Who We Are

Altitude Digitals (Pty) Ltd is a private company registered in accordance with the Companies Act 71 of 2008 in the Republic of South Africa. We are a done-for-you digital marketing agency operating exclusively in the real estate sector, providing AI-powered lead management, CRM automation, and digital growth systems to estate agents and estate agencies.

For purposes of the Protection of Personal Information Act 4 of 2013 ("POPIA"), Altitude Digitals acts as the Responsible Party in respect of personal information collected directly through our website, marketing channels, and service delivery operations.

Where we process personal information on behalf of our clients (estate agents and agencies) in the administration of their CRM systems, we act as an Operator in terms of POPIA, and such processing is governed by the service agreement between Altitude Digitals and the relevant client.

Scope & Application

This Policy applies to:

• All visitors to our website at altitudedigitals.co.za and any associated subdomains.
• Prospective clients who contact us through any channel, including WhatsApp, email, contact forms, or social media.
• Existing clients who have entered into a service agreement with Altitude Digitals.
• Third parties whose personal information is shared with us in the course of service delivery (e.g. the leads of our clients, where such information is shared for automation setup purposes).
• Any person who communicates with Altitude Digitals by any means.

Information We Collect

We collect only the personal information necessary to deliver and improve our services. This includes:

3.1 Information You Provide Directly

• Full name, email address, phone number, and WhatsApp contact details.
• Business name, job title, and agency affiliation.
• Billing information (handled via secure third-party payment processors — we do not store full card details).
• Any information submitted through contact forms, booking forms, or onboarding questionnaires.
• Communications sent to us via email, WhatsApp, or social media.

3.2 Information Collected Automatically

• IP address, browser type, device type, and operating system.
• Pages visited, time spent on pages, referral sources, and click behaviour (via analytics tools).
• Cookies and similar tracking technologies (see Section 11).

3.3 Information Received from Third Parties

• Lead information shared by our clients as part of CRM setup and automation configuration.
• Business information obtained from publicly available sources (e.g. Property24, real estate directories) for prospecting purposes.
• Information received through integration platforms such as GoHighLevel, Facebook, and WhatsApp Business API.

3.4 Special Categories of Information

We do not intentionally collect sensitive personal information as defined under POPIA (e.g. race, health, religious beliefs, biometric data). If any such information is inadvertently received, it will not be processed and will be deleted promptly.

How We Use Your Information

We use the personal information we collect for the following purposes:

• Service Delivery: To set up, configure, operate, and manage your digital marketing systems and CRM subaccount.
• Client Communication: To respond to enquiries, provide support, schedule calls, and send operational updates.
• Onboarding & Account Management: To verify your identity, complete account setup, and manage your service subscription.
• Billing & Payments: To process subscription fees, issue invoices, and manage payment records.
• Marketing & Prospecting: To contact prospective clients about our services via WhatsApp, email, or other channels, subject to applicable consent requirements.
• Analytics & Improvement: To understand how our website and services are used, identify performance gaps, and improve the user experience.
• Legal Compliance: To comply with applicable South African law, respond to lawful requests from authorities, and protect our legal rights and interests.
• Security: To detect, prevent, and respond to fraud, abuse, or security incidents.

Legal Basis for Processing

In accordance with POPIA, we process personal information on the following legal grounds:

• Contractual necessity: Processing required to perform our service agreement with you.
• Consent: Where you have expressly consented to processing for a specific purpose, including marketing communications.
• Legitimate interest: Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests. This includes business development, analytics, and fraud prevention.
• Legal obligation: Where we are required by law to process your information.

You have the right to withdraw consent at any time where consent is the legal basis for processing, without affecting the lawfulness of processing that occurred prior to withdrawal.

Sharing & Disclosure of Information

We do not sell, rent, or trade your personal information to any third party. We may share your information only in the following circumstances:

6.1 Service Providers & Operators

We share information with trusted third-party service providers who process data on our behalf and under our instruction, including our CRM platform (GoHighLevel), messaging services (Twilio, WhatsApp Business API), automation tools (Make.com), and email infrastructure. These parties are contractually bound to process your data only for the purposes we specify and in compliance with applicable privacy law.

6.2 Business Transfers

In the event of a merger, acquisition, sale of assets, or restructuring of Altitude Digitals, personal information may be transferred as part of that transaction. We will provide notice of any such transfer and the applicable privacy policy of the acquiring entity.

6.3 Legal Requirements

We may disclose personal information if required to do so by law, court order, or lawful request from a government or regulatory authority, or where we believe disclosure is necessary to protect the rights, property, or safety of Altitude Digitals, our clients, or the public.

6.4 Protection of Rights

We reserve the right to disclose information where necessary to enforce our Terms and Conditions, investigate suspected fraud, or protect against legal liability.

6.5 With Your Consent

We may share your information in any other circumstances where you have given us explicit consent to do so.

Third-Party Services

Our service delivery relies on the following key third-party platforms. Each operates under its own privacy policy, and by using our services you acknowledge that your data may be processed through these platforms:

• GoHighLevel (GHL): Our primary CRM, automation, and communication platform. Data processed through GHL is subject to GoHighLevel's privacy policy and data processing terms.
• Meta (Facebook / Instagram / WhatsApp): Used for advertising, outreach, and client communication. Meta's data handling is governed by its own privacy framework.
• OpenAI (via Make.com or n8n): AI-powered features may route certain inputs through OpenAI's API for processing. No personal information is used to train OpenAI models.
• Twilio / LC Phone: SMS and WhatsApp message delivery infrastructure.
• Google Analytics / Google Workspace: Website analytics and business operations.
• Canva: Design assets used in content creation.

Data Retention

We retain personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by law. Our retention guidelines are as follows:

• Active client data: Retained for the duration of the service agreement plus a minimum of 5 years after termination, in accordance with South African tax and accounting obligations.
• Prospect data (not converted): Retained for up to 24 months from the last point of contact, after which it is deleted or anonymised.
• Website analytics data: Retained in aggregated, anonymised form indefinitely; identifiable session data retained for up to 14 months.
• Communications (email, WhatsApp): Retained for up to 3 years for operational and dispute resolution purposes.
• Billing and financial records: Retained for a minimum of 5 years as required by the South African Revenue Service (SARS).

When retention periods expire, data is securely deleted or anonymised in a manner that prevents re-identification.

Security of Information

We implement reasonable and appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission via HTTPS/TLS protocols across our website and service platforms.
• Access controls limiting personal information to authorised personnel only, on a need-to-know basis.
• Use of reputable, security-certified third-party platforms (GoHighLevel, Twilio, etc.) with their own security frameworks.
• Regular review of our systems and practices to identify and address vulnerabilities.

Your Rights Under POPIA

As a data subject under the Protection of Personal Information Act 4 of 2013, you have the following rights in respect of your personal information held by Altitude Digitals:

• Right to access: You may request a record of the personal information we hold about you.
• Right to correction: You may request that we correct inaccurate, incomplete, or outdated information.
• Right to deletion: You may request deletion of your personal information where there is no lawful basis for continued retention, subject to our legal obligations.
• Right to object: You may object to the processing of your personal information, including for direct marketing purposes.
• Right to withdraw consent: Where processing is based on consent, you may withdraw that consent at any time.
• Right to lodge a complaint: You have the right to lodge a complaint with the Information Regulator of South Africa if you believe your rights under POPIA have been infringed.

To exercise any of these rights, contact us using the details in Section 17. We will respond to all legitimate requests within 30 days. In complex cases, we may require up to 60 days, and we will inform you of any extension.

Cookies & Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyse traffic, and support our marketing activities. The types of cookies we use include:

• Essential cookies: Necessary for the website to function correctly. These cannot be disabled.
• Analytics cookies: Enable us to understand how visitors interact with our website (e.g. Google Analytics). Data collected is aggregated and anonymised where possible.
• Marketing cookies: Used to track the effectiveness of our advertising campaigns on platforms such as Facebook and Google.
• Functional cookies: Enable enhanced functionality such as live chat, embedded forms, and booking widgets.

By continuing to use our website, you consent to our use of cookies as described above. You may disable non-essential cookies through your browser settings at any time, however this may affect the functionality of certain parts of our website.

Marketing Communications

We may send you marketing communications via email, WhatsApp, or SMS where:

• You have provided your contact details in the context of enquiring about or purchasing our services (opt-out available at any time); or
• You have explicitly opted in to receiving marketing communications from us.

Every marketing communication we send will include a clear and easy mechanism to opt out. To unsubscribe, you may:

• Reply "STOP" to any WhatsApp or SMS message from us.
• Click the unsubscribe link in any marketing email.
• Contact us directly at the address in Section 17.

We will process opt-out requests within 5 business days. Note that opting out of marketing communications does not affect operational communications related to an active service agreement.

Children's Privacy

Our services are intended exclusively for business professionals in the real estate industry. We do not knowingly collect personal information from persons under the age of 18. If we become aware that we have inadvertently collected information from a minor without verified parental consent, we will delete such information promptly.

If you believe we have collected information from a child, please contact us immediately using the details in Section 17.

Cross-Border Transfers of Information

As we utilise third-party service providers that may be based outside the Republic of South Africa (including GoHighLevel, OpenAI, and Meta), your personal information may be transferred to and processed in jurisdictions other than South Africa.

Where such transfers occur, we take reasonable steps to ensure that the receiving party provides a comparable level of protection for your personal information as required under POPIA. This includes relying on contractual protections and the established security frameworks of our service providers.

By using our services and/or submitting information to us, you consent to the transfer of your personal information to other countries for the purposes described in this Policy.

Limitation of Liability

To the maximum extent permitted by applicable law, Altitude Digitals shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to the use or inability to use our services, including any loss of data, loss of profits, or loss of business opportunity.

Altitude Digitals does not warrant that our website or services will be uninterrupted, error-free, or free from viruses or other harmful components. Your use of our website and services is at your sole risk.

Our total aggregate liability in respect of any claim arising under or in connection with this Privacy Policy shall not exceed the amount paid by you to Altitude Digitals in the 3 months preceding the event giving rise to the claim.

Changes to This Privacy Policy

We reserve the right to update, amend, or replace this Privacy Policy at any time to reflect changes in our business practices, service offerings, or applicable law. We will publish the updated Policy on our website with a revised "Last Updated" date.

Where material changes are made, we will notify active clients by email or through our CRM communications. Your continued use of our website or services following the publication of an updated Policy constitutes your acceptance of the revised terms.

We encourage you to review this Policy periodically. Archived versions of this Policy are available upon request.

Contact & Complaints

For any queries, requests, or complaints relating to this Privacy Policy or our handling of your personal information, please contact us:

If you are not satisfied with our response, you have the right to lodge a complaint directly with the Information Regulator of South Africa:

• Website: www.inforegulator.org.za
• Email: [email protected]
• Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001