INTRODUCTION
At System Five (Pty) Ltd. (“System 5”, “we”, “us”), we respect your privacy and are committed to protecting the personal information you provide to us. This Privacy Policy outlines how we collect, use, share, and protect your personal data, and details your rights concerning the data we collect.
This policy applies to personal data collected via our Online Services (websites, mobile applications, and other online platforms) and offline channels, including interactions via email, phone, and other means.
By using our Online Services, you consent to the collection and use of information by System 5. If our privacy policy changes, we will update this page so that you are always aware of what information we collect, how we use it, and under what circumstances we disclose it.
PERSONAL DATA WE COLLECT
Personal data refers to any information that can identify you directly or indirectly. Depending on your interactions with us, we may collect the following types of personal data:
- Full name;
- Email address;
- Postal address;
- Phone number;
- Login credentials and account details;
- Gender;
- Social media account information.
Additionally, we may collect non-identifying data such as browser details, device information, website usage statistics, IP addresses, marketing preferences, geographical location, language preferences, and anonymized data via cookies and similar technologies. If this data is linked to your personal data, it will be treated as personal data.
You may decline to provide certain personal information, but doing so may limit our ability to deliver services, provide access to our Online Services, or perform necessary administrative tasks.
SENSITIVE PERSONAL DATA
We do not intentionally collect sensitive data such as health information, religious beliefs, political opinions, racial background, or sexual orientation. We kindly ask that you refrain from submitting such data to us.
HOW WE COLLECT YOUR PERSONAL DATA
System 5 collects personal data through various methods, including:
- Direct interactions: When you engage with us via our Online Services, register for our events, or request services, we collect data during account setup, order processing, and service delivery.
- Communication: Data is collected when you reach out for inquiries, provide feedback, or apply for jobs with us.
- Third-party sources: We may receive personal data from third-party platforms, such as public databases, business partners, or social media channels.
- Automatic collection: Through our Online Services, we, and third-party service providers, may automatically collect data using cookies and similar technologies.
LEGAL GROUNDS FOR PROCESSING YOUR PERSONAL DATA
We process your personal data under the following conditions:
- Legitimate interests: We may process your data for our legitimate business operations, such as marketing, customer support, and improving our products.
- Legal obligations: We may process your personal data to comply with regulatory requirements.
- Vital interests: In certain cases, we may process your data to protect essential individual interests.
- Consent: We will obtain your consent to process your data where required by law.
HOW WE USE YOUR PERSONAL DATA
We use the personal data we collect for a range of purposes, including:
- Service delivery: To improve our services, process your orders, manage accounts, and send administrative updates.
- Client feedback: To send surveys assessing your satisfaction and enhance our offerings.
- Marketing: To send you promotional communications, including offers, event invitations, and updates. You can opt-out of marketing communications at any time.
- Business operations: To analyze usage patterns and ensure the smooth operation of our Online Services.
MOBILE APP USE
For certain features to function correctly, we may access data stored with third parties, such as contacts in your Google Contacts list. These actions are executed entirely on your device, with no data sent to us. For example, when integrating with Google Contacts, our product needs permission to access and manage your contacts on your device for functionality like displaying names, phone numbers, and email addresses.
Content Collection
We may collect content from communications, including messages, documents, photos, and other files you share via our services, as necessary to fulfill your requests.
Push Notifications
Our apps use notification services to inform you about calls, messages, and updates. These notifications are managed by third-party providers, and you can disable notifications through your device settings.
SHARING YOUR PERSONAL DATA
We may share your personal data in the following situations:
- With affiliates: For operational and service delivery purposes.
- With third-party partners: Including co-branded services, joint marketing efforts, and service providers like order processors and email delivery platforms.
- For legal compliance: To fulfill our legal obligations or protect our rights.
- In business transactions: If we undergo a merger, acquisition, or asset sale, your data may be transferred.
- For other legal reasons: As required by law or to safeguard the security of System 5, its customers, or the public.
Any third parties with whom we share personal data are contractually bound to ensure its protection and to use it solely for the purpose it was shared.
DATA SECURITY
We take the security of your personal data seriously. We employ physical, administrative, and technical safeguards to protect it from unauthorized access, loss, or alteration. We also require our third-party service providers to follow similar security protocols.
COOKIES AND SIMILAR TECHNOLOGIES
System 5 uses cookies and related technologies to enhance your experience with our Online Services. These tools help us track browsing activity, store preferences, authenticate users, and analyze website performance. You can manage cookie settings through your browser or device preferences.
For more information about how we use cookies and how to disable them, please refer to our Cookies Policy.
THIRD-PARTY WEBSITES
Our website may contain links to third-party sites. These sites are governed by their own privacy policies, and we are not responsible for the practices or content of those sites. We recommend that you review the privacy policies of any third-party websites you visit.
Our Online Services may contain links to external websites and applications that are not operated by us. We are not responsible for the privacy practices of these third parties, and we encourage you to review their privacy policies before sharing any personal information.
DIRECT MARKETING
We may send you promotional communications about our services and products. You can opt out of these communications at any time by following the unsubscribe instructions in each message or contacting us directly at This email address is being protected from spambots. You need JavaScript enabled to view it..
Even if you opt out of marketing communications, we may still send you important administrative messages related to your use of our services.
DATA RETENTION
We retain your personal data for as long as necessary to fulfill the purposes for which it was collected or as required by law. The retention period may vary based on factors like legal requirements, business needs, and contractual obligations.
CHANGES TO THIS PRIVACY POLICY
We reserve the right to amend this Privacy Policy at any time by publishing an updated version on our website. If we make material changes, we will notify you by updating the “last modified” section at the bottom of this document. We recommend that you periodically review this Privacy Policy to stay informed about how we protect your information.
CONTACT US
If you have any questions or concerns about how we handle your personal data or wish to exercise your rights under applicable data protection laws, please contact us at:
System Five (Pty) Ltd.
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Phone: +27 11 317 7120
Address:
Block 6, Stratford Office Park
Corner Cedar and Valley Road
Broadacres, 2055
South Africa
Last updated: 7 May 2025