Privacy Policy

1. Introduction

MATR Solutions (Pty) Ltd (“MATR”, “we”, “us”, or “our”) is an AI automation agency based in Cape Town, South Africa. We are committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA).

This Privacy Policy explains what personal information we collect, how we use it, where it is stored, and what rights you have regarding your data.

2. Information We Collect

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

• Full name
• Email address
• Phone number
• Business name and industry description
• Preferred appointment date and time
• Conversation content and AI-generated conversation summaries
• Source channel (automatically recorded)

3. How We Collect Your Information

We collect personal information through the following channels:

• Website chat widget — when you interact with our AI agent on matrsolutions.co.za
• Discovery calls — during consultations about your business needs
• Email and phone — when you contact us directly

4. How We Use Your Information

We use your personal information for the following purposes:

• Responding to your enquiries and providing information about our services
• Qualifying leads and understanding your business needs
• Booking and managing discovery calls
• Delivering and maintaining our automation services
• Sending confirmation emails for scheduled appointments
• Improving our services and AI systems

5. Data Storage and Third-Party Services

We use trusted third-party service providers to help us operate our business, including providers for CRM and data management, workflow automation, AI-powered conversation processing, calendar and email management, and website hosting. These providers may store or process your personal information on our behalf.

Some of these service providers are based outside of South Africa, primarily in the United States and European Union. In accordance with Section 72 of POPIA, we ensure that these providers maintain appropriate data protection measures through their own privacy policies and data processing agreements.

We do not sell, rent, or trade your personal information to any third parties for marketing purposes.

6. Data Retention

We retain your personal information only for as long as necessary:

• Lead data — retained for up to 12 months if you do not become a client, after which it is archived or deleted
• Client data — retained for the duration of our engagement plus 12 months, unless a longer period is required by law

7. Your Rights Under POPIA

As a data subject under POPIA, you have the right to:

• Access — request a copy of the personal information we hold about you
• Correction — request that we correct or update inaccurate information
• Deletion — request that we delete your personal information, subject to legal obligations
• Object — object to the processing of your personal information
• Complaint — lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, please contact our Information Officer using the details below. We will respond to your request as soon as reasonably practicable.

8. Data Security

We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, or misuse. However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

9. 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 indicates when the policy was last revised. We encourage you to review this page periodically.

10. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights under POPIA, please contact our Information Officer: