Privacy Policy
This policy explains what personal information Nodera Systems collects, why we collect it, who we share it with, and the rights you have over it. It is written to meet the Protection of Personal Information Act 4 of 2013 (POPIA).
On this page
1. Who we are
Nodera Systems ("Nodera", "we", "us") installs CRM and automation systems for small businesses in South Africa. For the personal information described in this policy, Nodera is the responsible party as defined in POPIA.
| Item | Detail |
|---|---|
| Trading name | Nodera Systems |
| Registered name | Nodera Systems (Pty) Ltd |
| Registration number | 2026/625789/07 |
| Information Officer | Reynard du Toit |
| reynard@nodera.co.za | |
| Phone / WhatsApp | 071 873 4307 |
| Address | Unit 6, Huntington Close, 4 Meadowbrook Lane, Epsom Downs, Sandton, Gauteng, South Africa |
2. What we collect
We collect only what we need in order to answer you and to do the work. In practice that is:
| Category | Examples | Where it comes from |
|---|---|---|
| Contact details | Name, business name, phone number, email address, town or suburb | You — by WhatsApp, phone, email, or a form |
| Business information | What your business does, how enquiries currently reach you, roughly how many you get, which tools you use | You — usually during a system review |
| Correspondence | Messages, emails and notes from our conversations | You and us |
| Billing information | Invoicing details and payment records | You, and our payment provider |
| Technical information | IP address and browser details, captured by our hosting and font providers as part of serving the page | Automatically, when you visit |
We do not collect special personal information (health, religion, biometrics, political or trade union affiliation) or information about children. Please do not send it to us.
3. Why we collect it
- To respond to your enquiry and to arrange and conduct a system review.
- To prepare a proposal and, if you go ahead, to build, deliver and support your system.
- To invoice you and keep the accounting and tax records the law requires.
- To communicate with you about work in progress and about your system.
- To meet legal obligations, including POPIA, tax and company law.
We do not sell personal information. We do not share it for anyone else's marketing.
4. Whether you have to give it
Giving us your information is voluntary. You are not obliged to provide anything. But if you don't give us your contact details we can't reply to you, and if you don't give us the business information needed for a build we can't deliver the work. Where a specific field is required, we'll say so at the point we ask.
5. Who we share it with
We share personal information only with the service providers we need to run the business. Each of these acts as our operator and is bound to process the information only on our instruction.
| Provider | What it handles | Where it is processed |
|---|---|---|
| Zoho | Our business email | United States |
| Cloudflare | DNS and website hosting | Global edge network |
| Business Profile enquiries and reviews; web fonts served on this page | Global | |
| Meta (WhatsApp) | WhatsApp messages you send us | Global |
| HighLevel | Our CRM, once your project is under way | United States |
| Resend | Delivering the emails our website enquiry form generates | Ireland (European Union) |
| Our accountant and, if needed, our attorney | Billing records; legal advice | South Africa |
We may also disclose information where the law requires it, or to establish or defend a legal claim.
6. Information leaving South Africa
As the table above shows, several of our providers process information outside South Africa, mainly in the United States. POPIA section 72 permits this where the recipient is subject to laws or binding agreements that provide an adequate level of protection. We rely on the data processing agreements and standard contractual clauses these providers publish, which bind them to comparable standards.
If you would rather your information were not processed outside South Africa, tell us — but be aware that it may mean we cannot correspond with you by email or WhatsApp.
7. Direct marketing
POPIA section 69 governs electronic direct marketing in South Africa, and we hold ourselves to it strictly:
- If you are not an existing customer, we may approach you once to ask for your consent to market to you. If you say no, or simply don't respond, we will not contact you again. That refusal is permanent and we record it.
- If you are an existing customer, we may contact you about our own similar services, and every such message carries a way to opt out.
- We do not buy, rent or scrape marketing lists, and we do not run drip sequences at people who never asked to hear from us.
To opt out of anything at any time, reply to the message or email reynard@nodera.co.za. We action it on the same working day.
8. Cookies and tracking
This website sets no cookies. There is no analytics, no advertising pixel, no session tracking and no third-party script that follows you.
One thing you should know: this page loads its typefaces from Google Fonts. Making that request necessarily reveals your IP address and browser details to Google, in the same way as loading any external resource. Nothing is stored by us as a result.
9. How long we keep it
| Information | Kept for |
|---|---|
| Enquiries that don't become clients | 12 months, then deleted |
| Client records and correspondence | The life of the engagement, plus 5 years |
| Invoices and accounting records | 5 years, as required by the Companies Act and tax law |
| Marketing opt-out records | Indefinitely — we have to keep these to honour your refusal |
10. How we protect it
- All traffic to this website is encrypted with TLS.
- Our email is authenticated with SPF, DKIM and DMARC to reduce spoofing and interception.
- Accounts holding personal information use strong, unique passwords and multi-factor authentication where the provider supports it.
- Access is limited to those who need it. Today that is one person.
- If a security compromise affects your personal information, we will notify you and the Information Regulator as soon as reasonably possible, as POPIA section 22 requires.
11. Your rights
Under POPIA you have the right to:
- Ask what we hold about you, and be given a copy.
- Ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date, misleading or obtained unlawfully.
- Object to our processing, on reasonable grounds.
- Withdraw consent you previously gave, at any time.
- Complain to the Information Regulator if you believe we have not handled your information properly.
To exercise any of these, email reynard@nodera.co.za. We will respond within 30 days. We don't charge for a reasonable request; if a request is repetitive or excessive we may charge the fee prescribed under PAIA, and we'll tell you before we do.
The Information Regulator
Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Complaints: complaints.IR@justice.gov.za
inforegulator.org.za
12. Client data — where we act as operator
This is an important distinction and worth stating plainly.
When we build and run a system for a client, that client's own customer data belongs to the client. For that data the client is the responsible party and Nodera is the operator. We process it only on the client's documented instruction, we do not use it for our own purposes, and we do not market to it.
That relationship is governed by a separate written Operator Agreement signed before any data is imported, as POPIA section 21 requires. If you are a customer of one of our clients and want to know what is held about you, please contact that business directly — they are the responsible party, and we are not permitted to act on your request without their instruction.
Clients can export their data at any time, and take it with them if they leave.
13. Changes to this policy
We may update this policy as the business or the law changes. The version and effective date at the top will always tell you which version you are reading. Material changes affecting existing clients will be communicated directly.
14. Contact
Questions about this policy, or about anything we hold:
Reynard du Toit — Information Officer
reynard@nodera.co.za
071 873 4307