Privacy Policy

INTRODUCTION

This Privacy Policy, together with the terms and conditions located at https://www.akiliai.net, sets out the basis on which any Personal Information that we collect from you, or that you provide to us, will be used, stored, and processed by us.

Please read our Privacy Policy carefully to understand how we collect, use, protect, and otherwise handle your Personal Information.

Any references to “we,” “us,” or “our” in this Privacy Policy shall be to akiliai (Pty) Ltd and shall include, where applicable, our affiliates and subsidiaries. References to “user,” “you,” or “your” in this Privacy Policy shall be to any user of this website.

We are the “responsible party” for purposes of applicable data protection legislation in respect of all your Personal Information that you submit to us via our website https://www.akiliai.net and other related URLs (“Website”) and/or that may be collected by us through any correspondence and/or communication with you.

This Policy applies to Personal Information collected by us in connection with our services and/or products and this Website, information collected through direct marketing campaigns, sweepstakes, competitions, online via our Website, branded pages on third-party platforms, and applications accessed or used through such websites or third-party platforms operated by or on behalf of us.

This Policy does not apply to the information practices of third parties (including, without limitation, their websites, platforms, and/or applications) which we do not own or control or individuals that we do not manage or employ. These third-party sites may have their own privacy policies and terms and conditions, and we encourage you to read them before using those third-party sites. Please note paragraph 10 below as it deals with Personal Information you submit to third parties.

We recognise the importance of protecting your privacy in respect of Personal Information collected by us when you use the Website.

INFORMATION WE MAY COLLECT ABOUT YOU

When you use the Website, we may collect certain information that is not Personal Information, such as your operating system, device type and make, browser type, and internet service provider. This type of information does not identify you personally.

When you access the Website, we may also collect Personal Information that you provide to us. For purposes of this Privacy Policy, “Personal Information” shall mean any information of a personal nature by which you can be identified as an individual, such as your name, postal address, email address, telephone number, home country, postal code, date of birth, gender, age, and payment and/or financial details.

In particular, we may collect and process the following information (which may include Personal Information) about you:

  • Information that you provide to us and/or allow the Website to access (for example, through our contact form).
  • Information about your device software and hardware, including your IP address, cookies, and mobile device tracking to determine if a visitor is using a mobile device.
  • Your geographic location information based on your mobile network operator’s tower details, GPS, and/or Wi-Fi communications network location.
  • Information that we may ask you for if you report a problem with our Website.
  • Details of your visits to our Website (including, but not limited to, traffic data, location data, weblogs, and other communication data, and the resources that you access).
  • Information provided by you if you contact us, or if we contact you, which we may keep as a record of our correspondence.
  • Information about you when you voluntarily register with us to receive company-related news, complete our online “contact us” form, participate in any surveys or feedback forms, and/or subscribe to our mailing list.

The supply of your Personal Information is voluntary; however, you acknowledge that we may be unable to provide certain services or functionalities on the Website if you do not supply such Personal Information.

We may use cookies and similar techniques to collect information about your use of our Website (technical data). For more details on how we use cookies, please see paragraph 9.

We may also use third-party companies to monitor website traffic, which in some instances may store your information, including the Personal Information you submit to such third parties.

In very limited circumstances, we may collect and process information about you that is categorised as Special Personal Information under applicable data protection laws (such as your race, ethnicity, trade union membership, biometric information, or criminal records). Where we process Special Personal Information, we only do so with your explicit consent or where such processing is necessary to carry out our legal obligations and exercise specific rights in law.

HOW WE COLLECT YOUR PERSONAL INFORMATION

We collect your Personal Information so that we can provide our products and services to you. We only collect as much data as we need, and we will always do so in a fair, lawful, and reasonable manner to ensure that your privacy is protected. We process your Personal Information based on legitimate grounds in a manner that does not adversely affect you.

We collect data on our Website in several ways, including when:

  • You visit the Website.
  • You provide certain Personal Information (such as your name, address, telephone number, and email address) by filling in forms or by corresponding with us via email or otherwise.
  • You make purchases of our products and services.
  • You register for email alerts on the Website.
  • You request information to be sent to you.
  • You provide feedback to us.

When you interact with our Website, we may automatically collect technical data about your equipment, browsing actions, and patterns. We use anonymised aggregated data (such as statistical or demographic data) through analytics.

In limited circumstances, we may collect Personal Information from third parties or from publicly available sources, such as external service providers contracted by us to host or maintain certain sections of the Website, our affiliates and subsidiaries, regulatory bodies, credit reference agencies, or other companies providing services to us.

