§ Legal
Privacy policy.
How Experia Systems handles personal information, written to be read, and to comply with the Protection of Personal Information Act, 2013 (POPIA).
Last updated:
1. Who we are
Experia Systems is an ICT consultancy based in Durban, KwaZulu-Natal, South Africa. For the purposes of POPIA, Experia Systems is the responsible party for personal information processed through this website and in the course of its business.
Contact: [email protected] · +27 31 207 2854.
2. What this policy covers
This policy covers personal information collected through experia.systems (the website), through direct contact with us by email or phone, and in the course of consulting and product engagements. Our platforms, Persona CX and Neuron Learning, process client data under separate agreements with those clients; this policy covers our own processing, not processing we perform as an operator on a client's instructions.
3. What we collect, and why
3.1 Contact records
If you email or phone us, we keep the correspondence: your name, contact details, and whatever you chose to tell us. We use it to respond, to scope and deliver work, and to maintain a record of the engagement. The lawful basis is legitimate interest in conducting business you initiated, and performance of a contract where one follows.
3.2 Website analytics
This website uses Google Analytics 4 (GA4) to understand aggregate usage: which pages are read, roughly where visitors come from, and what devices they use. IP anonymisation is enabled. GA4 sets cookies; Google processes this data on our behalf and may transfer it outside South Africa under its own safeguards. We do not use analytics data to identify individuals, and we do not run advertising or remarketing. If you prefer not to be measured, most browsers and extensions can block analytics scripts; the site works identically without them.
3.3 Server logs
Our web infrastructure records standard access logs (IP address, user agent, requested URL, timestamp) for security monitoring and fault diagnosis. Logs are retained briefly and rotated automatically.
4. What we don't do
- We do not sell or rent personal information to anyone.
- We do not send marketing communications without consent; there is no mailing list to be added to.
- We do not profile visitors or make automated decisions with legal effect.
- We do not collect special personal information through this website.
5. Sharing
Personal information is shared only with service providers necessary to operate the business (hosting and infrastructure providers, Google for analytics, and professional advisers where required), each under obligations of confidentiality, and only to the extent needed. We will disclose information where the law requires it.
6. Cross-border transfers
Some of our service providers (including Google) store data outside South Africa. Where that happens, we rely on providers whose terms impose protections substantially similar to POPIA, as section 72 of the Act requires.
7. Security
We apply reasonable technical and organisational measures appropriate to the risk: encrypted transport, access on a need-to-know basis, hardened infrastructure, and audit trails on our own systems. No system is perfectly secure; if a breach materially affecting you occurs, we will notify you and the Information Regulator as POPIA requires.
8. Retention
We keep engagement records for as long as the law and legitimate business purposes require: typically the duration of the relationship plus the periods prescribed by tax and contract law. Analytics data is retained on Google's standard rolling windows. Correspondence that leads nowhere is periodically deleted.
9. Your rights
Under POPIA you may ask us: what personal information we hold about you; to correct or delete it; to object to processing; and to withdraw any consent you have given. Write to [email protected]. We respond within a reasonable time, and there is no fee for a first request. You may also lodge a complaint with the Information Regulator (South Africa): inforegulator.org.za.
10. Access to information
Our manual in terms of the Promotion of Access to Information Act, 2000 (PAIA) is available on request from the Information Officer at the contact details above.
11. Changes
If this policy changes, the date at the top changes with it. Material changes will be noted plainly rather than buried.