1. Responsible Party
In terms of the Protection of Personal Information Act 4 of 2013 (POPIA), the Responsible Party is:
| Business name | Agentic Studio (Pty) Ltd |
| Trading as | Agentic Studio |
| Physical address | Cape Town, Western Cape, South Africa |
| Email address | info@agenticstudio.co.za |
| Website | https://agenticstudio.co.za |
Agentic Studio is registered with the Information Regulator of South Africa and is committed to processing personal information responsibly and in accordance with POPIA.
2. Introduction and Scope
This Privacy Policy describes how Agentic Studio (Pty) Ltd (“we”, “us”, or “our”) collects, uses, stores, shares, and protects your personal information when you:
- Visit our website at agenticstudio.co.za
- Enquire about or purchase our AI automation and data analytics services
- Engage with us via email, telephone, or social media
- Participate in discovery calls, onboarding sessions, or project delivery
- Receive marketing communications from us
By engaging with our website or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our website or services.
3. Personal Information We Collect
We collect only the personal information necessary for the purposes described in this Policy. This may include:
3.1 Information you provide directly
- Full name and job title
- Business name and registration details
- Email address and telephone number
- Physical or postal address
- Financial information required for invoicing and payment (billing address, VAT number)
- Information provided in discovery calls, briefs, questionnaires, or project scoping documents
- Communications sent to us via contact forms, email, or messaging platforms
3.2 Information collected automatically
- IP address and browser type
- Pages visited, time spent on site, and referring URLs (via Google Analytics 4)
- Cookie identifiers and session data (subject to your cookie consent preferences)
- Device type and operating system
3.3 Information from third parties
- Business contact information obtained through LinkedIn or other professional networks, where you have made such information publicly available
- Referral information provided by existing clients
4. How We Use Your Personal Information
We process your personal information only where we have a lawful basis to do so under POPIA. Our processing activities and their lawful bases are:
| Purpose of processing | Lawful basis (POPIA) | Data retained |
|---|---|---|
| Responding to enquiries and providing quotes | Legitimate interest / Pre-contractual steps | Until enquiry resolved + 12 months |
| Providing contracted AI automation services | Performance of a contract | Duration of contract + 5 years |
| Processing payments and issuing invoices | Legal obligation / Contract performance | 7 years (SARS requirement) |
| Sending service-related communications | Contract performance | Duration of relationship |
| Sending marketing emails (with consent) | Consent | Until unsubscribed |
| Improving our website and services | Legitimate interest | Anonymised after 26 months |
| Complying with legal obligations | Legal obligation | As required by law |
5. Sharing of Personal Information
We do not sell, rent, or trade your personal information. We may share it only in the following circumstances:
5.1 Service providers (Operators)
We engage trusted third-party service providers who process personal information on our behalf as Operators under POPIA. These include:
- Make.com (workflow automation infrastructure) – United States
- Notion Labs Inc. (project management and documentation) – United States
- Anthropic PBC (AI model API services) – United States
- Google LLC (Google Analytics, Workspace, and Ads) – United States
- Meta Platforms Inc. (advertising and lead generation) – United States
- Xneelo (Pty) Ltd (web hosting and cloud infrastructure) – South Africa
- Accounting and bookkeeping service providers – South Africa
Where we share data with Operators outside of South Africa, we take reasonable steps to ensure that those parties apply an adequate level of protection to your personal information, consistent with POPIA Section 72.
5.2 Legal requirements
We may disclose personal information if required to do so by law, court order, or to protect our rights, property, or the safety of our clients or staff.
5.3 Business transfers
In the event of a merger, acquisition, or sale of business assets, personal information may be transferred to the successor entity. We will notify affected data subjects prior to any such transfer.
6. Data Retention
We retain personal information only for as long as is necessary to fulfil the purpose for which it was collected, or as required by law. Our general retention guidelines are:
- Client project records: 5 years from project completion
- Financial and invoicing records: 7 years (as required by the South African Revenue Service)
- Marketing contact lists: Until you unsubscribe or withdraw consent
- Website analytics data: Anonymised after 26 months
- Enquiry and pre-sales correspondence: 12 months from last contact
Upon expiry of the applicable retention period, personal information will be securely deleted or anonymised in accordance with our data destruction procedures.
7. Information Security
We implement appropriate technical and organisational measures to protect your personal information against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures include:
- SSL/TLS encryption for all data transmitted via our website
- Two-factor authentication (2FA) on all internal systems and service provider accounts
- Role-based access controls limiting access to personal information on a need-to-know basis
- Encrypted storage for sensitive project data
- Regular review of third-party service provider security practices
While we take all reasonable precautions, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly addressing any security incidents in accordance with POPIA Section 22.
8. Your Rights as a Data Subject
In terms of POPIA, you have the following rights regarding your personal information:
| Right to be notified | You have the right to know when we collect your personal information and the purpose for which it is collected. |
| Right of access | You may request a copy of the personal information we hold about you (Section 23 of POPIA). |
| Right to rectification | You may request that we correct inaccurate, irrelevant, or incomplete personal information (Section 24 of POPIA). |
| Right to erasure | You may request the deletion of your personal information where we no longer have a lawful basis to retain it (Section 24 of POPIA). |
| Right to object | You may object to the processing of your personal information for direct marketing purposes at any time. |
| Right to lodge a complaint | You have the right to submit a complaint to the Information Regulator of South Africa. |
To exercise any of these rights, please contact us at info@agenticstudio.co.za. We will respond to all requests within 30 days.
9. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to improve your browsing experience and analyse site usage. Cookies are small text files placed on your device.
9.1 Types of cookies we use
- Strictly necessary cookies: Required for the website to function and cannot be disabled
- Analytics cookies: Used via Google Analytics 4 to understand how visitors interact with our site (only active with your consent)
- Marketing cookies: Used via Meta Pixel and Google Ads for advertising purposes (only active with your consent)
9.2 Managing cookies
You can manage your cookie preferences at any time via the cookie consent banner on our website, or by adjusting your browser settings. Please note that disabling certain cookies may affect the functionality of the website.
10. Direct Marketing
We will only send you marketing communications if you have provided your consent to receive them, or if you are an existing client and we are promoting services related to your previous engagement with us (as permitted under POPIA Section 69).
You may opt out of marketing communications at any time by:
- Clicking the unsubscribe link in any marketing email
- Emailing info@agenticstudio.co.za with the subject line “Unsubscribe”
- Contacting us directly by telephone – 076 840 1500
We will action all opt-out requests within 5 business days.
11. Children’s Privacy
Our services are directed at businesses and professionals. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have collected personal information from a minor without appropriate consent, we will delete that information immediately.
12. Information Regulator
If you are not satisfied with how we handle your personal information or respond to your request, you have the right to lodge a complaint with the Information Regulator of South Africa:
| Name | Information Regulator (South Africa) |
| Website | www.inforegulator.org.za |
| inforeg@justice.gov.za | |
| Address | JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 |
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. The updated policy will be posted on our website with a revised “Last updated” date at the top of the document.
For significant changes, we will notify existing clients by email prior to the change taking effect. Your continued use of our website or services after the updated policy has been posted constitutes your acceptance of the revised terms.
14. Contact the Information Officer
For any queries, complaints, or requests relating to this Privacy Policy or the processing of your personal information, please contact our designated Information Officer:
| Information Officer | Tyler Smith |
| Role | Director, Agentic Studio (Pty) Ltd |
| info@agenticstudio.co.za | |
| Telephone | 076 840 1500 |
| Physical address | Cape Town, Western Cape, South Africa |
