Draft privacy notice: pending POPIA compliance reviewThis notice is not final. Items marked “to be confirmed” are still open, and nothing here should be read as a finished legal statement.
The AI guide
The guide on the contact page, ARCHER, is an AI, not a person. If you choose to talk to it, your messages and the conversation so far are sent to Cloudflare Workers AI, which runs an open model (Google’s Gemma) to write each reply. Do not include sensitive or confidential information. The page keeps the conversation in memory, not in browser storage, and reloading clears it; this site does not store it. To stop the guide being overused, the site counts each visitor’s requests under a one-way, keyed code made from the day and your IP address, never the address itself, and deletes the count after that day. Cloudflare processes requests under its service terms; provider retention and any cross-border processing need confirmation as part of this notice’s compliance review. When the AI is not connected, the guide says so and offers six short questions instead: your answers stay in the page and nothing is sent anywhere.
Optional microphone input uses your browser’s speech service, which may process audio remotely. You can always type instead. Nothing reaches the studio automatically: “Send to the studio” and “Email my brief” open an email draft for you to check and send from your email app. The AI’s replies are not a quote or a promise of availability.
Who is responsible
Mind Your Media is an independent creative studio in Johannesburg, South Africa. For the personal information described below, Mind Your Media is the “responsible party” under POPIA. Registered company details and the name of our Information Officer are to be confirmed.
What the enquiry form collects
When you send an enquiry, we collect what you type into the form:
- your name, work email address and company (required);
- the service or challenge you are asking about, and your project description (required);
- your website, budget range and timeline (optional);
- whether you ticked the optional marketing box, so that we can respect your choice.
We do not ask for ID numbers, financial details or any special personal information. Please do not put any in the description. We do not put what you type into web addresses, logs or analytics tools.
Why we use it, and on what basis
We use your enquiry to read it, reply to you and, if it looks like a fit, talk about working together. We do this because:
- you have asked us to take steps towards a possible agreement, and
- it is in our legitimate interest, and yours, to answer business enquiries sensibly.
We do not sell your information, and we do not use your enquiry for anything unrelated to answering it. These bases are draft wording and will be confirmed in the compliance review.
Marketing is optional and separate
The marketing box on the form is separate from your enquiry. It is never ticked for you. If you leave it empty, we will not send you marketing, and your enquiry is handled exactly the same way. If you tick it, you agree that we may email you about our work and ideas. You can withdraw that agreement at any time.
Where it is processed
Enquiries pass through our form provider (to be confirmed), and are then read by people at Mind Your Media. Once the provider is confirmed, this notice will name it and say in which country your information is stored. If that is outside South Africa, we will make sure the transfer meets POPIA’s requirements before this notice is finalised.
How long we keep it
Retention period: to be confirmed. We will keep enquiry details only for as long as we need them for the purposes above, and then delete them.
Your rights
Under POPIA you can ask us to:
- tell you whether we hold personal information about you, and give you a copy;
- correct information that is wrong or out of date;
- delete or destroy information we no longer have a good reason to keep;
- stop using your information, where you object to how we use it;
- withdraw your marketing consent.
If you are unhappy with how we have handled your information, you can complain to South Africa’s Information Regulator (inforegulator.org.za).
How to contact us about this
Email info@mymza.co.za with “Privacy request” in the subject line. Tell us what you would like us to do, and we will reply to the address you write from.
Security
We will use reasonable technical and organisational measures to protect enquiry information. The specific measures, including those of our form provider, are to be confirmed.