Overview
This Privacy Policy explains how NexaMail handles personal information when you visit nexamail.co.za, contact our team, create an account or use our email communication platform. NexaMail is a South African service designed for customer updates, operational notices, newsletters, automated messages and marketing campaigns.
We aim to process personal information lawfully, reasonably and transparently, in line with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African law.
Two roles are important. When a customer uploads subscriber or recipient information to NexaMail, that customer normally decides why and how the information is used and acts as the responsible party. NexaMail processes that information as an operator on the customer’s instructions. For account administration, billing, website enquiries and our own business operations, NexaMail may act as the responsible party.
Information we handle
Account and contact information
We may collect your name, organisation, email address, telephone number, billing details, account preferences and the information you provide when you ask for support or request a demonstration.
Customer communication data
Customers may upload contact lists and campaign content, including recipient names, email addresses, segmentation data and communication preferences. Customers control this data and must have a lawful basis for collecting it and sending to each recipient.
Sending and engagement information
To provide reports and operate the platform, we may record message delivery, bounces, complaints, unsubscribes, opens, clicks, campaign activity, automation events and related timestamps.
Technical and security information
Our systems may record IP addresses, browser and device information, login activity, diagnostic logs and security events. We use this information to keep the platform reliable, prevent abuse and investigate faults.
Website cookies
Our website may use essential cookies required for security and core functionality. If we use optional analytics or marketing technologies, we will provide appropriate notice and choices where required.
How we use information
Depending on the context and our legal role, we use personal information to:
- create and administer accounts, subscriptions and customer relationships;
- send campaigns and operational messages on a customer’s instructions;
- provide automation, audience management, reporting and delivery features;
- respond to enquiries, demonstrations, support requests and service notices;
- process payments, maintain records and meet tax or legal obligations;
- protect accounts, prevent spam, fraud and misuse, and enforce our Terms and Conditions;
- monitor performance, diagnose errors and improve the service; and
- send NexaMail news or marketing where permitted, with a clear way to opt out.
We rely on grounds recognised by applicable law, including consent, performance of a contract, compliance with legal obligations and legitimate interests that do not unjustifiably override your privacy rights.
Sharing and transfers
We do not sell personal information. We may share limited information with carefully selected service providers that help us deliver hosting, infrastructure, payment, security, support, analytics or email delivery services. They may only process information for the agreed purpose and must apply appropriate safeguards.
We may also disclose information when required by law, to protect the rights or safety of NexaMail and its users, in connection with a business restructuring, or when you instruct or authorise us to do so.
Some providers may process information outside South Africa. Where a cross-border transfer occurs, we take reasonable steps to ensure that the recipient is subject to a law, agreement or binding corporate rules that provide an adequate level of protection as contemplated by POPIA.
Retention and security
How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, to provide the service, resolve disputes, maintain legitimate business records or comply with law. Retention periods differ by record type. Customer data is deleted or returned in accordance with the service arrangement, subject to backups, legal duties and technically reasonable deletion cycles.
How we protect information
We use reasonable organisational and technical safeguards appropriate to the nature of the information. These include access controls, account security measures, monitoring, backups and procedures for responding to suspected incidents. No online service can promise absolute security, so customers should also use strong unique passwords, protect login details and limit account access.
Security incidents
If we become aware of a security compromise involving personal information, we will investigate and take reasonable corrective steps. We will notify affected customers or authorities where required by applicable law.
Your rights
Subject to POPIA and any lawful limitations, you may ask us to confirm whether we hold your personal information and request access to, correction of or deletion of that information. You may object to certain processing, withdraw consent where processing is based on consent, or ask us to stop direct marketing.
If your information was supplied to NexaMail by one of our customers, please contact that customer first because they normally control the recipient list. We will assist the customer with an appropriate request where required.
You may lodge a complaint with South Africa’s Information Regulator. Details are available at inforegulator.org.za.
Children’s information
NexaMail is intended for organisations and adult account holders. Customers must not upload children’s personal information unless they are legally permitted to do so and have implemented any required safeguards or consent.
Changes to this policy
We may update this policy as the service, our providers or the law changes. The date at the top shows when it was last revised. Material changes may also be communicated through the website, platform or email.
Contact us
For a privacy request or question, contact NexaMail at info@nexamail.co.za or write to us at 66 Albert Road, Woodstock, Cape Town, South Africa. Please provide enough detail for us to identify the relevant account or interaction without sending unnecessary sensitive information.