Privacy Policy

Last updated: 14 September 2026

VexBot AI ("VexBot", "we", "us", or "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the rights you have over your information.

This policy applies to visitors of our website (vexbot.co.za), users of our AI chat assistant, and clients of our services.

1. Who We Are

VexBot AI is the party responsible for determining the purpose and means of processing personal information collected through this website and our chat assistant, as contemplated under POPIA.

2. Information We Collect

When you interact with our website or chat with our AI assistant, we may collect:

• Contact details — your name, email address, and phone number
• Enquiry details — the nature of your enquiry, business type, and any information you choose to share with our AI assistant during a conversation
• Technical information — basic data such as browser type and general usage of our website, where applicable

We only collect information that you voluntarily provide to us through our website or chat assistant. We do not collect special personal information (such as health, religious, or biometric data) through our chat assistant.

3. How We Use Your Information

We process your personal information for the following purposes:

• To respond to your enquiries and provide you with a quote or demo
• To contact you regarding our products and services
• To deliver, maintain, and improve the services you have requested
• To send you relevant updates about your enquiry or engagement with us
• To comply with our legal and regulatory obligations

We process your information on the basis of your consent, given when you submit your details through our chat assistant or contact us directly, and/or because processing is necessary to take steps at your request prior to entering into an agreement with us.

4. How We Share Your Information

We do not sell your personal information. We may share your information with the following categories of third parties, strictly to operate our services:

• Chat platform providers (e.g. Typebot) — used to power our AI chat assistant
• Notification services (e.g. Telegram) — used to alert our team when a new enquiry is received
• Hosting and infrastructure providers — used to host our website and store enquiry data

Some of these service providers may process data on servers located outside of South Africa. Where this occurs, we take reasonable steps to ensure that any such transfer complies with the cross-border transfer requirements of POPIA, including ensuring the recipient is subject to adequate data protection obligations.

5. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this policy, including any period required to comply with legal, accounting, or reporting requirements. Where you have not engaged us further after an initial enquiry, we will retain your details for a reasonable period to follow up, after which they will be deleted or anonymised.

6. Security of Your Information

We take reasonable technical and organisational measures to protect your personal information against loss, unauthorised access, alteration, or disclosure, in line with our obligations under POPIA. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Your Rights Under POPIA

As a data subject, you have the right to:

• Be notified that your personal information is being collected
• Access the personal information we hold about you
• Request correction or deletion of your personal information
• Object to the processing of your personal information
• Withdraw your consent at any time, where processing is based on consent
• Lodge a complaint with the Information Regulator if you believe your information has been processed unlawfully

To exercise any of these rights, please contact us at vexbot.co.za@gmail.com.

8. Complaints to the Information Regulator

If you are unsatisfied with how we have handled your personal information, you have the right to lodge a complaint with South Africa's Information Regulator:

9. Cookies

Our website may use basic cookies or similar technologies necessary for the website and chat assistant to function correctly. We do not currently use cookies for advertising or cross-site tracking purposes. Should this change, we will update this policy accordingly.

10. 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 indicate when this policy was last revised. We encourage you to review this page periodically.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us at vexbot.co.za@gmail.com or +27 71 821 3564.

This Privacy Policy is provided as a general guide to POPIA compliance and does not constitute legal advice. We recommend having this policy reviewed by a qualified South African attorney to ensure it fully reflects your specific business practices and legal obligations.