Privacy Policy

EzeMind AI (Pty) Ltd ("we", "us", or "our") operates the KLAR platform ("the Platform"). This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our Platform, in accordance with the Protection of Personal Information Act, 2013 (POPIA) of South Africa.

1. Information We Collect

2. How We Use Your Information

We process your personal information for the following purposes:

• To provide, maintain, and improve the Platform and its features.
• To create and manage your account and process subscriptions.
• To generate AI-driven analysis and insights from your organisational data within the Platform.
• To communicate with you about your account, service updates, and support requests.
• To ensure the security and integrity of the Platform.
• To comply with legal obligations and enforce our Terms of Service.

3. Legal Basis for Processing (POPIA)

Under POPIA, we process your personal information based on the following lawful grounds:

• Consent: Where you have given us explicit consent, for example when creating your account.
• Contract: Processing necessary to fulfil our contractual obligations to you under the Terms of Service.
• Legitimate interest: To improve the Platform, prevent fraud, and ensure security, provided these interests do not override your rights.
• Legal obligation: Where required by South African law.

4. Data Sharing and Third Parties

We do not sell your personal information. We may share your data with the following categories of third parties, strictly for the purposes described in this policy:

• Hosting providers: Our servers are hosted in South Africa to ensure your data remains within the country.
• Payment processors: To process subscription payments securely.
• AI service providers: Task data may be processed by AI models to generate analysis and insights. This data is not used to train third-party AI models.
• Legal authorities: Where required by law, court order, or regulatory request.

5. Data Storage and Security

• Your data is stored on secure servers located in South Africa.
• We implement industry-standard security measures including encryption in transit (TLS/SSL), encryption at rest, access controls, and regular security assessments.
• Access to personal information is restricted to authorised personnel on a need-to-know basis.
• While we take all reasonable steps to protect your data, no method of electronic storage or transmission is 100% secure.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the service. Upon account termination, you may request an export of your data within 30 days. After this period, your data will be securely deleted from our systems, except where retention is required by law.

7. Your Rights Under POPIA

As a data subject under POPIA, you have the right to:

• Access your personal information held by us.
• Correct inaccurate or incomplete personal information.
• Delete your personal information, subject to legal retention requirements.
• Object to the processing of your personal information on reasonable grounds.
• Withdraw consent where processing is based on your consent.
• Lodge a complaint with the Information Regulator of South Africa if you believe your rights have been infringed.

To exercise any of these rights, contact us at info@ezemind.ai. We will respond within 30 days.

8. Cookies

The Platform uses cookies and similar technologies to:

• Maintain your authenticated session.
• Remember your preferences and settings.
• Analyse usage patterns to improve the Platform.

We use only essential and functional cookies. We do not use third-party advertising or tracking cookies. You can manage cookie preferences through your browser settings, but disabling essential cookies may affect Platform functionality.

9. International Data Transfers

Your data is primarily stored and processed within South Africa. In cases where data may be processed by AI service providers outside South Africa, we ensure appropriate safeguards are in place as required by POPIA, including ensuring the recipient country has adequate data protection legislation or that binding agreements protect your data.

10. Children's Privacy

The Platform is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or an in-app notification at least 14 days before they take effect. The updated policy will be posted on this page with a revised effective date.

12. Information Officer

Our designated Information Officer can be contacted at:

13. Information Regulator

If you are not satisfied with how we handle your personal information, you may lodge a complaint with: