Privacy Policy

1. Introduction and Scope

This Privacy Policy describes how One IT Consulting ("we", "us", "our") collects, uses, discloses, and protects personal information in connection with the Is It Me? network monitoring platform ("the Service").

This Policy is drafted in compliance with the Protection of Personal Information Act, 2013 (POPIA) and the general principles of data protection as recognized in South African law.

2. Responsible Party & Information Officer

3. Personal Information We Collect

3.1 Information You Provide

3.2 Information Collected Automatically

3.3 Special Category Information

We do not collect special category personal information as defined by POPIA (race, ethnicity, political opinions, religious beliefs, health data, biometric data, etc.). If such data is inadvertently collected, it will be deleted immediately.

4. Purpose of Processing

We process personal information for the following purposes:

• Service Delivery: To provide network monitoring, alerting, and reporting functionality
• Account Management: To create and manage your account, authenticate access, and maintain security
• Billing: To process payments, issue invoices, and manage subscriptions
• Support: To respond to support requests and provide technical assistance
• Security: To protect against unauthorized access, fraud, and abuse
• Improvement: To analyze usage patterns and improve the Service
• Legal Compliance: To comply with South African legal obligations, including POPIA and PAIA
• Communication: To send service notifications, updates, and (with consent) marketing communications

5. Lawful Basis for Processing

In accordance with POPIA, we process personal information based on the following lawful bases:

• Consent: You have given explicit consent for specific processing (e.g., marketing emails)
• Contract: Processing is necessary to fulfill our contractual obligations to you
• Legal Obligation: Processing is required to comply with South African law
• Legitimate Interest: Processing is in our legitimate interest (e.g., security, fraud prevention) and does not override your rights

6. Data Retention

We retain personal information only as long as necessary for the purposes set out in this Policy:

After the retention period, data is automatically purged or anonymized. You may request earlier deletion as described in Section 9.

7. Sharing of Information

We do not sell your personal information. We may share information with:

• Cloud service providers: Cloudflare (CDN, DNS, tunnel), used to deliver the Service. Cloudflare processes data under their own privacy policy compliant with international standards.
• Payment processors: For billing purposes (if applicable). We do not store full credit card details.
• Legal authorities: When required by South African law, court order, or lawful government request.
• Business transfers: In the event of a merger, acquisition, or asset sale, we will notify you before transferring personal information.

8. Security Measures

We implement technical and organizational measures to protect personal information:

• Encryption: All data in transit via TLS/SSL (Cloudflare). Database connections encrypted.
• Access Control: Role-based access, session management, rate limiting on authentication endpoints
• Network Security: Cloudflare Tunnel (no open inbound ports), UFW firewall, isolated networks
• Database Security: PostgreSQL with encrypted connections, regular automated backups
• Audit Logging: All administrative actions are logged for security review
• Regular Updates: Agent auto-update mechanism ensures latest security patches

Despite these measures, no system is 100% secure. In the event of a data breach, we will follow the notification procedures in Section 11.

9. Data Subject Rights

Under POPIA, you have the following rights regarding your personal information:

• Access: Request a copy of your personal information held by us
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information ("right to be forgotten")
• Objection: Object to processing based on legitimate interests
• Restriction: Request restriction of processing in certain circumstances
• Portability: Receive your data in a structured, machine-readable format
• Withdrawal of Consent: Withdraw consent for processing at any time

To exercise these rights, contact us at popia@isitme.co.za. We will respond within 30 days as required by POPIA.

10. Cookies

We use cookies for authentication and analytics. See our Cookie Policy for details. You can control cookies through your browser settings and our consent banner.

11. Data Breach Notification

In the event of a data breach as defined by POPIA Section 22:

• We will assess the breach and its impact on data subjects within 72 hours of discovery
• We will notify the Information Regulator as required by POPIA
• We will notify affected data subjects in writing, including: the nature of the breach, personal information involved, likely consequences, and measures taken
• Notifications will be sent to the email address on file for your account

12. Cross-Border Transfers

Your data is primarily stored on servers located in South Africa. However, we use Cloudflare (global CDN) which may process data in international data centers. Cloudflare is certified under EU-US Data Privacy Framework and maintains compliance with international data protection standards.

We do not transfer personal information to countries that lack adequate data protection safeguards, unless appropriate safeguards (such as standard contractual clauses) are in place.

13. Children's Privacy

The Service is a B2B network monitoring platform and is not directed at children under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it immediately.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or in-app notification at least 30 days before the changes take effect. The updated version will be posted on this page with the revised "Last updated" date.

15. Contact Information