Privacy Policy Overview

Learn how QualiFI AI protects your personal data and respects your privacy rights.

1. Information We Collect

1.1 Information You Provide

We collect information you provide directly to us, including:

• Contact Information: Name, email address, phone number, company name, job title
• Business Information: Company details, industry sector, operational workflows, pain points, technology stack
• Communication Data: Content of emails, calls, meetings, and other communications with us
• Project Data: Workflow documentation, process maps, integration specifications, training materials

1.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• Technical Data: IP address, browser type, device type, operating system
• Usage Data: Pages viewed, time spent on pages, referring URLs, navigation paths
• Cookies: We use essential cookies for website functionality (see Section 9)

1.3 Information from Third Parties

During implementation of workflow automation or chatbot services, we may access:

• Client System Data: Information stored in your CRM, email systems, document storage, and other business tools (only with explicit authorization and only during setup/support windows)
• Operational Data: Workflow performance metrics, error logs, integration health data
• Chatbot Conversation Data: Where we build customer-facing or internal chatbots, we may process conversation data as needed to design, test, and troubleshoot the chatbot, this data is handled according to your instructions as the data controller

Important: We do not store client data on our systems. All data remains in your tools. We only access systems temporarily during implementation and support.

2. How We Use Your Information

We use collected information for the following purposes:

2.1 Service Delivery

• Conduct free operations audits and discovery sessions
• Design, implement, and test workflow automation and chatbot solutions
• Provide training and documentation to your team
• Monitor workflow performance and optimize configurations
• Provide Ongoing Service, where selected, including monitoring, updates, and support

2.2 Communication

• Respond to inquiries and requests
• Send project updates, performance reports, and service notifications
• Provide technical support and troubleshooting
• Schedule meetings and coordinate implementation activities

2.3 Business Operations

• Process payments and maintain financial records
• Improve our services and develop new offerings
• Comply with legal and regulatory obligations
• Protect against fraud, security threats, and legal liability

2.4 Marketing (With Consent)

• Send information about new services and features (you can opt out anytime)
• Share relevant industry insights and best practices
• Invite you to webinars, workshops, or events

3. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share information in the following circumstances:

3.1 Service Providers

We work with third-party service providers who perform services on our behalf, including:

• Zapier, as our core automation platform, and other business automation or integration tools used to deliver workflows
• Communication tools (for project collaboration)
• Cloud storage providers (for documentation and training materials)
• Payment processors (for billing and invoicing)

Where we implement automation on your behalf, your data may pass through these platforms as part of the workflows we build. We act as a processor on your behalf in these cases, you remain the controller of your own clients’ and customers’ data. These providers are contractually obligated to protect information and use it only for the purposes we specify.

3.2 Legal Requirements

We may disclose information if required by law or in response to:

• Court orders, subpoenas, or other legal processes
• Requests from regulatory authorities (FSCA, FCA)
• Investigations related to fraud, security, or legal violations

3.3 Business Transfers

If QualiFI AI is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

3.4 With Your Consent

We may share information for any other purpose with your explicit consent.

4. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption: Data in transit is encrypted using TLS/SSL protocols
• Access Controls: Role-based access with multi-factor authentication where available
• Minimal Access Principle: We only access client systems during authorized setup and support windows
• Audit Logging: All access to client systems is logged with timestamps
• Secure Development: Regular security reviews of workflow configurations
• Vendor Management: We work only with reputable, security-certified service providers

However, no method of electronic transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain information for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

• Free Audit Requests: 24 months (unless you become a client)
• Client Project Data: Duration of service engagement plus 7 years (for compliance and audit purposes)
• Communication Records: 7 years (standard business record retention)
• Marketing Data: Until you opt out or request deletion
• Legal/Regulatory Data: As required by applicable laws

After retention periods expire, we securely delete or anonymize information.

6. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

6.1 Access and Portability
Request a copy of the personal information we hold about you, and request it in a structured, machine-readable format

6.2 Correction
Request correction of inaccurate or incomplete information

6.3 Deletion
Request deletion of your personal information (subject to legal retention requirements)

6.4 Objection and Restriction
Object to processing of your information for marketing purposes, and request restriction of processing in certain circumstances

6.5 Withdraw Consent
Withdraw consent for processing where consent was the legal basis

6.6 Complaint
Lodge a complaint with your local data protection authority

To exercise your rights, contact us at: qualifiai.org or via LinkedIn: linkedin.com/company/qualifi-ai

7. International Data Transfers

We are based in South Africa and serve clients across Africa, the United Kingdom, and Europe. When we transfer information internationally:

• We comply with applicable cross-border data transfer regulations (POPIA, UK GDPR, EU GDPR)
• We use service providers that are certified under relevant data protection frameworks
• We implement appropriate safeguards such as standard contractual clauses
• Client data remains in your systems and your chosen geographic regions

For EU/EEA and UK clients: We rely on Standard Contractual Clauses approved by the European Commission (and equivalent UK mechanisms) for data transfers outside the EU/EEA and UK.

8. Regulatory Compliance

Where clients operate in regulated industries, our services are designed to support their compliance requirements:

• South Africa: POPIA (Protection of Personal Information Act), and FSCA (Financial Sector Conduct Authority) regulations for financial services and insurance clients
• Europe: GDPR (General Data Protection Regulation), and applicable local regulations
• United Kingdom: UK GDPR, and FCA (Financial Conduct Authority) regulations for financial services and insurance clients

All workflow implementations include audit trail capabilities to support your regulatory obligations, where relevant.

9. Cookies and Tracking Technologies

Our website uses cookies and similar technologies:

9.1 Essential Cookies
Required for website functionality (navigation, form submission, security)

9.2 Analytics Cookies
Help us understand how visitors use our website (e.g., pages viewed, time on site)

9.3 Managing Cookies
You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.

10. Children’s Privacy

Our services are designed for businesses and are not directed to individuals under 18. We do not knowingly collect information from children.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Last Updated” date. For material changes, we will notify active clients via email.

Continued use of our services after changes constitute acceptance of the updated Privacy Policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices:

• Website: qualifiai.org
• LinkedIn: linkedin.com/company/qualifi-ai
• Company: QualiFI AI, South Africa

We will respond to all requests within 30 days as required by applicable data protection laws.

13. Specific Regional Information

For EU/EEA and UK Residents (GDPR / UK GDPR)

EU/EEA and UK residents have rights as described in Section 6. Our lawful bases for processing include:

• Contract Performance: To deliver services you have engaged us for
• Legitimate Interests: To improve our services and maintain security
• Legal Obligation: To comply with applicable laws and regulations
• Consent: For marketing communications (you can withdraw anytime)