Who We Are
Mavox Consulting (Pty) Ltd ("Mavox", "we", "our", "us") is a South African healthcare technology company registered and operating in the Republic of South Africa. We deliver intelligent ICT solutions for the health sector — including digital health platforms, data analytics, custom application development, website development, and consulting services.
For the purposes of POPIA, Mavox Consulting acts as the Responsible Party in respect of the personal information we collect and process.
Registered address: Kempton Park, Gauteng, South Africa
Information Officer: Xolani Mavolwane
Email: info@mavox.co.za
Phone: +27 (0)71 887 1586
Website: www.mavox.co.za
Information We Collect
We only collect personal information that is adequate, relevant, and not excessive for the purposes described in this policy. We collect information in the following ways:
2.1 Information You Provide Directly
- Contact form submissions — name, email address, phone number, organisation name, and the content of your message
- Email correspondence — any personal information included when you email us
- Service delivery — project-related information such as business contact details, scope documents, and deliverables shared during engagements
- Business card exchanges and meetings — name, title, organisation, contact details
2.2 Information Collected Automatically
- Website analytics — pages visited, session duration, device and browser type, approximate geographic location (city/country level), referral source, and interactions such as clicks and scroll depth, collected via Google Analytics 4
- Cookies and similar technologies — see Section 6 for full details
- Server logs — IP address, date and time of access, requested URL, HTTP status code
2.3 Information from Third Parties
- Publicly available professional information (e.g. LinkedIn profiles) when researching prospective client needs
- Referrals from existing clients or partners
Special categories of information: We do not intentionally collect special personal information (health data, biometric data, political opinions, religious beliefs, sexual orientation, etc.) about visitors to our website. Where our client-delivery work involves special personal information (such as in health programme management), this is governed by separate data processing agreements.
How We Use Your Information
We use the personal information we collect for the following purposes:
- To respond to your enquiries and provide the services you request
- To manage and fulfil our contractual obligations in client engagements
- To send administrative communications — project updates, invoices, proposals, and meeting confirmations
- To improve our website's content, performance, and user experience using analytics data
- To measure the effectiveness of our digital marketing (with your consent where required)
- To comply with legal and regulatory obligations under South African law
- To maintain business records as required by tax and company law
- To protect the security and integrity of our systems and services
We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.
Legal Basis for Processing
Under POPIA, we are required to have a lawful ground ("condition") for processing your personal information. The grounds we rely on are:
- Contractual necessity — processing required to perform a contract with you or to take steps at your request before entering into a contract
- Legitimate interest — processing for our legitimate business interests (e.g. improving our services, website analytics), provided these interests are not overridden by your rights
- Consent — where we request your consent (e.g. marketing emails, non-essential cookies), you may withdraw it at any time
- Legal obligation — processing necessary to comply with a legal obligation under South African law
Where we rely on consent as a legal basis, you have the right to withdraw that consent at any time by contacting us at info@mavox.co.za. Withdrawal of consent will not affect the lawfulness of processing that occurred before withdrawal.
Sharing & Disclosure
We do not share your personal information with third parties except in the following circumstances:
5.1 Service Providers (Operators)
We engage trusted third-party service providers who process personal information on our behalf. These operators are contractually bound to process information only on our instructions and to maintain appropriate security measures. They include:
- Google LLC — website analytics (Google Analytics 4) and tag management (Google Tag Manager)
- Hosting providers — website and email hosting services
- Accounting software — invoicing and financial record-keeping
5.2 Legal Requirements
We may disclose personal information if required to do so by law, regulation, court order, or in response to a lawful request by a public authority, including to meet national security or law enforcement requirements.
5.3 Business Transfers
In the event of a merger, acquisition, or sale of all or part of our business, personal information held by us may be transferred to the acquiring entity, subject to the same privacy protections.
5.4 With Your Consent
We may share your information with third parties where you have given explicit consent for us to do so.
Cookies & Tracking Technologies
Our website uses cookies and similar technologies to enhance your browsing experience and collect analytical data. A cookie is a small text file stored on your device when you visit a website.
6.1 Types of Cookies We Use
- Strictly necessary cookies — essential for the website to function. These cannot be disabled.
- Analytics cookies — placed by Google Analytics to help us understand how visitors interact with our site (pages visited, session duration, traffic sources). These are set only with your consent.
- Tag management cookies — placed by Google Tag Manager to manage the deployment of tracking scripts. No data is collected by GTM itself.
