses; date of birth; ID number; tax related information; nationality; gender; confidential correspondence.
Clients: Juristic persons / entities: names of contact persons; name of legal entity; physical and postal address and contact details; financial information; registration number; founding documents; tax related information; authorised signatories; beneficiaries; ultimate beneficial owners.
Clients: Foreign persons / entities: names; contact details; physical and postal, financial information, addresses; date of birth; passport number tax related information; nationality; gender; confidential correspondence; registration number; founding documents; tax related information; authorised signatories, beneficiaries, ultimate beneficial owners.
Contracted Service Providers: Names of contact persons; name of legal entity; physical and postal address and contact details; financial information; registration number; founding documents; tax related information; authorised signatories, beneficiaries, ultimate beneficial owners.
Intermediary / Advisor: Names of contact persons; name of legal entity; physical and postal address and contact details; financial information; registration number; founding documents; tax related information; authorised signatories, beneficiaries, ultimate beneficial owners.
Employees / Directors / Potential Personnel / Shareholders / Volunteers / Employees’ family members / Temporary Staff: gender; pregnancy; marital status; race; age; language; education information; financial information; employment history; ID number; next of kin; children’s name, gender, age, school; physical and postal address; contact details; opinions, criminal behaviour and/or criminal records; well-being; external commercial interests; medical information.
Website end-users / Application end-users: names; electronic identification data; IP address; log-in data; cookies; electronic localization data; cell phone details; GPS data.
1.5. HOW WE USE YOUR INFORMATION
We will use your personal information only for the purposes for which it was collected or agreed with you, for example:
- To provide our services to you, to carry out the transaction you requested and to maintain our relationship;
- To confirm and verify your identity or to verify that you are an authorised user for security purposes;
- For the detection and prevention of fraud, crime, money laundering or other malpractice;
- To conduct market or customer satisfaction research or for statistical analysis;
- To market our products and services to you;
- To help keep our environment secure;
- For audit and record keeping purposes;
- For client satisfaction and quality control purposes;
- In connection with legal proceedings; and/li>
- When it is allowed in accordance with the provisions of POPIA.
We will use your personal information to comply with legal and regulatory requirements or industry codes to which we subscribe, or which apply to us, or when it is otherwise allowed by law.
The lawful basis of our use of your information will usually be based on a contract that we have with you, or your consent where required. Consent can be withdrawn at any time.
1.6. DISCLOSURE OF INFORMATION
We may disclose your personal information to our service providers who are involved in the delivery of services to you. We have agreements in place to ensure that they comply with these privacy terms.
We may also disclose your information:
- Where we have a duty or a right to disclose in terms of law or industry codes;
- In connection with legal proceedings or prospective legal proceedings;
- To the purchaser (or prospective purchaser) or any business or asset which we contemplate selling; or
- Where we believe it is necessary to protect our rights.
1.7. INFORMATION SECURITY INCLUDING CROSS BORDER PROCESSING
We are legally obliged to provide adequate protection for the personal information we hold and to stop unauthorised access and use of personal information. We will, on an ongoing basis, continue to review our security controls and related processes to ensure that your personal information is secure.
We take appropriate security measures to protect against unauthorized access to or unauthorized alteration, disclosure or destruction of data. The servers that we store personal information on are kept in a secure environment.
We restrict access to personal information to employees who need to know that information in order to operate, develop, continue to deliver or improve our services. We train our employees on how to safely handle personal information.
When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to ensure that personal information that we remain responsible for, is kept secure. We may need to transfer your personal information to another country for processing or storage. We will ensure that anyone to whom we pass your personal information agrees to treat your information with the same level of protection as we are obliged to.
In order to provide you with ongoing services, we may use your Personal Information to keep you informed about other related products and services which may be of interest to you. You may at any time opt out of receiving any further communications of such nature.
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Upon messaging opt-in, the end user agrees to receive messages from Netsurit regarding service updates. End users can opt-out by replying STOP or request more information by replying HELP. Message frequency varies. Message and data rates may apply. If you need assistance or have questions about our SMS service, reply with “HELP” to any SMS message you receive, or contact our customer support team at support@netsurit.com.
