Privacy Policy

1. Introduction

CyberJo (Pty) Ltd ("we," "us," or "our") is committed to protecting the privacy and security of your personal information in accordance with the Protection of Personal Information Act ("POPIA") and other applicable laws. This Privacy Policy describes how we collect, use, store, and share your information when you visit our website at cyberjo.co.za or use our services. By using our services, you consent to the data practices described in this policy.

2. Information We Collect

We collect information to provide and improve our services to you. This includes information collected via cookies and similar technologies. You can manage your cookie preferences at any time using the cookie consent banner on our website. For more details, see our Cookie Policy.

• Personal Information You Provide: When you fill out a contact form, submit a lead form, or complete the online application, we may collect:
  • Name and surname
  • Email address
  • Phone number
  • Company/Account name
  • Website
  • Physical and billing address details (street, city, state, postal code, country)
  • Job title or role
  • Annual revenue and number of employees (if provided)
  • Service package selected and related preferences
  • Any other information you choose to provide in free-text fields (e.g., description, message)
• Information Collected Automatically: We automatically collect certain technical data when you use our website, including:
  • IP address
  • Browser type and version
  • Device type and operating system
  • Pages visited, time and date of visit, and referring site
  • Usage and diagnostic data
• Cookies and Tracking Technologies: We use cookies and similar technologies to track activity on our website, remember your preferences, and analyze site usage. You have the option to accept only necessary cookies, which disables Zoho Analytics and 3CX Live Chat cookies and reduces the amount of tracking on our site. For more information, see our Cookie Policy.

3. How We Use Your Information

We use your personal information for the following purposes, in line with POPIA's requirements for lawful processing. Our cookie consent banner allows you to choose whether to accept all cookies or only those necessary for the operation of the website. If you select only necessary cookies, third-party analytics and chat cookies (such as Zoho and 3CX) will not be set, reducing the amount of tracking and data sharing with third parties.

• To provide, operate, and maintain our services and website
• To process and respond to your enquiries, applications, or requests (including Get In Touch and lead forms)
• To create and manage your customer record in our systems, including Zoho CRM and related Zoho services
• To communicate with you about your enquiry, application, or our services
• To provide customer support and respond to your requests
• To analyze and improve our services, website, and user experience
• To comply with legal obligations and protect our rights and interests
• To display publicly available customer reviews from Google on our website
• To detect, prevent, and address technical or security issues

4. Use of Zoho CRM and Zoho API Integrations

When you submit your details via our online application or lead/contact forms, your information is securely transmitted to and stored in our Zoho CRM system. We use Zoho CRM and other Zoho APIs to:

• Store and manage customer and lead information
• Track and respond to enquiries and applications
• Automate communications and workflow processes
• Integrate with other business tools for efficient service delivery

All data processed via Zoho CRM and Zoho APIs is subject to Zoho's security and privacy practices. We have implemented appropriate technical and organisational measures to protect your data and only authorized personnel have access to your information.

5. Display of Google Reviews via TrustIndex.io

Overview of Integration:

CyberJo displays customer reviews from Google on our website through an integration service provided by TrustIndex.io. This integration allows us to showcase public customer feedback in a structured and compliant manner.

Technical Implementation:

To display Google reviews on our website, we have embedded a script tag provided by TrustIndex.io. The script tag (<script src="https://widget.trustindex.io/<...></script>) loads from the trustindex.io domain and retrieves publicly available review data via Google's API.

Data Flow and Processing:

When you visit our website, the following data processing occurs:

• Review Data Source: Reviews displayed are those that customers have voluntarily submitted and made public on Google's platform
• Aggregation Service: TrustIndex.io acts as an intermediary service that aggregates and formats these public reviews for display
• Technical Data Collection: When the TrustIndex script loads on your device, it may collect technical information including:
  • Your IP address
  • Browser type and version
  • Device information (if not already collected by our standard web analytics)
  • Page interaction data related to the review display widget
• Display Mechanism: The script injects review content into our website's HTML, showing customer names (as made public on Google), ratings, and review text

When You Write a Google Review:

When you choose to write a review for CyberJo on Google, the following occurs:

1. Initial Submission: You submit your review through Google's platform using your Google Account credentials
2. Public Availability: Your review becomes publicly available on Google (unless you choose to make it private via Google's settings)
3. Aggregation by TrustIndex: TrustIndex.io's system periodically scans and aggregates publicly available reviews from Google
4. Display on Our Website: Your public review appears on our website via the TrustIndex widget
5. Your Rights: You can modify or remove your review at any time via your Google Account settings, though there may be a time lag before changes reflect on our website due to TrustIndex's refresh cycle

