Privacy Policy
1. Introduction
LeadWise AI (Pty) Ltd ("LeadWise AI", "we", "us", "our") is committed to protecting the privacy and confidentiality of personal information. This Privacy Policy explains how we collect, use, share, and protect personal information in accordance with the Protection of Personal Information Act, 4 of 2013 ("POPIA").
By using our website, platform, or services, you agree to the collection and use of information in accordance with this policy.
2. Who We Are
| Registered name | LeadWise AI (Pty) Ltd | |
| Registration number | K2026769189 | |
| Registered address | Unit 289, 243 Forest Drive Extension, Pinelands, Cape Town, Western Cape, South Africa | |
| Postal address | Same as registered address | |
| Contact phone | +27 78 97 99 397 | |
| Website | lead-wise-ai.com | |
| Contact email | contact@lead-wise-ai.com | |
3. Information Officer
| Role | Name | |
|---|---|---|
| Information Officer | Irfaan Sulaiman | irfaan@lead-wise-ai.com |
| Deputy Information Officer | Armina Sulaiman | armina@lead-wise-ai.com |
Both officers are registered with the Information Regulator of South Africa.
4. What Information We Collect
4.1 From Clients (Businesses Using LeadWise AI)
- Business name, trading name, registration details
- Contact name, email address, phone number
- Billing details (banking information, invoicing details)
- Google account identifier, email address, display name (for portal login)
- Configuration data (qualification questions, score bands, ad settings)
- Payment information (processed by our payment providers, not stored by us)
4.2 From Prospects (People Who Interact With a LeadWise AI Chatbot)
- Name, phone number, email address (as provided during qualification)
- Answers to qualification questions
- Channel identifier (WhatsApp number, Messenger ID, Instagram handle, TikTok handle)
- Timestamps of interactions
- Conversation history
4.3 From Website Visitors
- IP address
- Browser type and version
- Pages visited and time spent
- Referring website
- Device information
4.4 Cookies and Tracking
Our website uses minimal cookies for analytics and site functionality. See Section 10 for details.
5. Why We Collect It
We collect personal information for the following purposes:
- Providing the lead qualification service — to qualify prospects on behalf of our clients
- Notifying clients — to inform clients when a qualification completes
- Producing reports — to provide clients with analytics and reporting on their leads
- Portal access — to authenticate users and manage access to the client portal
- Billing — to issue invoices and process payments
- Legal compliance — to meet tax, accounting, and regulatory obligations
- Fraud prevention — to detect and prevent abuse and fraudulent activity
- Service improvement — to improve our platform and services
6. Legal Basis for Processing
| Basis | When It Applies |
|---|---|
| Contract performance | Providing the lead qualification service to clients |
| Legitimate interest | Fraud prevention, service improvement, security monitoring |
| Consent | Where required by law, or where you have opted in to marketing communications |
| Legal obligation | Tax, accounting, and regulatory compliance |
7. Who We Share It With
| Recipient | Purpose | Safeguards |
|---|---|---|
| The client | Lead delivery and qualification results | Contractual agreement |
| Meta (Facebook, Instagram, WhatsApp, Messenger) | Messaging platform | Meta's terms of service |
| Authentication and cloud infrastructure | Google's terms of service | |
| Cloud infrastructure providers | Hosting and database | Data Processing Agreements |
| Email service providers | Transactional email | Data Processing Agreements |
| Payment providers | Invoice processing and payment collection | Payment provider terms |
| Professional advisers | Legal, accounting, and tax services | Confidentiality obligations |
| Law enforcement | Where required by law | Legal process |
We do not sell personal information.
8. International Transfers
Some of our service providers are located outside South Africa. Where personal information is transferred across borders, we ensure that:
- The recipient is subject to laws substantially similar to POPIA, or
- The recipient is bound by an agreement providing an adequate level of protection, or
- The data subject has consented to the transfer, or
- The transfer is necessary for the performance of a contract
9. How Long We Keep It
We retain personal information only as long as necessary for the purposes for which it was collected, or as required by law. Our full Data Retention Policy is available on request from the Information Officer.
| Data Type | Retention Period |
|---|---|
| Demo chatbot conversations | 72 hours |
| Production chatbot conversations | Duration of client relationship + 90 days |
| Lead records | Duration of client relationship + 90 days |
| Client account data | Duration of relationship + 7 years |
| Billing and invoice records | 7 years |
| Portal user records | Duration of role + 90 days |
| Server logs | 90 days |
After the retention period, data is deleted or anonymised.
10. Cookies
10.1 What Are Cookies
Cookies are small text files stored on your device when you visit a website. They help the website remember your preferences and improve your experience.
10.2 Cookies We Use
Our website uses a minimal set of cookies for analytics (Google Analytics) and site functionality. No advertising or cross-site tracking cookies are used on this marketing site.
10.3 Third-Party Cookies
We use Google Analytics to understand how visitors use our site. Google Analytics sets its own cookies. See Google's Privacy Policy for details.
10.4 Managing Cookies
You can control cookies through your browser settings. Disabling cookies may affect your experience on our site. Our cookie banner lets you accept or decline analytics cookies on first visit. You can change your choice at any time using the "Cookie settings" link in the footer.
11. Your Rights
Under POPIA, you have the following rights:
| Right | Description |
|---|---|
| Right to access | Request a copy of the personal information we hold about you |
| Right to correction | Request correction of inaccurate or incomplete information |
| Right to deletion | Request deletion of your personal information (subject to legal retention obligations) |
| Right to object | Object to processing based on legitimate interest |
| Right to restriction | Request restricted processing of your personal information |
| Right to data portability | Request a portable copy of your personal information |
| Right to complain | Lodge a complaint with the Information Regulator |
| Right to civil action | Institute civil proceedings for damages resulting from unlawful processing |
12. How to Exercise Your Rights
To exercise any of these rights, contact the Information Officer:
- Email: contact@lead-wise-ai.com
- Phone: +27 78 97 99 397
- Post: Unit 289, 243 Forest Drive Extension, Pinelands, Cape Town, Western Cape, South Africa
We will respond within 30 days of receiving your request.
We may ask you to verify your identity before processing your request.
If your request relates to information held on behalf of a client (for example, if you interacted with a client's chatbot), we will forward your request to the client and assist as required.
13. Security
We implement appropriate technical and organisational measures to protect personal information, including:
- Encryption in transit and at rest
- Per-client data isolation at the platform level
- Role-based access controls
- Audit logging
- Regular backup and restore testing
- Secure development practices
- Staff training on data protection
No system is perfectly secure. If a breach occurs that affects your personal information, we will notify you and the Information Regulator as required by law.
14. Children's Privacy
Our services are not directed at children under 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 delete it.
15. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be notified to clients by email and posted on our website.
The "Last updated" date at the top of this policy indicates when it was last revised.
16. Complaints
If you believe we have not complied with POPIA, you have the right to lodge a complaint with the Information Regulator:
- Website: https://eservices.inforegulator.org.za
- Email: complaints.IR@justice.gov.za
- Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
- Complaints hotline: 0800 017 887
We would appreciate the opportunity to address your concerns before you approach the Information Regulator. Please contact us first at contact@lead-wise-ai.com.
17. Contact Us
LeadWise AI (Pty) Ltd
Unit 289, 243 Forest Drive Extension
Pinelands, Cape Town, Western Cape
South Africa
(+27) 78 97 99 397
contact@lead-wise-ai.com
Information Officer: Irfaan Sulaiman — irfaan@lead-wise-ai.com
Deputy Information Officer: Armina Sulaiman — armina@lead-wise-ai.com