Hosting Studio (Pty) Ltd ("Hosting Studio", "we", "us", or "our") is committed to protecting the privacy and security of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, and safeguard personal data when delivering our managed hosting, email, infrastructure, and related technology services.
This policy is designed to align with the principles of the Protection of Personal Information Act (POPIA) and internationally recognized privacy standards.
1. Scope of Policy
This Privacy Policy applies to:
- Customers and prospective customers
- Users of hosted applications
- Website visitors
- Authorized customer personnel
2. Information We Collect
We may collect and process the following categories of personal information:
Account Information:
- Names
- Business details
- Email addresses
- Telephone numbers
- Billing information
Technical Information:
- IP addresses
- Login records
- Device metadata
- Support communications
- Security logs
Hosted Data:
Hosting Studio may process data stored by customers on our infrastructure strictly for the purpose of providing services.
We do not access hosted data except:
- When required for technical support
- To maintain system security
- When legally required
- At the customer's instruction
3. Lawful Basis for Processing
We process personal information only where:
- Necessary to perform a contract
- Required for legitimate business interests
- Needed to comply with legal obligations
- Authorized by the customer
4. How We Use Personal Information
Personal information is used to:
- Deliver hosting services
- Maintain platform security
- Process payments
- Provide technical support
- Communicate service updates
- Meet regulatory obligations
- Prevent fraud and abuse
We do NOT sell personal data.
5. Data Security
Hosting Studio implements reasonable administrative, technical, and physical safeguards designed to protect personal information from:
- Unauthorized access
- Disclosure
- Alteration
- Loss
- Destruction
Security measures include access controls, encryption where appropriate, monitoring, and infrastructure protections.
However, no internet-based service is completely secure, and we cannot guarantee absolute security.
6. Sub-Processors and Third-Party Infrastructure
To provide reliable services, Hosting Studio utilizes reputable third-party infrastructure providers ("sub-processors").
These providers are contractually required to maintain appropriate security and confidentiality standards.
7. Cross-Border Data Transfers
Because modern cloud infrastructure may span multiple regions, personal data may be processed outside the country in which it was collected.
When transferring data internationally, Hosting Studio takes reasonable steps to ensure appropriate safeguards are in place consistent with applicable data protection principles.
8. Data Retention
We retain personal information only for as long as necessary to:
- Provide contracted services
- Comply with legal obligations
- Resolve disputes
- Enforce agreements
Upon termination of services, data may be deleted in accordance with our retention procedures unless legally required otherwise.
9. Customer Responsibilities
Customers are responsible for ensuring they have the legal right to upload and process personal data using our services.
Customers remain the data controller for information they host with us.
10. Individual Rights
Where applicable, individuals may have the right to:
- Request access to their personal information
- Request correction of inaccurate data
- Request deletion where legally permissible
- Object to certain processing activities
Requests may be subject to identity verification and legal limitations.
11. Incident Notification
If Hosting Studio becomes aware of a confirmed security incident affecting personal data, we will notify affected customers without undue delay in accordance with applicable legal requirements.
12. Children's Information
Our services are not intended for direct use by children, and we do not knowingly collect personal data from minors without appropriate authorization.
13. Policy Updates
We may update this Privacy Policy periodically to reflect operational, legal, or regulatory changes. The latest version will always be available on our website.
14. Contact Information
Privacy-related inquiries may be directed to:
Hosting Studio (Pty) Ltd
Website: hostingstudio.co.za
Email: privacy@hostingstudio.co.za (recommended)
If you believe your data has been handled improperly, you are encouraged to contact us so we may investigate and resolve the matter promptly.