01 Who We Are
HiveCliq (Pty) Ltd ("HiveCliq", "we", "us") is a private company incorporated in South Africa, with registered offices in Cape Town. We provide AI automation, CRM, and growth-marketing services to clients globally.
Information Officer (POPIA) / Data Protection Officer (GDPR): HiveCliq Information Officer — privacy@hivecliq.com
This Policy explains how we collect, use, share and protect your Personal Information when you visit our website, contact us, chat with our AI sales consultant Lara, or use any HiveCliq service. It is governed by the Protection of Personal Information Act, 2013 (POPIA) for South African data subjects, the General Data Protection Regulation (GDPR) for EU/EEA data subjects, and the California Consumer Privacy Act (CCPA / CPRA) for California residents.
02 What Personal Information We Collect
We only collect information that's relevant to the service we're providing. This typically includes:
Information you give us directly
- Identity data — first name, last name
- Contact data — email address, phone number, country
- Business data — company name, industry, team size, current process, business pain points (volunteered during a Lara conversation or a discovery call)
- Marketing data — your communication preferences, campaign sources, UTM parameters
- Transactional data — billing address, VAT number, banking details for debit-order set-up (processed by Payfast / PayPal / Stripe — we don't store full card data)
- Conversation data — the messages you exchange with Lara, our AI sales consultant; the audio of any voice interactions if you use the (future) voice feature
Information collected automatically
- Technical data — IP address, browser type and version, time-zone, device information
- Usage data — pages visited, scroll depth, button clicks, referral source
- Cookie data — see Section 6
Information from third parties
- If you arrive via Google, Meta, LinkedIn or another platform we may receive ad-attribution data (without identifying you personally)
- If you book a call through our calendar widget we receive name, email and timezone from the booking platform (GoHighLevel)
03 Why We Collect It (Lawful Bases)
We process Personal Information for the following purposes, on the lawful bases listed:
| Purpose | Lawful basis (POPIA / GDPR) |
|---|---|
| Responding to your enquiry / chat with Lara | Performance of a contract / Consent |
| Providing the services you've signed up for | Performance of a contract |
| Sending invoices, processing payments, debt collection | Legal obligation / Contract |
| Sending marketing emails (newsletters, product updates) | Consent (you can opt out anytime) |
| Fraud prevention and security | Legitimate interest |
| Anonymous analytics to improve the website | Consent (cookie banner) |
| Audit-trail logging (terms acceptance, consent records) | Legal obligation / Legitimate interest |
04 AI Conversations with Lara
Lara is our AI sales consultant powered by Anthropic's Claude language model. When you chat with Lara:
- The text of your messages is sent to Anthropic's API to generate Lara's response.
- Anthropic processes the data per their Commercial Terms and Privacy Policy. Per Anthropic's commercial terms, prompts and outputs are not used to train their models.
- The full transcript is stored against your contact record in our GoHighLevel CRM so that we can continue the conversation later, send follow-ups and provide support.
- If you book a call, your transcript helps Shawn prepare so he doesn't ask you the same questions again.
- You may request deletion of your transcript at any time — see Section 9.
Important: Lara is an AI sales consultant. Her outputs do not constitute legal, medical, financial or other professional advice. You should verify any commitment we make in chat against a written confirmation from Shawn before relying on it.
07 How Long We Keep Your Data
| Data type | Retention period |
|---|---|
| Lara chat transcripts (lead never converted) | 24 months from last contact, then deleted |
| Active client records | For the duration of the engagement + 7 years (SARS / tax compliance) |
| Marketing email subscribers | Until you unsubscribe + 12 months for audit, then deleted |
| Cookie consent records | 13 months (re-consent required) |
| Terms-acceptance audit log | 10 years from acceptance (legal defence) |
| Payment records | 5 years (SARS / FICA compliance) |
| Server logs (IP addresses, access logs) | 30 days, then aggregated |
08 How We Protect Your Information
- HTTPS-only across the whole site (HSTS enforced)
- API keys and secrets stored in encrypted environment variables, never committed to source control
- Role-based access control inside our team — only people who need access have it
- Strong password policies and multi-factor authentication on all admin systems
- Regular dependency updates and security patches
- Automated backups for all critical systems
- Incident response: confirmed security incidents notified to affected data subjects within 72 hours
09 Your Rights
Depending on your jurisdiction you have the following rights over your Personal Information:
- Right of access — request a copy of what we hold about you
- Right to correction — fix inaccurate or incomplete data
- Right to deletion ("right to be forgotten") — ask us to erase your data, subject to legal retention requirements
- Right to restriction — pause our processing while we investigate a dispute
- Right to portability — receive your data in a structured, machine-readable format
- Right to object to processing based on legitimate interest, including direct marketing
- Right to withdraw consent at any time, where we rely on consent
- Right not to be subject to solely automated decisions — Lara qualifies leads, but final decisions on engagement are made by a human (Shawn)
- California-specific: right to know what categories of Personal Information are collected and sold (we don't sell), right to opt out of sale (none to opt out of), right to non-discrimination
To exercise any right, email privacy@hivecliq.com. We respond within 30 days (POPIA), 30 days (GDPR) or 45 days (CCPA).
If you believe we've mishandled your data and we haven't resolved it, you can lodge a complaint with:
- South Africa: Information Regulator — inforegulator.org.za
- EU/EEA: your local Data Protection Authority — edpb.europa.eu
- UK: Information Commissioner's Office — ico.org.uk
- California: California Privacy Protection Agency — cppa.ca.gov
10 Children
Our services are not directed at children under 18. We don't knowingly collect Personal Information from anyone under that age. If you believe we have, contact us and we'll delete it.
11 Changes to This Policy
We may update this Policy from time to time. Material changes will be communicated by email and/or in-app notification at least 14 days before the effective date. The current version is shown at the top of this page.
12 Contact Us
For any privacy question, request, complaint or concern:
- Email: privacy@hivecliq.com
- WhatsApp: +27 60 956 2756
- Postal: HiveCliq (Pty) Ltd, Cape Town, South Africa
For other terms governing your use of our services, see our Terms & Conditions.