6.2 Managing Cookies
You can control and delete cookies through your browser settings. Note that disabling certain cookies may affect the functionality of our website. For more information on managing cookies, visit allaboutcookies.org.
You can also opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.
Third-Party Services
Our website integrates the following third-party services. Each has its own privacy policy and data practices:
- Google Analytics 4 — website traffic analytics. Data is processed by Google LLC and may be stored on servers outside South Africa. Google Privacy Policy →
- Google Tag Manager — a tag management system that facilitates the deployment of tracking scripts without direct data collection. Google Privacy Policy →
- Google Fonts — typography service that may log the requesting IP address. Google Fonts Privacy FAQ →
Where these services transfer data outside South Africa, such transfers are governed by the providers' standard contractual clauses and privacy frameworks. We take steps to ensure that any operator we use provides adequate levels of protection as contemplated under POPIA section 72.
Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our retention periods are as follows:
- Contact form enquiries — 3 years from the date of last contact, or until you request deletion
- Client project records — 5 years from project completion, in accordance with tax and commercial law obligations
- Financial records (invoices, contracts) — 5 years, as required by the Companies Act and SARS requirements
- Website analytics data — 26 months (Google Analytics default retention period)
- Server logs — 90 days
- Email correspondence — 3 years from last communication
When personal information is no longer required, we securely delete or anonymise it so that it can no longer be associated with you.
Your Rights Under POPIA
The Protection of Personal Information Act (POPIA) grants you the following rights in respect of your personal information held by us:
Right of Access
You have the right to request a copy of the personal information we hold about you, free of charge (subject to reasonable limits).
Right to Correction
You have the right to request that we correct inaccurate, misleading, or incomplete personal information about you.
Right to Deletion
You may request that we delete your personal information, subject to our legal retention obligations.
Right to Object
You may object to the processing of your personal information on grounds relating to your particular situation, where processing is based on legitimate interest.
Right to Restriction
In certain circumstances you may request that we restrict the processing of your personal information.
Right to Withdraw Consent
Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, submit a written request to our Information Officer at info@mavox.co.za. We will respond within 30 days. We may ask you to verify your identity before processing the request. There is no charge for submitting a request.
Cross-Border Transfers of Personal Information
Some of our service providers (including Google) process data outside the Republic of South Africa. In terms of POPIA section 72, we may only transfer personal information to a foreign country if:
- The recipient country has adequate data protection laws in place; or
- The recipient is bound by a contract that upholds data protection principles substantially equivalent to POPIA; or
- You have consented to the transfer; or
- The transfer is necessary for the performance of a contract with you.
We take steps to ensure that any cross-border transfers of your personal information are subject to appropriate safeguards.
Data Security
We implement appropriate technical and organisational security measures to protect your personal information against loss, theft, unauthorised access, disclosure, copying, use, or modification. These measures include:
- SSL/TLS encryption for all data transmitted to and from our website
- Access controls limiting who within our organisation can access personal information
- Regular software and security updates
- Secure email practices
- Staff awareness of data protection obligations
In the event of a data breach that poses a risk to your rights and freedoms, we will notify you and the Information Regulator as required under POPIA, without undue delay.
While we take every reasonable precaution, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of information transmitted over the internet.
Children's Privacy
Our website and services are directed at adults and business professionals. We do not knowingly collect personal information from children under the age of 18 without the consent of a competent person (as defined in POPIA).
If you believe we have inadvertently collected personal information about a child under 18, please contact us immediately at info@mavox.co.za and we will take steps to delete such information promptly.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page
- Post a notice on our website where appropriate
- Notify existing clients by email if the changes significantly affect how we process their information
We encourage you to review this policy periodically. Your continued use of our website or services after any changes constitutes your acknowledgement of the updated policy.
Previous versions of this policy are available on request by emailing info@mavox.co.za.
Contact & Complaints
If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your personal information, please contact our Information Officer:
Mavox Consulting — Information Officer
Xolani Mavolwane
Kempton Park, Gauteng, South Africa
Email: info@mavox.co.za
Phone: +27 (0)71 887 1586
Website: www.mavox.co.za
Complaints to the Information Regulator
If you are not satisfied with our response to your complaint or believe we are processing your personal information unlawfully, you have the right to lodge a complaint with the Information Regulator of South Africa:
Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
P.O. Box 31533, Braamfontein, Johannesburg, 2017
Complaints email: complaints.IR@justice.gov.za
General enquiries: inforeg@justice.gov.za
Website: www.justice.gov.za/inforeg