Privacy Policy

01Who we are

Karamation ("we", "us", "our") is a sole proprietorship providing custom CRM systems, business automation, AI solutions, integrations, dashboards and related software services. We operate the website at karamation.com.

For the purposes of the Protection of Personal Information Act, 2013 (POPIA) we are the responsible party for the personal information described in this policy. Where the EU or UK General Data Protection Regulation (GDPR) applies, we are the controller.

The owner of Karamation acts as our Information Officer and can be reached at info@karamation.com or on 069 212 2715.

02What this policy covers

This policy covers personal information we collect through this website and through enquiries you send us. It does not cover:

• Data we process on behalf of a client under a signed service agreement. In that situation the client is the responsible party or controller, we act as their operator (POPIA) or processor (GDPR), and the terms of that agreement govern how the data is handled.
• Third-party websites you reach by following a link from ours. Their own policies apply.

03What information we collect

Information you give us

When you complete the contact form, email us or call us, we receive whatever you choose to provide. On the form that is your name and email address (both required), and optionally your phone number, company name, the service you're interested in and the message you write.

Please don't include sensitive personal information, customer records or credentials in an enquiry. If we need to see live data during a project, we'll set that up properly under a signed agreement first.

Information collected automatically by our hosting provider

Like virtually every website, the service hosting this site keeps standard server logs. These typically include your IP address, the pages requested, timestamps, and your browser and device type. We use these only for security and to keep the site running. We do not use them to build a profile of you.

What we do not collect

• We do not ask for, or want, payment card details through this website.
• We do not buy contact lists or add enquiries to a marketing mailing list.
• We do not run advertising or retargeting pixels of any kind.

04Cookies and tracking

This website sets no cookies. It runs no analytics package, no advertising tags, no session tracking and no third-party fonts or scripts loaded from outside services. That is why you are not seeing a cookie banner — there is nothing to consent to.

If we ever add analytics, we will update this policy and add a consent mechanism before switching anything on.

05The live demos

The interactive demos on our demos page run entirely inside your own browser using invented sample data. Anything you type into them — a test prompt, a name in the lead-capture demo, a figure in the calculator — stays on your device. It is not transmitted to us or to anyone else, it is not stored, and it disappears when you reload or close the page.

06Why we use your information, and our lawful basis

• To reply to your enquiry and discuss your project. Under POPIA this processing is necessary to take steps at your request before entering into a contract, and is justified by our legitimate interests in responding to people who contact us. Under the GDPR the basis is Article 6(1)(b) (steps prior to a contract) and Article 6(1)(f) (legitimate interests).
• To provide services you engage us for, where the basis is performance of our contract with you.
• To keep the website secure and available, based on our legitimate interests in preventing abuse and diagnosing faults.
• To meet legal obligations, such as keeping records we are required by law to keep.

We do not use your information for automated decision-making that produces legal or similarly significant effects for you.

07Who we share it with

We do not sell, rent or trade personal information. We share it only with:

• Our website host, which stores the site files and generates the server logs described above.
• Our form delivery provider, which passes contact form submissions to our email inbox. If this service is not enabled, the form instead opens your own email application and the message is sent directly by you — in that case it passes through your email provider, not ours.
• Our email provider, which stores the enquiry once it reaches our inbox.
• Professional advisers or authorities, where we are legally required to disclose information.

Each of these providers is bound to process the information only as needed to provide their service to us.

08Cross-border transfers

Some of the providers above operate servers outside South Africa. This means your information may be transferred to and stored in another country.

Where that happens, we rely on section 72 of POPIA — the recipient is subject to rules or a binding agreement that provide an adequate level of protection comparable to POPIA, or the transfer is necessary to perform a contract with you or at your request. Where the GDPR applies, we rely on the transfer mechanisms permitted under Chapter V, such as an adequacy decision or standard contractual clauses.

09How long we keep it

• Enquiries that don't lead to work: kept for up to 24 months in case you come back to us, then deleted.
• Client records: kept for the duration of our working relationship and afterwards for as long as we're required to keep them for tax, accounting or legal purposes.
• Server logs: retained for a short period by our hosting provider according to their standard retention schedule.

You can ask us to delete your information sooner — see your rights below.

10How we protect it

The website is served over an encrypted HTTPS connection. We use reputable providers, keep access to enquiry data limited to those who need it, use multi-factor authentication on the accounts that hold it, and keep our systems up to date.

No method of transmitting or storing information is completely secure, so we can't guarantee absolute security. If a breach occurs that is likely to affect you, we will notify you and the Information Regulator as POPIA requires, and any other regulator where we are obliged to do so.

11Your rights

Subject to the limits in the applicable law, you have the right to:

• Ask what we hold about you and get a copy of it.
• Have inaccurate information corrected or incomplete information completed.
• Ask us to delete information we no longer have grounds to keep.
• Object to processing based on our legitimate interests.
• Ask us to restrict processing while a query about it is resolved.
• Receive your information in a portable format where the GDPR applies and the processing is automated and based on consent or contract.
• Withdraw consent at any time, where we relied on consent. This doesn't affect processing already carried out.
• Not receive unsolicited direct marketing. We don't send it, but you can tell us to stop at any time.

To exercise any of these, email info@karamation.com. We will respond within a reasonable time and, where the GDPR applies, within one month. We may need to confirm your identity first so that we don't hand your information to someone else. Exercising these rights is free, unless a request is clearly unfounded or excessive.

12Complaints

Please raise any concern with us first — most things are quickest to fix directly. If you're not satisfied, you can complain to a supervisory authority.

In South Africa that is the Information Regulator (South Africa), whose contact details and complaint forms are published at inforegulator.org.za. If you are in the EU or UK, you may complain to the data protection authority in your country of residence.

13Changes to this policy

We may update this policy as our services or the law change. The date at the top always shows the current version. If a change materially affects how we handle your information, we'll take reasonable steps to tell you.

14Contact us