// privacy policy

What we collect.
And why.

This policy explains what personal information ExactlyIQ collects when you use our website, how we use it, and what choices you have. We collect only what we need and use it only for the purpose stated.

Effective: April 2026 Jurisdiction: Republic of South Africa Framework: POPIA (Act 4 of 2013)

// at a glance

No tracking or ad pixels No data sold to third parties Contact details used only to respond POPIA compliant Unsubscribe any time

Who we are

ExactlyIQ (Pty) Ltd is a customer intelligence business registered in South Africa. We operate the website at exactlyiq.co.za and are the responsible party for personal information collected through it.

If you have questions about this policy or want to exercise any of your rights, contact us at hello@exactlyiq.co.za. We respond within 48 hours.

What we collect and why

We collect personal information in two ways: information you give us directly, and information collected automatically when you visit the site.

Information you provide

Contact enquiries

When you submit a contact or enquiry form, we collect your name, email address, and the content of your message. We use this only to respond to your enquiry.

Email correspondence

If you email us directly, we retain that correspondence to manage our relationship and provide continuity of service.

Portal registration

If you register for the ExactlyIQ client portal, we collect your name, business email, and organisation name to create and manage your account.

Information collected automatically

Server logs

Our hosting provider logs standard web server data including IP address, browser type, pages visited, and referral source. This is used solely for security monitoring and diagnosing technical issues — not for marketing or profiling.

We use only essential cookies required for the site and portal to function. We do not use advertising, analytics tracking, or third-party cookies. See section 05 for detail.

Legal basis for processing

Under POPIA, we process personal information only where we have a lawful basis to do so. For the personal information collected through this website:

Legitimate interest

Responding to enquiries you initiate and maintaining basic server security logs

Contract performance

Managing your portal account and delivering services you have engaged us to provide

Consent

Where you have opted in to receive updates or communications from us

We do not rely on vague "legitimate interests" to justify unnecessary collection. If we collect it, we can state exactly what it is for — and we limit collection to that purpose.

How we use your information

We use personal information collected through this website for the following purposes only:

Responding to enquiries, questions, or requests you send us
Creating and managing your client portal account
Sending updates or communications you have explicitly requested or opted into
Diagnosing and resolving technical issues with the site or portal
Complying with applicable legal obligations

We do not use your information for automated decision-making, profiling, or any purpose beyond what is listed above. We do not sell, rent, or share personal information with third parties for their own marketing purposes.

Cookies

This website uses cookies only where necessary for it to function correctly. We do not use third-party analytics platforms, social media pixels, or advertising cookies.

Essential cookies only No analytics tracking No advertising pixels No third-party cookies

Session cookies

Used by the client portal to maintain your login state during a session. These expire when you close your browser.

Preference cookies

May be set to remember functional preferences such as dismissing a notice. These contain no personal information and are not used for tracking.

You can disable cookies in your browser settings. Disabling session cookies will prevent portal login from working, but will not affect your ability to browse the public website.

Third parties and data sharing

We do not sell or share your personal information with third parties for marketing purposes. We use a limited number of service providers to operate the website and portal, each bound by appropriate data processing agreements:

Google Cloud Platform

Our infrastructure and portal are hosted on GCP in the africa-south1 region. GCP processes data on our behalf under a data processing agreement.

Email service provider

Outbound email — responses to enquiries and portal notifications — is sent via a transactional email provider. The content of your enquiry is not stored by the provider beyond transmission.

No personal information collected through this website is shared with, sold to, or used by any third party for their own commercial purposes. Our service providers act on our instruction only.

Retention

We retain personal information only for as long as necessary for the purpose it was collected, or as required by law.

Contact and enquiry data

Retained for up to 24 months after last contact, then permanently deleted

Portal account data

Retained for the duration of your active account. On account closure, personal data is deleted within 30 days

Server logs

Retained for up to 90 days for security purposes, then automatically purged

Email correspondence

Retained for the duration of the business relationship and up to 12 months thereafter

You may request deletion of your personal information at any time. We will action this within 5 business days and confirm in writing, unless retention is required by law.

Your rights under POPIA

As a data subject, you have the following rights under POPIA. A single email to us is sufficient to exercise any of them:

Right to access

Request a copy of the personal information we hold about you

Right to correction

Request that inaccurate or outdated information be corrected

Right to deletion

Request that your personal information be permanently deleted — no reason required

Right to object

Object to processing of your personal information for any purpose you did not originally consent to

Right to withdraw consent

Withdraw any consent you have given at any time, without penalty

Right to complain

Lodge a complaint with the Information Regulator of South Africa at inforeg.org.za

To exercise any of these rights, email us at hello@exactlyiq.co.za. We respond within 5 business days.

Security

We apply appropriate technical and organisational safeguards to protect personal information collected through this website. These include HTTPS across all pages, encrypted storage on GCP infrastructure, and access controls that limit who within ExactlyIQ can view contact or account data.

No transmission over the internet is completely secure. If you believe your information has been compromised, contact us immediately at hello@exactlyiq.co.za.

Changes to this policy

We may update this policy from time to time to reflect changes in our practices or applicable law. Where changes are material, we will notify affected users by email before the changes take effect. The current version is always available at exactlyiq.co.za/privacy.

Continued use of the website following a notified update constitutes acceptance of the revised policy.

Questions about this policy?

If anything here is unclear, or you want to exercise any of your rights under POPIA — email us. We respond within 48 hours, in plain language.

hello@exactlyiq.co.za