Privacy notice
Collect only what is needed to answer an enquiry.
This notice explains how Kairos Control Systems handles the personal information you send through this website, and how to ask us about it.
Who is responsible
This website belongs to Kairos Control Systems (Pty) Ltd, 48 Oak Avenue, Highveld Techno Park, Building 7, Centurion, 0157. Kairos Control Systems is responsible for the personal information collected here.
Information collected
When you send an enquiry we collect your name, email address and message, and your company and phone number if you give them. Giving us this information is voluntary, but without the fields marked as required we cannot reply to you. An automated check confirms the form is sent by a person. When you send an enquiry or a question to the website assistant, our hosting provider keeps a short technical record of the request to keep the site working and secure: your IP address, the approximate location worked out from it, and your browser type. It does not include what you typed. This website uses no advertising or tracking cookies.
Why we use it
We use your information only to reply to your enquiry and to take the steps you ask for before any agreement with us. We do not use it for marketing.
Our basis for using it
We use your enquiry to reply to you and to take the steps you ask for before any agreement with us. We use a question you put to the website assistant only to answer it. Ticking the box on the form confirms that you have read this notice; we do not ask for a separate consent.
Where your information is kept
Your enquiry is delivered to our email, which is held in South Africa. A backup copy is kept in the European Union, so the information you provide leaves South Africa. The backup holds your enquiry, not your IP address or browser details.
Confirmation email
After you send an enquiry we send one short email to the address you gave, to say it arrived. It repeats only your first name, is not marketing, and goes to no one else. If the address is not yours, you can ignore it.
Who else handles it
Service providers who handle this information for us include our website and email developer, our website hosting provider, our email provider, and an AI service that answers questions put to the website assistant. Our hosting provider processes technical request information across its global network. The enquiry backup is held in the European Union, and assistant questions go to the United States. Contact us if you want to know more about how these providers handle your information.
How long we keep it
Our retention period for enquiry emails, the confirmation we send and the separate enquiry backup is 365 days. If your enquiry leads to work with us, it becomes part of our customer records for as long as you remain a customer. The technical record of each request is deleted within seven days. You can ask us to delete information sooner where the law allows.
Visit statistics
Our hosting provider counts how the pages are used and how quickly they load: which page was viewed, the site that linked to it, the visitor's country, and the type of device, browser and operating system. We use these figures only to keep the website working well, and can see them for six months. They set no cookies and use no browser storage, and the provider states it does not use them to single you out.
Your rights
You may ask to see the personal information we hold about you, ask us to correct or delete it, or object to how we use it. Email enquiries@kairos-cs.co.za and we will respond. If you are not satisfied, you may complain to the Information Regulator: POPIAComplaints@inforegulator.org.za, 010 023 5200, https://inforegulator.org.za/.
Information Officer
Our Information Officer is the head of Kairos Control Systems, as the law provides. Send questions and requests about your personal information to enquiries@kairos-cs.co.za. Our website developer helps us answer them.
Keeping it safe
We protect your information with reasonable technical and organisational measures. If a security compromise affects your personal information, we will tell you and the Information Regulator as the law requires.
Website assistant
When the assistant is switched on, the question you type is sent to an AI service in the United States to produce an answer from this website's own published content. That service is bound by a written data processing agreement, does not use your question to train its models, and keeps it for up to 30 days to check for misuse before deleting it, unless the law requires it to keep it longer. Earlier messages from the same conversation are sent with each question. The assistant is not a person, this website keeps no copy of the conversation (it is kept in this browser tab only), and you should not give it personal details. To reach a person, use the contact page.