What we do with your details.

Elecsys is an engineering company in Cape Town, run by Owen Kleinhans and Brandon Darker. This notice explains what personal information this website collects, why we collect it, who else touches it, and what you can ask us to do about it. It is written to meet the Protection of Personal Information Act 4 of 2013 (POPIA).

The responsible party is Elecsys. Our Information Officer can be reached at info@elecsys.co.za.

The scoping tool (/quote)

When you send a scoped project we receive the details you typed and the selections you made:

• Your name and email address, both required to reply to you.
• Your phone number and company name (optional).
• Your preferred way of being contacted, and the message you wrote.
• The options you picked, the summary they produce, and the reference number generated for the enquiry.

The contact form (/contact)

When you send a message through the contact form we receive your name, your email address, your phone number if you give one, how you would like us to reply, and your message. The email that reaches us also records the IP address it was sent from, which we use only to prevent abuse.

Booking a meeting

When you book a meeting in the ELX/OS calendar we receive your name, your email address, your phone number and a note if you give them, and the time you chose. The booking is created in our Microsoft 365 calendar, which sends you the invitation.

Messages you send us directly

If you contact us on WhatsApp or by email, we hold whatever you send and the address or number you sent it from. WhatsApp messages also pass through WhatsApp itself, under its own terms.

Server logs

Vercel, which hosts the site, records the ordinary technical detail of a web request, IP address, browser user agent, the page requested and the time, to serve the site and to spot abuse.

We do not ask for identity numbers, physical addresses, or any payment or banking detail on this website. We do not buy contact lists, and we do not scrape them.

One purpose: to answer your enquiry, arrange any meeting you book, prepare a quote, and keep a record of what was discussed. Nothing on this site feeds advertising, and we do not sell or rent personal information to anyone.

Under section 11 of POPIA our processing rests on your consent (you choose to fill in the form and press send), on the fact that it is necessary to take steps at your request before entering into a contract, and on our legitimate interest in running the business and keeping the site secure.

The summary is nothing more than a description of the options you picked. It is not a decision made about you, and no automated decision with legal consequences is taken anywhere on this site.

• Resend: email delivery. Your quote or enquiry reaches us as an email, and Resend processes it in transit.
• Vercel: hosting. Serves the site and keeps the server logs described above.
• Microsoft: calendar. A meeting you book is stored in our Microsoft 365 calendar.

All three are operators under POPIA: they process on our instruction and for no purpose of their own, under the data processing terms each of them publishes. Some of that processing happens on servers outside South Africa, which section 72 permits where the recipient is bound by comparable protection.

• Enquiries and quote summaries that go nowhere: 24 months from the last contact, then deleted.
• Records for a project we actually build: for the life of the engagement, and afterwards for as long as South African tax and company law requires us to keep the accounting record of it.
• Server logs: a short technical retention set by Vercel, days rather than months.

You can ask us to delete your enquiry earlier than that, and unless we are legally required to keep it, we will.

This site sets no advertising cookies, no cross-site tracking pixels, and runs no ad network. There is nothing here to consent to, which is why there is no cookie banner.

The scoping tool keeps your answers in your own browser's sessionStorage so that a refresh does not lose your work. That copy stays on your device, it is never read by us until you press send, and the browser discards it when you close the tab. The ELX/OS environment uses the same storage for one thing: a flag remembering that you have already watched the boot sequence, so it does not replay.

The site is served over HTTPS. API keys and mail credentials live only on the server, never in the browser. The quote API re-builds every summary on the server and never trusts what a page sends it. We hold no payment data at all, because we take none through this website.

No system is perfect. If something does go wrong with personal information in our hands, POPIA requires us to notify you and the Information Regulator, and we will.

POPIA gives you the following rights over the information we hold about you:

• Access: to be told whether we hold information about you, and to be given a record of it (sections 23 and 24).
• Correction: to have information that is inaccurate, irrelevant, excessive, out of date, incomplete or misleading corrected.
• Deletion: to have information destroyed or deleted where we no longer have the authority to keep it.
• Objection: to object, on reasonable grounds, to processing we base on legitimate interest.
• Withdrawal of consent: at any time, without affecting anything lawfully done before you withdrew it.
• Complaint: to complain to the Information Regulator, and to institute civil proceedings.

Email info@elecsys.co.za with “POPIA request” in the subject line. Tell us what you want and give us enough to find you: the email address you used, or the quote reference from your summary. We will confirm receipt and come back to you within the period the law allows. Formal access requests run through the procedure in the Promotion of Access to Information Act, and the Information Regulator publishes the prescribed forms.

We do not charge for a correction or a deletion. A formal access request may attract the fee prescribed by regulation, and we will tell you before any fee applies.

If you are not satisfied with how we handled your information or your request, you can complain to the Information Regulator (South Africa), the body that enforces POPIA. Its website is inforegulator.org.za.

When this notice changes materially we update the date at the top and, where the change affects an enquiry you have already sent us, we tell you directly. The version you are reading was last updated on 2 October 2026.