Privacy Policy

This Privacy Policy explains how AI4SmallBusiness (“we”, “us”, “our”) collects, uses and protects your personal information when you use our website and services.

1. Who We Are

We operate the website https://ai4smallbusiness.co.za and provide AI-powered agents and automation tools for small businesses, including ZzzBot, an accommodation booking assistant.

We are based in South Africa and aim to comply with the Protection of Personal Information Act (POPIA) and, where relevant, the GDPR.

Contact: info@ai4smallbusiness.co.za

2. Scope

This policy applies when you:

• Visit our website;
• Use any of our demos (such as the ZzzBot demo);
• Request a quote or submit a form;
• Subscribe to one of our services; or
• Communicate with us via email, WhatsApp, Telegram or other channels linked to our services.

3. Information We Collect

3.1 Information you provide directly

• Contact details – name, email, phone number, business name;
• Business details – industry, size, locations, workflows, booking rules, pricing;
• Form submissions – information submitted through our “Request AI Agent” and other forms;
• Account details (if applicable) – login email, hashed password, role;
• Support messages – information you share when you contact us.

3.2 Information from your use of our site and demos

• Usage data – pages visited, time on page, clicks, referring URLs;
• Device and log data – IP address, browser type, operating system, device type;
• Demo interactions – prompts and messages typed into demo chatbots, scenario selections.

Demo conversations may be stored for debugging, analytics and improving our AI agents.

3.3 Payment information

Payments may be processed via third-party providers such as Paystack. We do not store your full card details. We may receive:

• Name and billing email;
• Last 4 digits of card (where provided by the processor);
• Payment status, references and transaction history.

3.4 Data processed on behalf of your business

If you subscribe to our services, your AI agent may process your customers’ data (for example booking details, names, contact numbers and messages). In those cases:

• You are usually the Responsible Party / Data Controller;
• We act as an Operator / Data Processor, following your documented instructions.

Details of this relationship can be further set out in a service agreement or data processing terms.

4. How We Use Your Information

We use personal information to:

• Provide, configure and maintain our services and AI agents;
• Communicate with you about enquiries, support and updates;
• Process payments and manage subscriptions;
• Improve our products and user experience;
• Comply with legal, tax and regulatory obligations.

We do not sell your personal information.

5. Legal Bases for Processing

Where POPIA/GDPR applies, processing may be based on:

• Your consent (e.g. submitting forms, marketing opt-in);
• Performance of a contract (providing the services you requested);
• Our legitimate interests (improving services, preventing fraud);
• Legal obligations (record-keeping, tax, regulatory duties).

You may withdraw consent at any time where processing is based on consent.

6. Cookies and Tracking

We may use cookies and similar technologies to remember preferences, analyse usage and improve performance. Where required, we will request your consent for non-essential cookies. You can control cookies via your browser settings, but some features may not work correctly if you disable them.

7. Sharing Your Information

We may share information with:

• Service providers (hosting, email, analytics, payment processors such as Paystack);
• Platforms you choose to integrate (WhatsApp, Telegram, Google Calendar, Airbnb, LekkeSlaap, etc.);
• Professional advisers (lawyers, accountants, auditors);
• Authorities or third parties where required by law or to protect rights, users or the public.

We require service providers to handle your data securely and only for specified purposes.

8. International Transfers

Some service providers or integrations may be located outside South Africa. Where data is transferred internationally, we take reasonable steps to protect it through contractual safeguards, adequate protection laws and security measures.

9. Data Retention

We retain data only as long as reasonably necessary for the purposes described in this policy or as required by law. Typical examples:

• Enquiry and contact data: 12–24 months;
• Subscription/account data: for the duration of the subscription plus a reasonable period afterwards;
• Transaction records: as required by tax and financial regulations.

10. Security

We use reasonable technical and organisational measures such as HTTPS, access controls and environment separation to protect your information. No system is perfectly secure, and you use our Services at your own risk. You are responsible for keeping your devices and passwords secure.

11. Your Rights

Depending on applicable law, you may have the right to:

• Access the personal information we hold about you;
• Request correction of inaccurate or incomplete information;
• Request deletion where we are not required to retain the data;
• Object to or restrict certain processing;
• Withdraw consent where processing is based on consent;
• Lodge a complaint with the relevant data protection authority.

To exercise your rights, contact info@ai4smallbusiness.co.za. We may need to verify your identity before responding.

12. Children

Our Services are aimed at businesses and adults. We do not knowingly collect personal information from children under 18 without appropriate consent. If you believe a child has provided us with personal data, please contact us so we can take appropriate action.

13. Third-Party Links

Our site may contain links to third-party websites or services. We are not responsible for their privacy practices or content. We encourage you to review their policies separately.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page and update the “Last updated” date. In case of significant changes, we may also notify you via email or on the site.

15. Contact

For any questions, requests or concerns about this Privacy Policy or how we handle your data, please contact:

AI4SmallBusiness
Email: info@ai4smallbusiness.co.za