Privacy notice
Last updated 14 September 2026
This notice explains what personal information JJ Systems collects, why we collect it, who receives it, where it is kept and what your rights are under the Protection of Personal Information Act (POPIA). It covers this website, our demo request and job application forms, our WhatsApp and email conversations, our client, agent and signing portals, and our work with clients.
When we build and run a website for a client, the personal information of that client's own customers is handled under the client's privacy notice and our operator agreement with them, not this notice.
Who we are
- Responsible party
- JJ Systems Africa (Pty) Ltd
- Registration number
- 2026/716591/07
- Address
- Johannesburg, Gauteng, South Africa
- Information Officer
- Jacques van Wyk
- Contact
- hello@jjsystems.co.za, 079 071 6904
What we collect, and where it comes from
When you ask for a demo
Your name, business name, email address, what you need and what you are trying to solve, and your mobile number if you give it. You give us these yourself.
When you message or email us
Your name, your number or email address, and what you write. WhatsApp is provided by WhatsApp LLC, part of Meta, which handles your chats under its own privacy policy.
When you apply to work with us
Your name, phone number, email address, city, the device you will work from, your availability, your sales experience, what you tell us about yourself, and your CV if you upload one. You give us these yourself. Please leave out your identity number and anything about your health, religion, race or criminal record: we do not need it.
When you become a client
Contact and business details, project records, quotes, invoices and payment records, and the compliance details you give us, such as your legal name, registration number and information officer. These come from you, or from the sales agent who introduced your business.
When you sign an agreement with us online
The name you type, the date and time, your IP address, your browser details, and a fingerprint of the exact text you signed, so the agreement can later be shown to be unchanged. These come from you and the device you sign on.
When you use the agent or admin portal
Your name, email address and sign-in records. Your password is handled by our database provider and we never see it.
When a sales agent refers your business
The business and contact details the agent gives us.
When you visit this website
We do not use analytics, advertising or tracking cookies, and our fonts are served from our own site. Our hosting provider keeps standard request logs, which include your IP address and browser details. The site keeps two small notes in your browser so that the prompts at the bottom of the page show only once per visit, and the portals keep you signed in. None of these is used to track you.
Why we use it
- To reply to your request, build your demo and prepare a quote. These are steps you ask us to take before a contract (POPIA section 11(1)(b)).
- To deliver, support and bill our services. This carries out our contract with you (section 11(1)(b)).
- To consider your job application. These are steps you ask us to take before a contract (section 11(1)(b)).
- To keep financial and company records. The law requires this (section 11(1)(c)).
- To keep our systems secure and to prove what was signed. This is in our legitimate interest and yours (section 11(1)(f)).
We do not sell personal information, and we do not use it for advertising.
Do you have to give it?
Giving us information is voluntary. Without a name and a way to reach you, we cannot reply to a request or consider an application. Without the details a contract and an invoice need, we cannot take on the work. A mobile number and a CV are optional.
No law requires us to collect the information on our forms. Once you are a client, tax and company law require us to keep records of our invoices and payments.
Who receives it
- The people at JJ Systems who need it for the work.
- The sales agent who referred your business, for the leads they submitted.
- The service providers listed below, who process it for us under written agreements.
- Our bank, which processes payments you make to us.
- Authorities or courts, where a law requires it.
Information kept outside South Africa
We use these providers to store and send information. Each keeps it in the country shown, and each is bound by a data processing agreement that includes the EU Standard Contractual Clauses (POPIA section 72(1)(a)).
| Provider | Where it is kept | What it holds | What protects it |
|---|---|---|---|
| Supabase Supabase Pte. Ltd | United Kingdom (London) | Demo requests, job applications and CVs, client and sales agent records, agreements and signing records, and portal sign-ins | Supabase Data Processing Addendum, which includes the EU Standard Contractual Clauses |
| Vercel Vercel Inc. | United Kingdom (London) for the site's server code. Pages are delivered through Vercel's worldwide network. | Request logs, which include IP addresses and browser details | Vercel Data Processing Addendum, which includes the EU Standard Contractual Clauses |
| Resend Plus Five Five, Inc. | Ireland | Names, email addresses and the content of the emails we send, such as replies, quotes, invoices and agreements | Resend Data Processing Addendum, which includes the EU Standard Contractual Clauses |
The United Kingdom and Ireland have data protection laws, the UK GDPR and the EU GDPR, that are widely regarded as giving protection substantially similar to POPIA. Supabase Pte. Ltd is based in Singapore, and Vercel Inc. and Plus Five Five, Inc. in the United States. Their agreements let their own suppliers process information in other countries, under the same clauses.
How long we keep it
We keep demo requests, messages and job applications until you ask us to delete them. We keep client records for as long as we work together, and financial records for as long as tax and company law require after that. We keep signed agreements for as long as they may be needed as proof of what was agreed.
How we protect it
We use access controls, sign-in on our portals and encrypted connections, and we keep database keys on our servers. No system is completely secure, and we cannot guarantee that information will never be accessed without permission. If we believe it has been, we will tell you and the Information Regulator as POPIA requires.
Your rights
- Ask whether we hold personal information about you, and for a copy of it (POPIA section 23).
- Ask us to correct or delete it (section 24).
- Object to how we use it (section 11(3)).
- Complain to the Information Regulator.
To use any of these, email our Information Officer at hello@jjsystems.co.za or send a WhatsApp to 079 071 6904. Asking us to correct or delete information, or objecting, is free. If you ask for a copy of your information and a fee under the Promotion of Access to Information Act applies, we will tell you before we process the request. Our PAIA manual explains that process.
The Information Regulator
- Website
- inforegulator.org.za
- Complaints
- POPIAComplaints@inforegulator.org.za
- General enquiries
- enquiries@inforegulator.org.za
- Phone
- 010 023 5200
- Address
- Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Changes to this notice
We update this notice when the way we handle personal information changes. The date at the top shows the current version.