Privacy Policy

1. Introduction

Code Zen respects your privacy and is committed to handling personal information responsibly and in accordance with applicable South African data-protection law, including the Protection of Personal Information Act, 4 of 2013 (“POPIA”).

This Privacy Policy explains the types of personal information we may collect, why we collect it, how we use it, and the choices available to you when you use our website, contact us, request information, submit a form, use ZenOS, or otherwise interact with Code Zen.

2. Information we may collect

Depending on how you interact with us, we may collect information such as:

• Your name, business name and job title.
• Email address, telephone number and WhatsApp number.
• Information you submit through website forms, enquiries, audits, bookings or support requests.
• Business information you provide so that we can understand, configure or support the services you request.
• Account, service and billing information where applicable.
• Technical information such as device, browser, IP address, website usage and basic analytics data.
• Communications between you and Code Zen, including email, WhatsApp or other customer-service interactions.

3. Why we use personal information

We may process personal information where reasonably necessary to:

• Respond to enquiries and provide requested information.
• Provide, configure, support and improve ZenOS or other Code Zen services.
• Set up customer accounts, workflows, forms, automations, integrations or related business systems where requested.
• Manage customer relationships, service delivery, billing and administration.
• Communicate operational, service or support information.
• Send marketing communications where permitted by law or where appropriate consent has been obtained.
• Improve our website, customer experience, systems and service quality.
• Comply with legal, regulatory, accounting, fraud-prevention or security obligations.

4. Legal basis and POPIA

Where POPIA applies, Code Zen will process personal information only where there is an appropriate legal basis, such as consent, performance of an agreement, compliance with a legal obligation, or a legitimate business purpose that is not outweighed by the rights of the person concerned.

We aim to collect only information that is relevant for the purpose for which it is processed and to retain it only for as long as reasonably necessary.

5. Customer data processed through ZenOS

Where a customer uses ZenOS to manage leads, customers, messages, appointments, marketing, reviews, workflows or other business activity, that customer remains responsible for ensuring that it has the necessary authority, notices and permissions to process its own customers’ personal information.

Code Zen may process such information on the customer’s behalf where required to provide the platform, implementation or support services. The exact responsibilities of the parties may also be governed by the applicable service agreement or platform terms.

6. WhatsApp, messaging and communications

If you communicate with Code Zen through WhatsApp, SMS, email, social media or another messaging channel, we may process the information contained in those communications in order to respond, provide support, maintain records or deliver the requested service.

Customers using ZenOS are responsible for ensuring that their own marketing and customer communications comply with applicable law, platform rules and consent requirements.

7. Cookies, analytics and website technology

Our website may use cookies, analytics tools, embedded forms, tracking technologies or similar services to understand website use, improve performance, measure marketing activity or enable website functionality.

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

8. Sharing of information

We do not sell personal information. We may share information with service providers, technology platforms, hosting providers, communication providers, payment processors, professional advisers or other suppliers where reasonably necessary to operate our business or provide the requested services.

These providers may process information in South Africa or other countries, subject to appropriate safeguards and applicable legal requirements.

9. Security

We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. No online system can, however, be guaranteed to be completely secure.

10. Retention

Personal information will generally be retained only for as long as it is reasonably required for the purpose for which it was collected, to provide services, maintain appropriate business records, resolve disputes, enforce agreements or comply with legal obligations.

11. Your rights

Subject to applicable law, you may have the right to request access to personal information held about you, ask for inaccurate information to be corrected, object to certain processing, request deletion where appropriate, or withdraw consent where processing depends on consent.

12. Marketing communications

You may ask us to stop sending direct marketing communications at any time by using the unsubscribe method provided in the communication or by contacting Code Zen.

13. Third-party websites and services

Our website or services may connect to third-party websites, platforms or services. Code Zen is not responsible for the privacy practices of third parties, and their own privacy policies and terms will apply.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology or legal requirements. The latest version published on the Code Zen website will apply.

15. Contact Code Zen

If you have a privacy question, request or complaint, please contact Code Zen using the current contact details published on our website.