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1. POPIA Compliance Statement

Poseidon Network Systems is committed to protecting the personal information of our clients and their employees in accordance with South Africa's Protection of Personal Information Act (POPIA).

2. Data Collection & Usage

In the course of network setups and cloud migrations, we may collect account information, IP addresses, and basic system telemetry needed to configure, secure, and support your infrastructure. This data is used solely to deliver and maintain the services you've engaged us for.

3. Cloud Security Standards

When administering Google Workspace or Microsoft 365 environments, credentials and user data are handled under the security standards of those platforms, with access limited to what is required to complete the engagement, and Multi-Factor Authentication enforced wherever possible.

4. Data Retention & Destruction

Decommissioned storage drives and local server backups are securely wiped or physically destroyed at end of life, in line with standard data sanitization practices.

5. Your Rights Under POPIA

You may request access to, correction of, or deletion of your personal information held by us, and may object to certain processing, by contacting us using the details below. We will respond within the timeframes required by POPIA.

6. Website Analytics & Cookies

This website uses Google Analytics and Google Tag Manager to understand how visitors use our site, and stores a cookie-consent preference in your browser's local storage. Analytics scripts only load after you accept cookies, or after you interact with the page if you have not made a choice; if you reject cookies, these scripts do not load. See our cookie banner to change your preference at any time.

7. Quote Form & Chat Assistant

When you submit the quote request form, we collect your name, company (optional), email, phone number, stated need, and message, and use it solely to respond to your enquiry. This data is emailed to our sales team and is not sold or shared with third parties. Our website chat assistant sends the text you type to Anthropic, our AI provider, solely to generate a reply; do not include sensitive personal information in chat messages.

8. Free checklists, guides and follow-up emails

When you ask for one of our free checklists, we collect your email address. We also record which checklist you asked for, the page you asked from, whether you ticked the follow-up box, and the date and time.

We use your email address to send you the checklist you asked for. If you tick the box, we also send you two short follow-up emails with practical tips. Follow-up emails are optional and only go out if you tick the box. We never tick it for you.

Every follow-up email has an unsubscribe link. One click stops all further emails. You can also ask us to stop by WhatsApp on 062 788 3650 or by phone on 021 300 8278, or by email to privacy@poseidon-network.com.

If you didn't tick the box, we keep only the internal notice that a checklist was sent. If you did, we keep your email address until you unsubscribe or ask us to delete it. We don't sell or share your email address.

For our free guides, we also ask for your first name and, if you choose to give it, your mobile number, and we record any campaign tags in the link you came from. We use these to email you the guide and to follow up about it by email or WhatsApp, as you agreed on the form. Ask us to stop at any time and we will. We keep these details until you ask us to stop or to delete them.

We send these emails through Resend, an email service provider that may process your email address on servers outside South Africa. We use it only to deliver our emails.

Under the Protection of Personal Information Act (POPIA), you can ask us at any time what information we hold about you, and ask us to correct or delete it. If you're unhappy with how we handle your information, you can complain to the Information Regulator (inforegulator.org.za). Our Information Officer is the owner, reachable at privacy@poseidon-network.com.

9. Data Retention

Quote form submissions and related correspondence are retained only as long as needed to respond to your enquiry and fulfil any resulting engagement, after which they are deleted or anonymised.

10. Contact

Questions about this policy, or requests regarding your personal information, can be directed to Poseidon Network Systems CC, Sea Point, Cape Town, 8005, or via 021 300 8278. Our Information Officer is the owner, reachable at privacy@poseidon-network.com.