Legal

Privacy Policy

Last updated: March 2026

1. Who we are

SystemsFarm (Pty) Ltd ("SystemsFarm", "we", "us") is a South African company providing AI agent deployment and managed services. We are registered in South Africa and operate in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

Our Information Officer can be contacted at: privacy@systemsfarm.co.za

2. Information we collect

We collect personal information only when necessary to provide our services or respond to your enquiries. This may include:

  • Contact information (name, email address, phone number)
  • Business information (company name, industry, role)
  • Communications with us (emails, enquiry forms, discovery call notes)
  • Technical information (IP address, browser type, pages visited — collected via analytics)
  • Information you provide to your deployed AI agent (processed on your behalf)

3. How we use your information

We use your personal information to:

  • Provide and improve our AI agent services
  • Respond to enquiries and support requests
  • Send service-related communications (not marketing, unless you opt in)
  • Process payments and manage your subscription
  • Comply with legal obligations

We do not sell your personal information to third parties. We do not use your data to train AI models.

4. Data processing for AI agent clients

When we deploy an AI agent for your business, we act as an operator processing personal information on your behalf. You remain the responsible party under POPIA.

We process only the information necessary to operate your agent. Your data is not shared with other clients, used for training, or retained beyond the term of your subscription (except where required by law).

A full Data Processing Agreement (DPA) is provided with every deployment. If you require a copy before signing, contact us at hello@systemsfarm.co.za.

5. Where your data is stored

Your data is processed and stored in South Africa or within jurisdictions that provide an adequate level of protection as recognised under POPIA. We use enterprise-grade AI infrastructure providers that comply with applicable data protection laws.

6. How long we keep your data

  • Active clients: For the duration of the subscription plus 12 months
  • Enquiries (non-clients): 12 months from last contact
  • Financial records: 5 years as required by South African law

On cancellation, your client-specific agent knowledge base is exported and provided to you. Copies held by SystemsFarm are deleted within 30 days.

7. Your rights under POPIA

You have the right to:

  • Request access to your personal information
  • Request correction of inaccurate information
  • Request deletion of your information (subject to legal retention requirements)
  • Object to the processing of your information
  • Lodge a complaint with the Information Regulator (South Africa)

To exercise any of these rights, contact: privacy@systemsfarm.co.za

8. Cookies and analytics

Our website uses cookies and analytics tools to understand how visitors use the site. This helps us improve our content and services. You can disable cookies in your browser settings. We do not use tracking for advertising purposes.

9. Changes to this policy

We may update this policy from time to time. Material changes will be communicated to active clients by email. The current version is always available at systemsfarm.co.za/privacy.

10. Contact

SystemsFarm (Pty) Ltd
South Africa
Email: privacy@systemsfarm.co.za

Information Regulator (South Africa): inforegulator.org.za