This policy explains what personal information we collect about you, why we collect it, who we share it with, how long we keep it, and what rights you have. It applies to our website, our contact and booking forms, and our Partner and Freelancer Programmes. We process personal information in accordance with the Protection of Personal Information Act, 2013 (Act No. 4 of 2013) ("POPIA").
1. Who we are
Ikusasa Digital Transformation (Pty) Ltd ("iDT", "we", "us") is a South African digital agency. For the purposes of POPIA we are the responsible party for the personal information described in this policy.
Our Information Officer is Nhlakanipho Ntuli, contactable at admin@ikusasadigital.co.za.
2. What we collect
We collect different information depending on how you interact with us.
2.1 Website visitors
- IP address, browser type, device type, and pages visited (standard server logs)
- Cookies necessary for the site and portals to function (see section 9)
2.2 Contact and booking enquiries
- Name, email address, phone number
- The subject and content of your message
- Any referral code supplied with your enquiry
- For bookings: your selected service, date, and time
2.3 Partners and Freelancers
If you register for our Partner or Freelancer Programme, we additionally collect:
- Identity: first and last name, ID or passport number
- Contact: email address, mobile number, physical address
- Business: company name and tax number (where supplied)
- Banking: bank name, account number, and branch code, used solely to pay you
- Account: a securely hashed password, your account status, and your unique Partner or Freelancer ID
- Activity: login records, IP address, agreement acceptance records (including IP address, browser user agent and timestamp), referral link activity, and — for Freelancers — hours logged, task descriptions, and payment records
We do not collect special personal information (such as health, religious, or biometric data), and we ask that you do not send it to us.
3. Why we collect it, and on what basis
| Purpose | Legal basis under POPIA |
|---|---|
| Responding to your enquiry or booking | Your consent, and steps toward concluding a contract |
| Assessing and approving a Partner or Freelancer application | Performance of a contract with you |
| Verifying your identity to prevent fraud and duplicate accounts | Our legitimate interests, and legal obligation |
| Calculating and paying commission or fees | Performance of a contract with you |
| Keeping financial, tax, and accounting records | Compliance with a legal obligation |
| Securing our systems and investigating misuse | Our legitimate interests |
| Sending programme updates, tips, and announcements | Your consent (you may opt out at any time) |
4. Is providing your information voluntary?
Supplying your information is voluntary, but some of it is necessary for us to act. If you do not provide the fields marked as required on a form, we cannot respond to your enquiry, process your application, or pay you. Where a field is optional, this is indicated on the form itself.
5. Who we share it with
We do not sell your personal information. We share it only where necessary, with:
- Our hosting provider, which stores the website and its databases on our behalf
- Email delivery services used to send verification, notification, and programme emails
- Booking, form, and live chat tools embedded in our website, which process the details you submit through them
- Content delivery networks that serve fonts and website scripts; these receive your IP address as a technical necessity of loading the page
- Our banking and accounting providers, to make payments and meet our record-keeping duties
- Professional advisors, regulators, or law enforcement, where we are legally required or permitted to disclose
These parties act as operators under POPIA and are required to process your information only on our instruction and to keep it confidential and secure.
6. Cross-border transfers
Some of the service providers described above process data on servers outside South Africa. Where this happens, we take reasonable steps to ensure the recipient is subject to laws, binding agreements, or binding corporate rules that provide an adequate level of protection substantially similar to POPIA, as required by section 72 of POPIA.
7. How long we keep it
| Record | Retention period |
|---|---|
| Contact and booking enquiries | 24 months from your last contact with us |
| Partner and Freelancer account records | For the duration of your participation, then 5 years |
| Signed agreement acceptance records | 5 years after the agreement ends, as evidence of the contract |
| Financial, payment, and tax records | 7 years, as required by the Companies Act 71 of 2008 and tax legislation |
| Login and activity logs | 12 months |
| Login session tokens | 24 hours, after which they expire automatically |
| Marketing consent records | Until you withdraw consent, then a record of the withdrawal |
When a retention period ends, we delete the information or de-identify it so that it can no longer be linked to you.
8. How we protect it
- The website is served over encrypted HTTPS connections
- Passwords are stored only as one-way bcrypt hashes; we never store or can retrieve your actual password
- Portal login sessions use randomly generated tokens, are marked HttpOnly to protect them from scripts, and expire after 24 hours
- Access to portal administration and banking details is restricted to authorised iDT personnel
- Database queries are parameterised and forms are protected against cross-site request forgery
- Account activity is recorded in an audit log so that misuse can be detected and investigated
No system is perfectly secure. If a security compromise affects your personal information, we will notify you and the Information Regulator as required by section 22 of POPIA.
9. Cookies
We use a small number of cookies, all of which are necessary for the site to work. We do not use advertising or cross-site tracking cookies.
| Cookie | Purpose | Lifetime |
|---|---|---|
idt_session / idtf_session | Keeps you logged in to the Partner or Freelancer portal | 24 hours |
idt_ref | Remembers which partner referred you, so they are credited correctly | 30 days |
| WordPress cookies | Session and preference handling for logged-in site administrators | Varies |
You can clear or block cookies in your browser settings, but the portals will not work without their session cookie.
10. Your rights
Under POPIA you have the right to be told what information we hold about you, to have it corrected or deleted, to object to how we use it, and to complain. See our POPIA Notice for a full explanation of these rights and how to exercise them.
11. Information about other people
If you send us someone else's personal information — for example a client you are referring to us — you confirm that you obtained it lawfully and that the person consented to it being shared with us for the purpose of receiving a quotation or service.
12. Children
Our services are not directed at children under 18, and we do not knowingly collect their personal information. If you believe we have, please contact our Information Officer so we can delete it.
13. Changes to this policy
We may update this policy from time to time. The "last updated" date at the top reflects the current version. Where a change materially affects how we use your information, we will notify active Partners and Freelancers directly.
14. Contact us
Information Officer: Nhlakanipho Ntuli
Email: admin@ikusasadigital.co.za
General enquiries: info@ikusasadigital.co.za
Phone: +27 72 105 4356
See also our Terms of Use and POPIA Notice.