1. Introduction

AIVOS (AI Visibility OS) (“AIVOS”, “we”, “us”, “our”) respects your privacy and is committed to protecting personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”). This Privacy Policy explains what personal information we collect through aivos.co.za, our free audit tool, our workspace dashboard, our WordPress plugin, and related services (together, the “Service”), why we collect it, how we use and protect it, and what rights you have.

This Policy should be read together with our Terms and Conditions. By using the Service, you acknowledge that your personal information will be processed as described here.

2. Who We Are

The “responsible party” for personal information processed through the Service is Envion PTY LTD, registration number 2025 / 054861 / 07, of 45 Bittern Crescent, Saxonsea, Cape Town, 7349, Western Cape, South Africa (“AIVOS”).

Where we process personal information contained within a Client Website’s content on your behalf (for example, when auditing your pages or maintaining your llms.txt file), we act as an operator under POPIA, processing that information only on your instructions and for the purposes of delivering the Service, as described in our Terms and Conditions.

3. Our Information Officer

Our Information Officer, appointed in terms of section 55 of POPIA, is:

Email: connect@aivos.co.za
Phone: +27 (0)76 260 2730

You may direct any privacy question, access request, or concern to our Information Officer using the details above.

4. Personal Information We Collect

5. How We Collect It

• Directly from you, when you register, subscribe, submit a URL to the free audit tool, contact support, or otherwise interact with the Service.
• Automatically, through cookies, server logs, and similar technologies when you use our website or dashboard.
• From the AIVOS WordPress plugin installed on your Client Website, which sends audit-relevant data, crawler and referral logs, and configuration settings to our platform.
• From our payment processor, confirming that a payment was made and its status (not the underlying card details).
• From publicly available sources, when the free audit tool fetches the public content of a URL you submit.

6. Why We Process Your Information

We process personal information for the following purposes, each of which is a lawful basis recognised under POPIA (performance of a contract, our legitimate interests, compliance with a legal obligation, or your consent, as applicable):

• to create and administer your Account and Workspace;
• to provide, maintain and improve the Service, including running audits, generating schema and llms.txt files, and operating the Interrogator, Campaigns and Cluster Analysis features;
• to process payments, manage your Subscription, and send billing communications;
• to detect, prevent, and investigate fraud, abuse, and security incidents;
• to respond to support requests and communicate with you about the Service;
• to send you service and account-related notices (which are not marketing and cannot be opted out of while you hold an Account); and
• with your consent or as otherwise permitted by law, to send you marketing communications (see clause 13).

7. AI Processing and Cross-Border Transfers

To deliver features such as the Interrogator, AI Content Generation, entity analysis, and citation checks, we transmit the relevant portions of your Client Website’s content, or the URL you submit, to third-party AI model providers. These currently include, without limitation, OpenAI (ChatGPT), Google (Gemini), Anthropic (Claude), Perplexity, and DeepSeek, and may change as we add or remove providers.

Some of these providers are located, or process data on servers located, outside South Africa, including in the United States and China. In accordance with section 72 of POPIA, we only make such transfers where at least one of the following applies: the recipient is subject to a law, binding corporate rules, or a binding agreement that provides an adequate level of protection substantially similar to POPIA; the transfer is necessary to perform our contract with you (that is, to deliver the specific feature you requested); or you have consented to the transfer.

We do not control how these third-party AI Providers independently process data once received, beyond the instructions and configuration we set as their customer. We recommend not submitting special personal information (as defined in POPIA, such as health, biometric, or similarly sensitive data) through Credit-metered AI features.

8. Cookies and Similar Technologies

Our website and dashboard use cookies and similar technologies to keep you logged in, remember your preferences, operate the shopping cart and checkout, and understand how the Service is used (analytics). You can control or disable cookies through your browser settings; doing so may affect the functionality of the Service, including your ability to stay logged in or complete a purchase.

9. Who We Share Information With

We do not sell your personal information. We share it only with:

• Service providers (operators) who process personal information on our behalf and under our instruction, such as our hosting provider, our payment processor ([Payment Processor Name]), our email delivery provider, and the AI Providers described in clause 7;
• Team members you invite to your own Workspace, to the extent your plan and settings allow;
• Professional advisors such as auditors or legal counsel, where reasonably necessary; and
• Regulators, law enforcement, or courts, where required or permitted by law, or to protect our rights, users, or the public.

If AIVOS is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction, subject to equivalent protections continuing to apply.

10. How Long We Keep Your Information

We keep personal information for as long as your Account is active, and thereafter for as long as reasonably necessary to comply with our legal obligations (including tax and accounting records), resolve disputes, and enforce our agreements. Free audit tool results not linked to an Account are retained for a limited period before being deleted or anonymised. When you close your Account, we will delete or anonymise your personal information within a reasonable period, except where we are required or permitted by law to retain it for longer.

11. How We Protect Your Information

We use reasonable technical and organisational measures appropriate to the nature of the information we hold, including encryption in transit, access controls, and restricting access to personal information to personnel and service providers who need it to perform their role. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Your Rights Under POPIA

Subject to POPIA, you have the right to:

• be notified that your personal information is being collected and for what purpose;
• access the personal information we hold about you;
• request correction or deletion of personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or obtained unlawfully;
• object to the processing of your personal information, including for direct marketing purposes;
• withdraw any consent you previously gave, without affecting the lawfulness of processing carried out before withdrawal;
• not be subject to a decision based solely on automated processing (including profiling) that significantly affects you, without an opportunity to make representations, save as permitted by POPIA; and
• lodge a complaint with the Information Regulator (see clause 17).

To exercise any of these rights, contact our Information Officer using the details in clause 3. We may need to verify your identity before actioning a request, and may charge a reasonable fee for access requests to the extent permitted by law.

13. Direct Marketing

We will only send you direct marketing communications by email or other electronic means with your consent, obtained in accordance with section 69 of POPIA (for example, where you opted in during sign-up, or where you are an existing customer and we market similar products or services to you and gave you a clear opportunity to opt out at the time your details were collected). You may opt out of marketing at any time using the unsubscribe link in any marketing message, or by emailing connect@aivos.co.za. Service and account-related communications are not affected by a marketing opt-out.

14. Children’s Information

The Service is intended for business use by adults and is not directed at children. We do not knowingly collect personal information from children as defined in POPIA without the consent of a competent person (such as a parent or guardian). If you believe a child has provided us with personal information, please contact us so we can delete it.

15. Third-Party Links and WhatsApp

Our website may link to third-party sites, and offers a WhatsApp chat option for support. Messages you send us over WhatsApp are also subject to WhatsApp’s own privacy policy and terms, operated by Meta. We are not responsible for the privacy practices of third-party websites or platforms we do not control.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the Service or in the law. We will post the updated version on this page with a revised “Last updated” date, and where changes are material, we will notify you by email or through the Service.

17. Complaints to the Information Regulator

If you are unhappy with how we have handled your personal information, we ask that you contact our Information Officer first so we can try to resolve it. You also have the right to lodge a complaint directly with South Africa’s Information Regulator:

Information Regulator (South Africa)
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Complaints email: POPIAComplaints@inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za
Website: www.inforegulator.org.za

18. Contact Us

AIVOS: AI Visibility OS
Email: connect@aivos.co.za
Phone: +27 (0)76 260 2730