PURPOSE OF YOUR INFORMATION

We may use the information, including the Personal Information we hold about you, for the following purposes:

  • To verify and keep a record of your identity.
  • To ensure that content from our Website is presented in the most effective manner for you and your device.
  • To monitor and analyse conduct on the Website to ensure compliance with laws, reduce the likelihood of fraud, and for other risk-prevention purposes.
  • In aggregate form, for internal business purposes such as generating statistics and developing our strategic and marketing plans.
  • To provide you with information you request from our Website and/or to contact you about products and services that you request or that we believe may interest you, where you have consented to such contact.
  • To carry out statistical and marketing research and forecasting.
  • To allow you to participate in any interactive features of our Website, when you choose to do so.
  • To carry out any contracts that may form between us, including processing payments, delivery, and debt collection.
  • To generate reports and conduct statistical analysis about your queries on the Website.
  • To respond to any queries you make.
  • To notify you about changes to our Website and/or products and services.
  • To improve the products and services we offer – for example, by inviting you to complete surveys or by using analytic tools to enhance our offerings.

We may also use your information to:

  • Enforce agreements and terms and conditions between us.
  • Monitor user activity and manage traffic on the Website.
  • Provide customer services.
  • Assist you with technical difficulties.

We will only use your Personal Information for the purposes set out above, in accordance with your instructions, this Privacy Policy, or as required or authorised by law.

WHAT ARE THE LAWFUL GROUNDS THAT WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?

When processing, collecting, or storing your Personal Information, we do so on the following bases:

  • Where processing is necessary for the performance of a contract with you.
  • Where processing is required to comply with our legal obligations, a request from a regulator or court of law, or as otherwise permitted by law.
  • To pursue our legitimate interests, provided that such interests are not overridden by your rights and freedoms.
  • For any other purpose for which you have given explicit consent for processing your Personal Information, which you may withdraw at any time.

We will only use your Personal Information for the purposes for which it was collected, unless we reasonably consider that further processing is necessary and compatible with the original purpose. If we need to use your Personal Information for an unrelated purpose, we will notify you and explain the legal basis for doing so.

Please note that we may process your Personal Information without your explicit consent where required or permitted by law.

SHARING OF YOUR PERSONAL INFORMATION

We will not use your Personal Information for any purpose (other than as stated above) without your consent. We will not disclose your Personal Information to third parties without your consent, except as necessary:

  • To comply with applicable law, a court order, or legal process.
  • To protect and defend our rights or property.

We may disclose your Personal Information to our affiliates, agents, advisors, employees, and/or third-party service providers and suppliers who assist us in operating the Website, managing mobile communications and email, and rendering our services. These parties are bound by confidentiality and non-use obligations.

We also share your Personal Information with third-party service providers who process data on our behalf to support our email marketing, customer support, and analytics efforts.

You understand that we may share Personal Information with third parties as described above in order to operate the Website and provide our products and services. If you are concerned about these arrangements, please refrain from using the Website.

In rare circumstances, we may be required to disclose your Personal Information due to legal or regulatory requirements. In such cases, we reserve the right to disclose your Personal Information as necessary to comply with legal obligations, including court orders, warrants, subpoenas, or discovery requests.

We may also disclose user data to law enforcement or other authorities in the good faith belief that such disclosure is reasonably necessary to enforce this Privacy Policy, respond to claims that content violates the rights of third parties, or protect the rights, property, or safety of our employees, clients, or the public.

DATA RETENTION AND STORAGE

We will not retain your Personal Information longer than necessary for the purposes for which it was collected, unless otherwise required by law or with your consent for a longer period. Once the information is no longer required, we will dispose of it securely and, where applicable, notify you of its disposal.

Copies of correspondence from the Website that may contain your Personal Information are stored as archives for record-keeping and backup purposes.

Your Personal Information is stored on a cloud server provided by Namecheap.

If you have questions about data retention, please contact us at hello@akiliai.net.

PROTECTION OF YOUR PERSONAL INFORMATION

We are committed to protecting your Personal Information. To achieve this, we:

  • Treat your Personal Information as strictly confidential.
  • Implement appropriate legal, technical, and organisational measures to protect your Personal Information against unauthorised or unlawful processing, accidental loss, destruction, or damage.
  • Promptly notify you if we become aware of any unauthorised use, disclosure, or processing of your Personal Information.
  • Provide evidence of our compliance with this Privacy Policy upon reasonable notice and request.
  • Upon your request, return or destroy your Personal Information in our possession.

Security Measures Implemented:

  • Encryption: We use TLS (HTTPS) to encrypt data transmitted to and from our Website.
  • Employee Training: Our employees receive regular training on data protection policies and best practices.
  • Data Backup and Recovery: We maintain secure backups and have a disaster recovery plan in place.

We have procedures to address suspected data security breaches and will notify you and any applicable regulator if required by law. While we strive to protect your Personal Information, please note that transmission over the internet is not entirely secure, and we cannot guarantee complete security of information sent via our Website. Once received, we use strict procedures and security features to protect your data.

COOKIES AND OTHER INFORMATION

We may use cookies to manage user sessions, store preferences, track usage, and capture language selections. Cookies are small text files transferred by a web server to your computer and stored on your device. The information collected may include your browsing history, preferences, and username.

We use cookies and similar techniques to improve your experience on our Website. These cookies help us store your session ID and monitor single-user access, and they assist in analysing the usage of the Website.

