Privacy Statement

 

For: omisystems.com

Last Updated: September 23, 2025

 

1. Introduction

 

OMI Systems (Pty) Ltd (“we,” “us,” “our”) is committed to protecting your privacy. This Privacy Statement explains our policies and practices regarding the personal and other information which we process. It is through this disclosure, and in line with section 18 of POPIA, that we intend to provide you with a level of comfort and confidence in how we collect, use, disclose, and safeguard your information which we collect or you provide through use of this website https://omisystems.com (the “Site”) as well as how you can contact us should you have any questions or concerns. This policy has been drafted to comply with South Africa’s Protection of Personal Information Act, 2013, as amended (POPIA) and to align with the principles of the General Data Protection Regulation (GDPR)..

By using the site, you agree to the terms of this Privacy Statement.

 

If you do not agree with the terms of this Privacy Policy, please do not access the site.

 

2. What Information We Collect

 

We collect information in the following ways:

• a. Information You Provide to Us: We collect personal information that you voluntarily provide to us when you fill out a contact form or a client questionnaire. This information may include:
• Full Name
• Email Address
• Phone Number
• Company Name
• Website Address and Social Media Handles
• Information related to your business needs, such as your industry, target audience, current marketing efforts, and business goals, provided through our questionnaire.
• b. Information We Collect Automatically: When you access the Site, we may automatically collect certain information about your device and browsing activity through cookies and other tracking technologies. This may include your IP address, browser type, operating system, and pages you have viewed on our Site.

3. How We Use Your Information

 

We use the information we collect for the following purposes:

• To respond to your inquiries and fulfill your requests for information.
• To schedule calls and meetings to discuss our services.
• To analyze the information from your questionnaire to create and propose a tailored service package that meets your business needs.
• To operate and improve our Site, including monitoring and analyzing usage and trends.

We will not use your personal information for direct marketing purposes unless we have obtained your separate and explicit consent to do so.

 

4. Lawful Basis for Processing (GDPR)

 

If you are in the European Economic Area (EEA), we process your personal data on the following lawful bases:

• Legitimate Interest: We process your information to respond to your inquiries and provide you with the information you have requested, which is in our legitimate business interest.
• Performance of a Contract: If you become a client, we will process your data to fulfill our contractual obligations to you.
• Consent: We rely on your consent to place non-essential cookies and tracking technologies on your device.

5. Data Sharing and Third Parties

 

We do not sell your personal information. We may share your information with the following categories of third parties to provide and improve our services:

• Service Providers: We utilize Google Workspace as our primary cloud service provider for internal operations, communication, and data storage. Personal information you provide to us, such as through contact forms or questionnaires, is processed and stored securely within this environment (e.g., on Google Drive). We rely on Google’s robust, industry-standard security infrastructure and data protection commitments to safeguard your information.
• Analytics and Advertising Partners: We use third-party services to help us understand site usage and for advertising purposes. These services may place cookies on your browser:
• Google Analytics: To analyze website traffic and user behavior. For more information, please review Google’s Privacy Policy.
• Meta Pixel: To measure the effectiveness of our advertising on Facebook and Instagram and to create custom audiences. For more information, please review Meta’s Privacy Policy.
• LinkedIn Insight Tag: To track conversions from LinkedIn ads and gain insights about our website visitors. For more information, please review LinkedIn’s Privacy Policy.

6. Cookies and Tracking Technologies

 

Cookies are small text files stored on your device that help us operate our Site and collect data. We use cookies for several purposes, including analyzing site traffic, understanding user preferences, and enabling targeted advertising. You can control cookies through your browser settings and other tools.

 

7. Data Storage and Retention

 

Your data is securely stored on Google’s cloud infrastructure. We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy.

• For inquiries that do not result in a business relationship, we will delete your personal data one (1) year after our last communication.
• For active clients, we will retain your data for the duration of our business relationship and as required by law thereafter.

8. International Data Transfers

 

Our use of third-party services like Google means your information may be transferred to and stored in countries outside of South Africa, including the United States. We ensure that such transfers are protected by appropriate safeguards, such as Standard Contractual Clauses, to ensure your data is treated securely and in accordance with this Privacy Policy.

 

9. Your Data Protection Rights

 

In accordance with POPIA and GDPR, you have the following rights regarding your personal data:

• The right to access – You have the right to request copies of your personal data.
• The right to rectification – You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• The right to erasure (right to be forgotten) – You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

To exercise any of these rights, please contact us at: concierge [at] omisystems [dot] com.

 

10. Changes to This Privacy Policy

 

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date.

 

11. Contact Us

 

If you have any questions or concerns about this Privacy Policy or our data practices, please contact our Information Officer at: welcome [at] omisystems [dot] com.