Privacy Policy

Who we are

Wolfatek Evolutions is the trading name of Wolfatek Solutions cc (registration number CK 2011/008621/23), 63 St Andrews Drive, Durban North, KwaZulu-Natal, 4051, South Africa. For the personal information described on this page we are the responsible party under POPIA, except where we say below that we act for someone else.

What this policy covers

• Visitors to www.wolfatek.com, including anyone who contacts us or chats with Crystal on this website.
• Customers of our IT services: repairs, data recovery, support, networks, servers and backups, hosting and email, and custom software.
• The elections we run for universities and other institutions (see Elections, below).

Crystal subscribers: if you have a Crystal account, the processing of your account and the mail, calendar and business records you connect to Crystal is described in the Crystal terms and privacy notice, which applies to your account alongside this policy.

What we collect, and why

When you contact us

If you fill in a form on this website, email us, phone us or message us on WhatsApp, we receive your name, your contact details and whatever you tell us. We use it to answer you and to provide what you asked for.

When you chat with Crystal on this website

The Crystal chat on this website receives what you type. To answer you, your message is processed by Crystal and by our AI provider, and a reply is returned. Our staff can read the conversation so that we can follow up with you. Please do not share sensitive information, such as identity, banking or health details, in the chat.

How the website is used

We use Google Analytics, through Google Site Kit, to understand how people use this website: which pages are visited, how they were found, the type of device and browser, and an approximate location. Google Analytics uses cookies to do this. Our website security also records IP addresses and request details so that we can protect the site against attacks.

When you are our customer

We keep your name, contact details, company details and billing records to provide our services, to invoice you and to keep the accounting records the law requires.

Computers, phones and drives you bring us for repair or data recovery may hold personal information. We access what is on them only as far as the work you asked for needs. For hosting, email and support services, we handle the information stored on those systems on your behalf and on your instructions — for that information you remain the responsible party and we are your operator.

Elections

When a university or other institution appoints us to run an election, we process the information of its voters and candidates — such as names, student or member numbers, contact details and eligibility — on that institution’s behalf, under its instructions and our agreement with it. For that information the institution is the responsible party and we are its operator. Questions about an election’s records can be sent to the institution or to us. To protect the election, we record the device and network address used to sign in and vote. Ballots are stored so that no record links a vote to a voter.

What we do not do

We do not sell personal information. We do not give it to anyone for their own marketing. We only send you marketing about our own services if you are our customer or have asked us to, and you can tell us to stop at any time.

Who else handles it

We use a small number of service providers to run our business and services: hosting and data-centre providers, our AI provider (for Crystal), Google (for website analytics), payment providers (card details are handled by the payment provider and are not stored on our systems), and the email, SMS and WhatsApp channels used to reach you. Each processes personal information only as needed for its part. We may also disclose information where the law requires it.

Where it is processed

Our own systems are hosted on infrastructure we control. Some of our providers — including our AI provider and Google Analytics — process information outside South Africa. Where that happens, we rely on providers that are bound to protect it to a standard comparable to POPIA.

How long we keep it

We keep personal information only for as long as we need it for the purpose we collected it for, or for as long as the law requires us to keep it — for example, accounting and tax records.

Your rights

Under POPIA you may ask us:

• whether we hold personal information about you, and for a copy of it;
• to correct information that is wrong or out of date;
• to delete information we no longer have a lawful reason to keep;
• to stop using your information for direct marketing, or object to other processing.

Email info@wolfatek.com. We will respond within a reasonable time and at no charge. If you are not satisfied with our response, you may complain to the Information Regulator of South Africa.

Cookies

This website uses cookies that it needs to work and to stay secure, and Google Analytics cookies to measure how it is used. You can block or delete cookies in your browser’s settings; the website will still work, but we will not be able to measure your visit.

Security

This website and our services use encrypted connections. Access to personal information is restricted to the people who need it to do their work. If a security breach affects your personal information, we will notify you and the Information Regulator as POPIA requires.

Changes to this policy

When we change this policy we update the date at the top of this page.