1.10. YOUR RIGHTS: ACCESS TO INFORMATION
You have the right to:
- request a copy of the personal information we hold about you;
- understand the manner in which we process your Personal Information, and the purpose of such processing;
- to ask us to update, correct or delete your personal information; and
- object to the processing of your personal information.
We might under certain circumstances not be able to accede to your request due to legal reasons. Should this be the case it will be communicated to you, and a note of your request will be made on the record.
We will take all reasonable steps to confirm your identity before making changes to personal information we may hold about you. To exercise your rights, contact your Account Executive or send an email to access_info@netsurit.com.
Should you not be satisfied with our response to your request you have the right to lodge a complaint with the Information Regulator. More details are available here: Protecting Consumer Privacy and Security | Federal Trade Commission (ftc.gov).
1.11. RETENTION OF PERSONAL INFORMATION
We will only retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including for the purpose of satisfying any legal, accounting or reporting requirements. How long we hold personal information for will vary. The retention period is determined by various criteria including:
- The purpose for which we are using it – we will need to keep the information for as long as is necessary for that purpose; and
- Legal obligations – laws or regulations may set a minimum period for which we have to retain personal information.
This notice gives you information on how we protect your personal data in our use of AI Tools (software applications that incorporate AI technology).
We ensure that none of the data that the AI Tools process is used to improve AI products through standardizing the use of services like Microsoft Copilot and Hatz AI (a platform that consolidates access to Large Language Models and other AI Tools in a protected sandbox environment. You can view their privacy policy here: https://hatz.ai/privacy-policy).
Personal data may be contained within the documents uploaded to our AI Tools. We are a responsible party or data controller of your personal data when it is processed while using our AI Tools and services like Microsoft Copilot and Hatz AI are operators or sub processors. We perform due diligence and have signed agreements in place with AI service providers to ensure that your personal data is protected. Users of our AI Tools know to process personal data in accordance with privacy legislation and our various data protection and privacy policies.
Microsoft and Hatz AI cannot access the data that is processed by our AI Tools (which allow for the processing of personal data). This means that your personal data is secure and can only be accessed by us.
| AI Use Case | Product or Service Used |
|---|---|
| Scheduling internal-to-client meetings or appointments or setting reminders using AI. | Calendly, Copilot |
| Transcribing, summarizing, or other efforts that improve the accessibility of a virtual meeting or interview using AI. | Otter.ai, Copilot |
| Managing and prioritizing service or help desk tickets using AI. | Vercel (Prax), ConnectWise |
| Editing images, videos, or other public affairs materials using AI. | Hatz AI |
| Scheduling and managing social media posts using AI. | Hatz AI |
| Generating first drafts of documents, briefing, or communication materials using AI. | Copilot, Hatz AI |
| Improving the quality of written communications using AI tools. | Copilot, Hatz AI |
| Summarizing the key points of a lengthy report using AI. | Copilot, Hatz AI |
| Creating visual representations of data sets for reports or presentations using AI. | Hatz AI |
| Review of CV's to identify potential candidates for a role using AI. | Hatz AI |
| Writing apps for repeatable tasks using AI. | Hatz AI |
| Using AI-assisted tools in word processors. | Copilot, Hatz AI |
| Generate training material based on company information. | Hatz AI |
| Research using AI assisted tools. | Hatz AI |
| Generating code using AI. | Hatz AI |
| Searching for company information using a knowledge retrieval system. | Copilot |
| Managing or implementing security controls for information systems (e.g., cybersecurity, supplier due diligence) using AI. | Copilot, Microsoft Defender, Knowbe4 |
| Unlocking smartphones or other devices without the need for passwords or PINs using AI-based facial recognition technology. | Apple iPhone, Google Pixel |
Please note that we may amend this Privacy Notice from time to time. Please check our website periodically to inform yourself of any changes.
If you have questions about this Privacy Notice or believe we have not adhered to it, or need further information about our privacy practices or wish to give or withdraw consent, exercise preferences or access or correct your personal information, please contact us by sending an email to access_info@netsurit.com.