Privacy Policy

1. Introduction

Aperture AI is committed to protecting the privacy and personal information of individuals who interact with our website, products, and services. This Privacy Policy sets out how Aperture AI collects, uses, discloses, stores, and protects personal information in accordance with applicable data protection laws.

Aperture AI is headquartered in Cape Town, Western Cape, South Africa. As such, this Privacy Policy is governed primarily by the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African laws.

By accessing or using the Aperture AI website or services, you acknowledge that you have read and understood this Privacy Policy.

2. Responsible Party

For purposes of POPIA, Aperture AI acts as the Responsible Party in respect of personal information processed under this policy, unless explicitly stated otherwise.

3. Scope of this Policy

This Privacy Policy applies to personal information processed by Aperture AI in connection with:

  • Visitors to the Aperture AI website and related digital platforms
  • Users of Aperture AI products, services, and applications
  • Business clients, partners, suppliers, and prospects
  • Job applicants, contractors, and consultants
  • Any other individuals whose personal information is processed by Aperture AI

4. Definitions

For purposes of this Privacy Policy:

  • Personal information means information relating to an identifiable, living natural person or existing juristic person, as defined in POPIA.
  • Processing means any operation or activity performed on personal information, including collection, storage, use, dissemination, modification, or deletion.
  • Data subject means the person to whom the personal information relates.
  • Operator means a third party that processes personal information on behalf of Aperture AI under a mandate or contract.

5. Personal Information We Collect

We collect only the personal information necessary for lawful and legitimate business purposes. This may include:

5.1 Identification and contact information

  • Full name
  • Email address
  • Telephone number
  • Company name and job title
  • Business address

5.2 Account and service-related information

  • Usernames and authentication credentials
  • Subscription and billing details
  • Transaction records
  • Service usage data

5.3 Technical and usage information

  • IP address
  • Browser type and version
  • Device and operating system information
  • Log files, timestamps, and interaction data
  • Cookies and similar technologies

5.4 Communications

  • Emails, messages, support requests, and feedback
  • Sales and marketing communications

5.5 Recruitment information

  • CVs and application materials
  • Interview notes and assessments
  • References and work eligibility information

Aperture AI does not intentionally collect special personal information as defined by POPIA. Where such information is required by law or specific circumstances, it will be processed strictly in accordance with POPIA requirements.

6. Sources of Personal Information

Personal information may be collected:

  • Directly from you when you engage with our website or services
  • From your employer or authorised representative
  • From third-party service providers or integrations you use
  • From publicly available sources, where lawful

7. Purpose of Processing and Lawful Basis

Aperture AI processes personal information for the following purposes:

7.1 Service provision

To provide, operate, manage, and support our services, including onboarding, billing, and customer support.

7.2 Business operations

To manage internal operations, administration, reporting, analytics, and business continuity.

7.3 Communications

To communicate with users, clients, and prospects regarding services, updates, security notices, and contractual matters.

7.4 Marketing

To send marketing communications where consent has been obtained or where permitted under applicable law. You may opt out at any time.

7.5 Legal and compliance

To comply with legal obligations, enforce contracts, resolve disputes, and prevent fraud or misuse of services.

7.6 Recruitment

To evaluate job applications and manage recruitment processes.

Processing is conducted on one or more lawful grounds under POPIA, including consent, contractual necessity, legal obligation, and legitimate interests.

8. Information Quality

Aperture AI takes reasonable steps to ensure that personal information is accurate, complete, and up to date where necessary for the purposes for which it is processed.

9. Data Retention

Personal information is retained only for as long as necessary to fulfill the purposes outlined in this policy or as required by law.

Retention periods typically include:

  • Client and billing records retained in accordance with tax and accounting laws
  • Support and communication records retained for operational and legal purposes
  • Recruitment records retained for a limited period unless consent for longer retention is provided

When personal information is no longer required, it is securely deleted, destroyed, or anonymised.

10. Security Safeguards

Aperture AI implements appropriate technical and organisational measures to protect personal information against loss, unauthorised access, misuse, alteration, or disclosure. These measures include:

  • Access controls and authentication mechanisms
  • Secure infrastructure and hosting environments
  • Encryption where appropriate
  • Monitoring, logging, and incident response procedures

Despite reasonable safeguards, no system is completely secure. Aperture AI cannot guarantee absolute security.

11. Data Breach Management

In the event of a data breach that compromises personal information, Aperture AI will:

  • Take immediate steps to contain and assess the incident
  • Notify affected data subjects where there is a reasonable risk of harm
  • Notify the Information Regulator as required by POPIA
  • Implement corrective measures to prevent recurrence

12. Sharing of Personal Information

Aperture AI may share personal information with:

  • Service providers and operators who process information on our behalf
  • Cloud hosting, analytics, payment, and support service providers
  • Professional advisers such as legal, financial, and audit providers
  • Regulatory bodies or law enforcement authorities where required

All operators are required to implement appropriate security measures and may only process personal information in accordance with our instructions.

13. Cross-Border Transfers

Personal information may be transferred to and processed in countries outside South Africa. Where such transfers occur, Aperture AI ensures that appropriate safeguards are in place and that the recipient country or organisation provides an adequate level of protection as required by POPIA.

14. Cookies and Tracking Technologies

The Aperture AI website uses cookies and similar technologies to:

  • Enable essential website functionality
  • Improve performance and user experience
  • Analyse website usage and trends

You may control cookies through your browser settings. Disabling cookies may affect website functionality.

15. Rights of Data Subjects

In terms of POPIA, you have the right to:

  • Request confirmation of whether Aperture AI holds personal information about you
  • Request access to your personal information
  • Request correction or deletion of personal information
  • Object to processing on reasonable grounds
  • Withdraw consent where processing is based on consent
  • Lodge a complaint with the Information Regulator

Requests may be subject to verification of identity and applicable legal limitations.

16. Exercising Your Rights

To exercise your rights, submit a written request to:

Data Processing Agent
Email: dpa@aperture-ai.tech

Please include sufficient detail to allow us to identify you and your request. Aperture AI will respond within a reasonable timeframe as prescribed by law.

17. Children's Information

Aperture AI does not knowingly collect personal information from individuals under the age of 18. If such information is identified, it will be deleted as soon as reasonably possible.

18. Third-Party Websites

The Aperture AI website may contain links to third-party websites. This Privacy Policy does not apply to those websites, and Aperture AI is not responsible for their data practices.

19. Changes to this Privacy Policy

Aperture AI may update this Privacy Policy from time to time to reflect changes in law or business practices. The most current version will always be available on our website.

20. Contact Details

If you have any questions or concerns regarding this Privacy Policy or how personal information is handled, contact:

Aperture AI
Cape Town, Western Cape, South Africa
Email: dpa@aperture-ai.tech

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