Privacy Policy

Teratio (“Teratio”, “we”, “us” or “our”) respects the privacy of its clients, prospective clients, website visitors, authorised client representatives and users of Teratio services.

This Privacy Policy explains how Teratio collects, uses, stores, shares and protects personal information when you interact with our website, request our services, become a client, use a Teratio client portal, communicate with us or otherwise engage with our business.

Teratio processes personal information in accordance with applicable South African law, including the Protection of Personal Information Act, 2013 (“POPIA”).

Depending on how you interact with Teratio, we may collect the following categories of information:

• Identity information: your name, surname and other information needed to identify an authorised contact.
• Contact information: email address, telephone number, company name, role and business address.
• Enquiry information: information submitted through consultation, contact or enquiry forms.
• Client information: company details, authorised contacts, project ownership and relationship information.
• Commercial information: quotations, proposals, invoices, payment records, payment schedules and service agreements.
• Project information: requirements, files, approvals, feedback, project communications, change requests and support requests.
• Account information: information required to provision and administer authorised access to a Teratio client portal.
• Technical information: such as IP address, browser, device and website usage information where collected by our website or service providers.
• Communication records: relevant email, project, billing and support correspondence.

We may collect personal information when you:

• visit or interact with our website;
• submit an enquiry or request a consultation;
• request, receive or accept a quotation or proposal;
• become a Teratio client or authorised client contact;
• make or arrange a payment;
• communicate with us by email or another agreed channel;
• use a Teratio client portal;
• submit a support request; or
• otherwise interact with our products or services.

We may also receive information from authorised representatives of your organisation and from service providers involved in delivering our services.

Teratio may process personal information for purposes including:

• responding to enquiries and consultation requests;
• preparing estimates, quotations and proposals;
• communicating with prospective and existing clients;
• creating and managing client records and authorised user accounts;
• delivering technology projects and services;
• managing requirements, approvals, change requests and project communications;
• issuing invoices and reconciling payments;
• providing technical support and ongoing services;
• administering subscriptions and recurring services;
• maintaining the security and integrity of our systems;
• preventing fraud, misuse or unauthorised access;
• maintaining appropriate business, financial and audit records;
• complying with legal and regulatory obligations;
• improving our services and internal operations; and
• communicating relevant Teratio services where permitted by law.

We will not intentionally process personal information in a manner incompatible with the purpose for which it was collected unless permitted or required by law.

Certain clients may receive access to a Teratio client portal. Portal access is provisioned to authorised client contacts and is associated with the relevant client organisation.

The portal may provide access to project information, approvals, support, billing, documents, messages and services relevant to that client. Teratio applies access controls intended to prevent one client from viewing another client's records or Teratio's sensitive internal commercial and operational information.

Users are responsible for keeping their login credentials confidential and for notifying Teratio promptly if they suspect unauthorised access or compromise.

Teratio does not sell personal information.

We may share personal information with service providers where reasonably necessary to operate our business or provide our services. These may include providers of:

• cloud hosting and infrastructure;
• databases and data storage;
• email and communication services;
• payment processing;
• analytics and monitoring;
• development and deployment infrastructure;
• domain and hosting services; and
• other technology services required for delivery.

We may also disclose information where required by law, a court, a competent regulatory authority, or where reasonably necessary to protect legal rights, investigate security incidents or protect our systems and users.

Where a third party processes personal information on our behalf, Teratio will take reasonable steps appropriate to the relationship and applicable law to protect that information.

Some technology service providers used by Teratio may process or store information outside South Africa.

Where personal information is transferred across borders, Teratio will take appropriate steps required by applicable law in relation to that transfer.

Teratio takes reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Measures may include controlled user provisioning, server-side access controls, client-data isolation, access revalidation, audit records, secure credentials, monitoring and appropriate incident-response processes.

No internet-connected system can guarantee absolute security. Users should also take reasonable precautions to protect credentials, devices and accounts under their control.

Teratio retains personal information only for as long as reasonably necessary for the purpose for which it was collected, to maintain legitimate business records, resolve disputes, enforce agreements or comply with legal, tax, accounting and regulatory obligations.

Some information may need to be retained after a client relationship or user access ends, including financial records, agreements, approvals, audit history, security records and relevant project history.

Where information is no longer required and there is no lawful basis for continued retention, it may be deleted, destroyed, anonymised or otherwise handled in accordance with applicable requirements.

Subject to POPIA and other applicable law, you may have the right to:

• request confirmation of whether Teratio holds personal information about you;
• request access to personal information held about you;
• request correction or updating of inaccurate or incomplete information;
• request deletion or destruction where legally applicable;
• object to certain processing;
• object to or opt out of direct marketing where applicable; and
• lodge a complaint with the Information Regulator.

Certain records cannot necessarily be deleted immediately where Teratio has a legal obligation or another lawful basis to retain them.

Where Teratio sends electronic marketing communications, recipients may opt out using the method provided in the communication or by contacting Teratio.

Opting out of marketing does not prevent Teratio from sending necessary project, account, billing, security, support or service communications.

Teratio's website may use cookies or similar technologies for website functionality, security, preferences and analytics.

Where consent is required for non-essential tracking technologies, Teratio will use an appropriate consent mechanism. Browser settings may also allow users to restrict or delete cookies, although doing so may affect certain website functionality.

Our website or services may contain links to or integrations with third-party websites and services. Teratio does not control the independent privacy practices of those third parties. Their own privacy notices and terms apply when you interact directly with them.

Teratio may build or maintain systems for clients that process personal information belonging to the client's customers, patients, users, staff or other data subjects. In those circumstances, the allocation of privacy responsibilities will depend on the relevant project and applicable law.

Where Teratio processes personal information on a client's instructions as an operator or service provider, the client remains responsible for ensuring that it has an appropriate lawful basis for the information it instructs Teratio to process. Additional data-processing terms may be agreed where required.

If Teratio becomes aware of a material security incident affecting personal information under its control, Teratio will investigate, contain and respond to the incident and will take notification or other steps where required by applicable law.

Teratio's general business website and client services are not intended to collect children's personal information directly unless this is necessary for a specific client project and the processing has an appropriate lawful basis and safeguards.

Teratio may update this Privacy Policy from time to time to reflect changes in its services, technology, business practices or legal obligations.

The current version will be published on the Teratio website with its effective date. Material changes may also be communicated through an appropriate channel where reasonably necessary.

Privacy enquiries, requests for access or correction, objections and other privacy-related requests may be submitted using Teratio's published contact details.

Information Officer

Lunga Nqaba Petse

Privacy / Information Officer Email

support@teratio.co.za

Legal Entity Name

Teratio (Pty) Ltd

Registration Number

2026/57914/07

Physical / Registered Address

22 Century Blvd, Riversands, Johannesburg, South Africa, 1684