Cookies enable us to:

  • Estimate our Website’s audience size and usage patterns.
  • Store information about your preferences to customise your experience.
  • Speed up your searches.
  • Recognise you when you return to the Website.

You may choose to accept or decline cookies through your browser settings. However, declining cookies may limit your access to certain features of the Website.

DIRECT MARKETING

We may use your Personal Information for direct marketing purposes (such as sending email or SMS communications and newsletters) where allowed by applicable law.

We may contact you with information or offers related to products and services you have requested, or that we believe may interest you, provided you have consented to be contacted.

If you are an existing client, we will only use Personal Information obtained during the provision of our products and services for marketing purposes related to similar products and services.

We ensure that you have a reasonable opportunity to object to direct marketing when your Personal Information is collected and in each instance of direct marketing communications. This is typically provided via opt-in functions, unsubscribe, or opt-out options.

If you request that we stop processing your Personal Information for direct marketing, we will comply with your request.

THIRD-PARTY LINKS

The Website may include links to third-party websites. If you click on these links, you will leave our Website.

We are not responsible for the content or security practices of these third-party websites. They may have their own privacy policies regarding the collection, processing, storage, and protection of your Personal Information. We encourage you to review these policies before providing any Personal Information.

By using the Website, you agree that we are not liable for:

  • The content, security, operation, or accuracy of any third-party website.
  • The ownership or right of use of any software provided by third parties.
  • Any content featured on third-party websites accessed via links on our Website.
  • Any issues affecting the products or services of a third-party website, including those provided by telecommunications or utility providers.

YOUR RIGHTS IN RELATION TO OUR USE OF YOUR PERSONAL INFORMATION

Subject to certain exceptions and your jurisdiction, you have the following rights under applicable data protection law:

  • The right to review or request access to the Personal Information we hold about you, along with details of how we use that information. If you believe any of the information is inaccurate, you may request corrections.
  • The right to require us to stop processing your Personal Information in certain circumstances.
  • The right to request deletion of your Personal Information (subject to legal retention obligations).
  • The right to withdraw any consent you have provided for processing your Personal Information, preventing further processing if no other legitimate basis exists.
  • The right to restrict processing, marking certain Personal Information as restricted.
  • The right to data portability, allowing you to have your Personal Information transmitted to a third party.
  • The right to object to automated decision-making, including profiling.

To exercise these rights, please contact us at hello@akiliai.net. We may charge a small administrative fee or request proof of identity where permitted by law. We will respond to your requests within the applicable timeframes.

In some cases, we may not be able to provide access to all of your Personal Information and will inform you of the reasons when applicable.

GENERAL

You warrant that all information (including Personal Information) provided by you is accurate, truthful, and current. You agree not to impersonate or misrepresent any person or entity, nor to falsely state your affiliation with any person or entity. Failure to comply may result in termination of your use of the Website.

We may verify your identity and Personal Information using automated email verification processes and/or third-party service providers.

This Privacy Policy is designed to comply with applicable data protection legislation. All provisions herein should be interpreted as necessary to ensure compliance with such legislation.

AUTOMATED DECISION MAKING

We currently use automated decision-making in the form of our LLM-based chatbot, which is employed solely for sales and technical support purposes. If such processing has legal consequences or affects you substantially, we will obtain your consent as required and ensure that your legitimate interests are protected in accordance with relevant data privacy laws.

INTERNATIONAL DATA TRANSFERS

From time to time, we may transfer, store, or host your Personal Information on servers outside your jurisdiction, thereby transferring your data internationally. Should this occur, we will ensure that the level of data protection in the destination country is at least equivalent to that in your jurisdiction, in accordance with applicable privacy laws.

We will maintain appropriate security safeguards to protect your Personal Information during and after such transfers.

CHANGES TO OUR PRIVACY POLICY

We reserve the right to change this Privacy Policy at our sole discretion. We may notify you of material changes via the Website or by other means, but we encourage you to review this Privacy Policy periodically. Your continued use of the Website following any changes indicates your acceptance of the revised Policy.

CHILDREN

The Website is directed at medical professionals and the management of medical and healthcare companies. Accordingly, if you are under 18 (eighteen years of age), you are not permitted to use the Website.

COMPLAINTS

You have the right to lodge a complaint regarding our processing of your Personal Information. In the Republic of South Africa, you may contact:

The Information Regulator
 Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001, South Africa
Website: https://www.justice.gov.za/inforeg/
 Tel: 012 406 4818
Fax: 086 500 3351
Email: inforeg@justice.gov.za

For residents in the European Union, please contact the relevant Data Protection Authority. A list of EU data protection authorities is available at https://edpb.europa.eu/about-edpb/board/members_en.

HOW TO CONTACT US

If you have any questions, comments, or requests regarding this Privacy Policy, please contact us at hello@akiliai.net with “Privacy Policy” in the subject line. In South Africa, our Information Officer is Charles Faul, who can be reached via email at hello@akiliai.net.

Last updated on 24 March 2025