Privacy Policy | Manta X

1. Who we are (responsible party)

Manta X is a digital marketing agency registered and operating in Pretoria, South Africa.

Trading name: Manta X
Website: mantax.co.za
Email: info@mantax.co.za
Phone: +27 84 046 2361 / +27 66 286 6144
Information Officer: Eric Baird
Information Officer contact: info@mantax.co.za

This Privacy Policy governs how Manta X collects, uses, stores, and protects personal information in compliance with the Protection of Personal Information Act, 4 of 2013 (POPIA) and associated Regulations.

2. What personal information we collect

We may collect the following categories of personal information when you interact with us:

Contact and identity information

Full name
Email address
Phone number
Company name and job title (when provided)

Assessment data

AI Readiness Assessment responses and scores
Self-reported business information submitted through our tools

Website and analytics data

IP address (anonymised where possible)
Browser type and device information
Pages visited and time on site
Cookie and session data (see our Cookie Policy for full details)

Communication data

Enquiry content submitted via contact forms
Email communication history
Notes from consultation calls (where relevant)

We do not collect sensitive personal information (as defined in POPIA Section 26) unless explicitly required and consented to.

3. Why we collect it (purpose of processing)

We collect and process personal information for the following purposes:

To respond to your enquiry, when you contact us via a form, email, or phone, we use your details to follow up
To deliver requested services, including assessments, reports, quotes, strategies, and consultation notes shared with you
To send marketing communications, only where you have given explicit consent (opt-in). These include newsletters, insights, and service updates
To improve our services, aggregate analytics help us understand how our website and tools perform
To comply with legal obligations, including tax records and contractual obligations with clients
To protect our legitimate interests, including responding to legal claims or disputes

We will not use your personal information for any purpose not listed here without notifying you and obtaining consent where required.

4. Legal basis for processing

We process personal information under the following lawful grounds (POPIA Section 11):

Consent: form submissions with explicit opt-in. Marketing email subscriptions.
Contractual necessity: processing required to deliver services to paying clients.
Legitimate interests: communicating with existing clients. Internal analytics for service improvement.
Legal obligation: retaining financial records as required by South African tax law.

Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing prior to withdrawal.

5. How long we keep your information (retention periods)

Lead and enquiry data: 24 months from last interaction, unless consent is renewed.
Active client data: duration of engagement plus 5 years (tax and legal compliance).
Website analytics: 26 months.
Unsubscribed or opted-out contact data: indefinitely on suppression list (to ensure no further contact).

Once the retention period expires, we will securely delete or anonymise your data.

6. Who we share your information with

We do not sell, rent, or share your personal information with third parties for marketing purposes.

We may share data in the following limited circumstances:

Service providers: we use trusted third-party platforms (such as email delivery services, website hosting, and analytics tools) who process data on our behalf under strict data processing agreements. Current providers include Netlify (hosting) and Google Workspace (email and document management).
Legal requirement: we may disclose personal information where required by law, court order, or regulatory authority.
Business transfer: in the event of a merger, acquisition, or sale of assets, personal information may be transferred. You will be notified in advance.

All third-party service providers are required to maintain appropriate security measures and may only use your data for the purposes we specify.

7. Your rights under POPIA

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

Right to access: you may request a copy of the personal information we hold about you.
Right to correction: you may request that inaccurate or incomplete information be corrected.
Right to deletion: you may request that your personal information be deleted (subject to legal retention requirements).
Right to object: you may object to the processing of your personal information.
Right to withdraw consent: you may withdraw marketing consent at any time without penalty.
Right to complain: you may lodge a complaint with the Information Regulator of South Africa.

8. How to exercise your rights

To exercise any of the above rights:

Email us at info@mantax.co.za with the subject line: Data Request
Include your full name and the nature of your request
We will acknowledge your request within 5 business days and respond fully within 30 days

For straightforward requests (for example, unsubscribe from marketing), you may also click the unsubscribe link in any of our marketing emails or reply with "STOP" to any outreach email.

9. Data security measures

We take reasonable and appropriate technical and organisational measures to protect your personal information:

Encryption in transit: all data transmitted to and from mantax.co.za is encrypted via HTTPS / TLS.
Secure hosting: our website and tools are hosted on Netlify, which maintains SOC 2 compliance and industry-standard security controls.
Access control: personal information is accessible only to authorised Manta X personnel who require it to perform their duties.
Email security: business email is managed through Google Workspace with two-factor authentication enabled.
Data minimisation: we collect only the minimum personal information required for the stated purpose.

While we implement strong security practices, no system is completely immune to risk. In the event of a data breach that poses a risk to data subjects, we will notify affected individuals and the Information Regulator in accordance with POPIA requirements.

10. Cookies

We use cookies on mantax.co.za to support site functionality and analytics. For full details on how we use cookies and how to manage your preferences, please see our Cookie Policy.

11. Children's privacy

Our services are directed at businesses and professionals. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently collected such information, please contact us immediately at info@mantax.co.za.

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top of this page will always reflect the most recent revision. Material changes will be communicated via email to active contacts where feasible.

13. Contact for complaints and data requests

Information Officer:
Eric Baird
info@mantax.co.za
+27 84 046 2361

Information Regulator of South Africa:
Website: www.justice.gov.za/inforeg/
Email: complaints.IR@justice.gov.za
Phone: 010 023 5200

You have the right to lodge a complaint with the Information Regulator if you believe we have not handled your personal information in accordance with POPIA. We encourage you to contact us first so we can resolve the matter directly.