Privacy Policy

Klareo (Pty) Ltd (“Klareo”, “we”, “our”, or “us”) is committed to protecting the privacy and personal information of our clients, website visitors, workshop participants, and all individuals who interact with our business.

This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and related South African legislation.

By using our website (klareo.co.za), registering for our workshops, using our free tools, or otherwise engaging with Klareo, you acknowledge that you have read and understood this Privacy Policy.

We collect personal information that is necessary for the purposes outlined in this policy.

2.1 Information You Provide Directly

• Contact details: full name, email address, phone number, job title, company name
• Workshop registration data: dietary requirements, accessibility needs, preferred session dates
• Discovery call bookings: name, email, company, and any information you share during the call
• Enquiry and contact form submissions: any details you provide when contacting us
• Invoice and billing information: company name, VAT number, billing address, purchase order numbers

2.2 Information Collected Automatically

• Website usage data: pages visited, time spent, referring URLs, browser type, device type
• Cookies and analytics: we use analytics tools to understand website traffic and improve our services
• Tool usage data: when you use our free tools (AI Productivity Score, Smart Meeting Summariser, AI ROI Calculator), we may collect anonymised usage data to improve the tools

2.3 Information We Do Not Collect

We do not collect or process special personal information as defined in POPIA (such as race, political persuasion, health information, sexual orientation, biometric data, or criminal behaviour) unless specifically and voluntarily provided by you and with your explicit consent.

We process your personal information for the following specific, explicitly defined, and lawful purposes:

• To respond to enquiries and provide information about our services
• To register and administer workshop bookings
• To deliver AI training workshops and related services
• To issue invoices and process payments
• To send you relevant communications about our services (with your consent)
• To improve our website, tools, and service offerings
• To comply with legal and regulatory obligations
• To maintain our business records as required by law

We will not process your personal information for any purpose other than those stated above without your prior consent, unless required or permitted by law.

We process personal information on one or more of the following legal bases as provided for in POPIA:

• Consent: where you have given us clear consent to process your personal information for a specific purpose
• Contract: where processing is necessary to fulfil a contract with you or to take steps at your request before entering into a contract
• Legal obligation: where processing is necessary for us to comply with the law (e.g., tax records, SARS requirements)
• Legitimate interest: where processing is necessary for our legitimate business interests, provided those interests do not override your rights

We take reasonable technical and organisational measures to secure your personal information against loss, unauthorised access, alteration, or destruction. These measures include:

• Secure hosting of our website and data on reputable cloud platforms
• Access controls limiting who within Klareo can view personal information
• Encryption of data in transit (SSL/TLS on our website)
• Regular review of our data security practices

While we take all reasonable steps to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but are committed to maintaining appropriate safeguards.

We do not sell, rent, or trade your personal information to any third party.

We may share your personal information with the following categories of third parties, only to the extent necessary:

• Service providers: hosting providers, email platforms, analytics tools, booking systems, and payment processors that help us operate our business
• Professional advisors: our accountants, lawyers, or auditors where necessary
• Regulatory authorities: where required by law (e.g., SARS, the Information Regulator)

Where we share personal information with third-party service providers, we ensure that appropriate agreements are in place to protect your information in accordance with POPIA.

We retain personal information only for as long as is necessary for the purpose for which it was collected, or as required by applicable law. Our general retention periods are:

• Client and workshop records: 7 years (in line with tax and accounting requirements)
• Marketing consent records: for as long as consent remains active, plus 1 year after withdrawal
• Website analytics data: 26 months (standard analytics retention)
• Enquiry and contact form data: 2 years from date of last interaction, unless a business relationship is established

When personal information is no longer required, we will securely delete or anonymise it.

As a data subject under POPIA, you have the following rights:

• Right to access: you may request confirmation of whether we hold personal information about you and request access to that information
• Right to correction: you may request that we correct or update any inaccurate personal information
• Right to deletion: you may request that we delete your personal information where it is no longer necessary for the purpose it was collected, subject to any legal obligations to retain it
• Right to object: you may object to the processing of your personal information on reasonable grounds
• Right to withdraw consent: where processing is based on consent, you may withdraw that consent at any time
• Right to lodge a complaint: you have the right to lodge a complaint with the Information Regulator if you believe your rights have been infringed

To exercise any of these rights, please contact us at privacy@klareo.co.za. We will respond to your request within a reasonable time and in any event within 30 days.

Our website uses cookies to improve your browsing experience and to collect anonymised usage data. Cookies are small text files stored on your device when you visit our website.

We use the following types of cookies:

• Essential cookies: required for the website to function properly
• Analytics cookies: help us understand how visitors use our website so we can improve it

You can control cookie settings through your browser. Disabling certain cookies may affect the functionality of our website. We do not use cookies for advertising or to track you across other websites.

Klareo offers free tools on our website, including the AI Productivity Score, Smart Meeting Summariser, and AI ROI Calculator. When using these tools:

• Data you input into these tools is processed to generate your results and is not stored by Klareo unless you explicitly choose to save or share your results
• We do not use data entered into our tools to train AI models or for any purpose other than delivering your results
• Anonymised, aggregated usage data (such as how many times a tool is used) may be collected to help us improve our tools
• We recommend that you do not enter sensitive or confidential business information into any free online tool

We will only send you direct marketing communications (such as newsletters, workshop announcements, or service updates) where you have given us your prior consent to do so, in accordance with Section 69 of POPIA.

Every marketing communication will include a clear and easy option to unsubscribe. If you opt out, we will stop sending you marketing communications promptly, though we may still contact you for transactional or service-related purposes.

Our website is hosted and some of our service providers operate outside of South Africa. Where your personal information is transferred outside of South Africa, we ensure that:

• The recipient is subject to a law, binding agreement, or binding corporate rules that provide an adequate level of protection as contemplated in Section 72 of POPIA
• You have consented to the transfer
• The transfer is necessary for the performance of a contract between you and Klareo

Our services are directed at businesses and professionals. We do not knowingly collect personal information from children under the age of 18. If we become aware that we have inadvertently collected information from a child, we will delete it promptly.

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. The updated policy will be posted on our website with the revised date. We encourage you to review this policy periodically.

Material changes will be communicated via our website or by email where appropriate.

If you are not satisfied with our response to any complaint or concern regarding your personal information, you have the right to lodge a complaint with the Information Regulator:

For any questions, concerns, or requests relating to this Privacy Policy or our handling of your personal information, please contact: