This notice explains how we process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA). It applies to connect.youknow.co.za, including the contact form on the Contact page and on each service page.
01Who we are
YOUKNOW Connect is a division of YOUKNOW Technologies (Pty) Ltd (registration number 2013/222699/07), which is the responsible party for your personal information.
Physical address: Unit 205, Second Floor, The Village Square, cnr Oxford & Queen Street, Durbanville, Western Cape, 7550, South Africa.
02Our Information Officer
Our Information Officer is Kelvin Jonck. For any question about this notice, or to exercise any of your rights below, email theteam@youknow.co.za.
03What we collect
When you send us a note, we collect:
- your first and last name
- your work email address
- your company name, if you give it
- the topics you pick and the message you write
- your consent to this notice, with the date and time you gave it
- which page you sent it from and, if a link with campaign tags brought you to the site, those tags (your browser keeps them only until you close the tab)
Alongside the form, we record the page you sent it from, your IP address and, if you've accepted HubSpot's cookies, the HubSpot cookie that links the enquiry to the pages you viewed before it.
When you browse the site, our analytics tool records the pages you view, the links and buttons you click, your device and browser type, your approximate location (country or city, derived from your IP address) and a random device identifier. It also makes a recording of your visit (a session replay) showing how the pages looked and how you scrolled, moved and clicked through them, so we can see where the site is confusing or broken. It never records what you type into the form: anything typed is hidden in your browser before the recording is sent.
If you accept cookies in the banner shown on your first visit, HubSpot also records the pages you view and how you found the site (for example a search engine or a campaign link), using a cookie in your browser. If you then send us a note, that history is linked to your enquiry, so we know what you were reading. If you decline, HubSpot doesn't set these cookies.
We don't ask for special personal information (such as health, religion or biometrics) and we don't knowingly collect information about children. Please don't include it in your message.
04Why we collect it
- To reply to your enquiry and, if you want to work with us, to follow up. We rely on your consent and on our legitimate interest in responding to people who contact us.
- To keep the form free of spam and abuse, using automated checks on each submission. This is in our legitimate interest and yours.
- To understand how the site is used and improve it. This is in our legitimate interest, and the data is used in aggregate.
- To know which pages lead to enquiries, using HubSpot's cookies. We rely on your consent, which you can change at any time under Cookie settings at the bottom of every page.
We won't add you to a marketing list or newsletter because you sent us a note, and we never sell your personal information.
05Who we share it with
We use a small number of service providers (operators, in POPIA terms) who process information on our behalf, under written agreements that require them to keep it secure and use it only for our instructions:
- HubSpot, our customer relationship management system, which stores your enquiry and, if you accept its cookies, the pages you viewed.
- Cloudflare, which hosts this site, forwards form submissions and runs our spam check.
- Amplitude, our website analytics and session replay tool.
Your enquiry is seen only by the YOUKNOW team members who need it to respond. We'll only disclose your information to anyone else if the law requires it.
06Sending information outside South Africa
HubSpot stores data in the European Union, Amplitude stores data in the United States, and Cloudflare operates a global network. Where personal information leaves South Africa, we rely on these providers' data processing agreements, which give protection substantially similar to POPIA, as section 72 of POPIA requires. By sending us a note you also agree to this transfer.
07How long we keep it
We keep enquiry details for as long as we're in conversation with you and for 24 months after our last contact, then delete them, unless you become a client (in which case our client agreement applies) or the law requires us to keep them longer. Analytics data and session replays are kept in line with Amplitude's standard retention.
08How we protect it
The site is served only over encrypted HTTPS. Form submissions pass through our own server, which checks them before they reach HubSpot, so our HubSpot account details are never exposed to the browser. Access to HubSpot is limited to named YOUKNOW team members. If we ever suffer a breach that affects your information, we'll tell you and the Information Regulator as POPIA requires.
09Your rights
Under POPIA you can:
- ask whether we hold personal information about you, and for a copy of it
- ask us to correct or delete information that is wrong, out of date or no longer needed
- object to us processing your information, including for direct marketing
- withdraw your consent at any time (this doesn't affect anything we did before you withdrew it)
Email theteam@youknow.co.za and we'll respond within a reasonable time, usually within 30 days. We may ask you to confirm your identity first. Our PAIA manual is available on request from the same address.
10Complaints
If you're unhappy with how we've handled your information, please talk to us first. You also have the right to complain to the Information Regulator of South Africa: inforegulator.org.za, POPIAComplaints@inforegulator.org.za, 010 023 5200. Complaints are lodged using the Regulator's Form 5, available on its website.
11Cookies and similar technology
Our analytics tool stores a random identifier in your browser (a cookie or local storage) so it can tell repeat visits apart. HubSpot's cookies are only set if you accept them in the cookie banner, and you can change your choice at any time under Cookie settings at the bottom of every page. When enabled, Cloudflare's spam check may run a short, privacy-preserving browser test. You can also clear or block cookies in your browser settings; the site will still work.
12Changes to this notice
We'll update this page if the way we handle personal information changes, and change the date at the top. If a change is significant, we'll make it clear here.