POPIA Compliance Position:

The display of Google reviews in this manner is lawful under POPIA Section 14(1) which permits the processing of personal information that is "already publicly available." Since Google reviews are publicly accessible on Google's platform, we may display them on our website. We have:

• Ensured that only reviews made public by users on Google are displayed
• Not collected any additional personal information beyond what is already public on Google
• Provided transparency about this secondary use of your public data in this Privacy Policy
• Implemented technical safeguards to prevent scraping of private information

TrustIndex.io Privacy:

TrustIndex.io operates as a data processor on our behalf. For information about how TrustIndex handles your data, please review their Privacy Policy at https://www.trustindex.io/privacy.

6. Sharing and Disclosure of Your Information

We do not sell your personal information. We will only share your information as necessary to provide our services, comply with the law, or protect our rights. This may include sharing with:

• Service Providers: Third-party vendors (such as Zoho, Google, and TrustIndex.io) who process data on our behalf, under strict confidentiality and data protection agreements.
• Legal Requirements: Authorities or regulators if required by law, court order, or to protect the rights, property, or safety of CyberJo, our users, or others.

7. 3CX Live Chat, WhatsApp, and Voice Service

When you use the 3CX Live Chat and Voice plugin on our website, we may collect:

• Information you provide in chat or voice interactions (e.g., name, email, message content)
• Chat transcripts and, where applicable, recordings of voice or video calls (for quality assurance, training, and record-keeping)
• Technical data (IP address, browser, device information) to facilitate the session

This data is used exclusively to provide customer support, improve our services, and for internal record-keeping. All data collected via the 3CX service is stored securely on our private 3CX PBX (Private Branch Exchange) system, with appropriate technical and organisational safeguards in place.

WhatsApp Integration via Meta

We have integrated WhatsApp Business messaging into our 3CX platform via Meta's WhatsApp Business API. This allows us to communicate with you through WhatsApp as an additional support and communication channel.

When you interact with us via WhatsApp, we may collect:

• Your WhatsApp phone number and display name
• Message content, including text, images, documents, or other media you send to us
• Chat transcripts for quality assurance, training, and record-keeping purposes
• Metadata associated with the conversation (e.g., message timestamps, delivery and read receipts)

How this data is used and processed:

• Messages sent to and received from you via WhatsApp are routed through Meta's WhatsApp Business API and processed within our 3CX PBX system.
• Your data may be processed by Meta (Facebook Ireland Ltd / Meta Platforms, Inc.) in accordance with Meta's Privacy Policy and WhatsApp's Privacy Policy. We encourage you to review these policies at whatsapp.com/legal/privacy-policy.
• We use WhatsApp communication data solely to respond to your enquiries, provide customer support, and improve our services.
• WhatsApp conversation data is stored securely on our private 3CX system, subject to the same security safeguards described in Section 7.
• We do not use WhatsApp data for advertising or share it with third parties beyond what is necessary to operate the service or comply with legal obligations.

Please note that by initiating contact with us via WhatsApp, you acknowledge that your communications are subject to both this Privacy Policy and Meta's applicable terms and privacy policies. If you do not wish for your data to be processed via Meta's infrastructure, please contact us through an alternative channel (email, phone, or our website contact form).

8. Security of Your Information

We take reasonable, appropriate, and organizational measures to protect your personal information from loss, misuse, unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security, but we strive to use industry best practices to safeguard your data.

9. Your Data Protection Rights (POPIA)

Under POPIA, you have the right to:

• Request access to your personal information
• Request correction, deletion, or destruction of your personal information
• Object to the processing of your personal information
• Lodge a complaint with the Information Regulator

Regarding Google Reviews: If you wish to remove your review from our website, you must modify or delete it directly through your Google Account settings. Changes may take time to reflect on our website due to TrustIndex.io's refresh cycle. If you have concerns about how your data is processed in the reviews widget, please contact our Information Officer.

To exercise these rights, please contact our Information Officer using the details below. We will respond to your request in accordance with applicable law.

10. External Websites

Our website may contain links to external sites not operated by us. We are not responsible for the privacy practices or content of such third-party sites. We encourage you to review their privacy policies before providing any personal information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.

12. How to Contact Us

If you have any questions or concerns about this Privacy Policy, our privacy practices, or your rights under POPIA, please contact our Information Officer:

Jacques Oostenbrink
[email protected]

For formal requests for information in terms of the Promotion of Access to Information Act (PAIA), please refer to our PAIA Manual.

13. Effective Date

This Privacy Policy is effective as of 14 July 2026.