Privacy policy
How Hanzi Systems collects, uses, shares and protects personal information, and your rights under the Protection of Personal Information Act (POPIA). Last updated 3 November 2026.
Who is responsible
Hanzi Systems is a division of Zynkosi Tech. Zynkosi Tech is the responsible party under POPIA, which means it decides why and how personal information collected through this website is used.
Questions about personal information, and requests to use your rights, can be sent to [email protected].
Hanzi Systems, a division of Zynkosi TechEmail: [email protected]What this policy covers
This policy covers this website, enquiries you send through the contact form or by email, and agreements you sign electronically with us. It does not cover other websites that we link to.
The information we collect
You can browse this website without giving us any personal information. We only ask for what we need. If you leave out the details marked as required on the contact form we cannot reply to you.
| When | What we collect | Why we use it | Lawful reason |
|---|---|---|---|
| Contact form and email | Your name, email address, phone number, company (optional), the type of project and your message. | To reply to your enquiry and discuss possible work with you. | Steps you ask us to take before an agreement, and our legitimate interest in answering enquiries. |
| Signing an agreement electronically | Your name, job title, typed or drawn signature, the one-time code sent to you, your IP address, browser details and the time of each step. | To make, verify and keep a record of the signed agreement. | Performing the agreement and meeting legal requirements. |
| Running and securing the website | Your IP address, browser and device details, the pages requested and technical error reports. | To keep the website working and secure, to stop abuse such as spam, and to find and fix faults. | Our legitimate interest in a secure and reliable website. |
| Analytics (only if you accept) | Pages viewed, how you arrived, approximate location, device and browser. See the cookie policy for the cookies involved. | To understand how the website is used so we can improve it. | Your consent, which you can withdraw at any time. |
How we use it
We use personal information:
- to reply to your enquiry and talk to you about possible work
- to prepare, sign and keep agreements, and to meet our legal and accounting duties
- to keep the website secure, prevent abuse such as spam through the contact form, and fix faults
- to understand how the website is used, but only if you accept analytics cookies
We do not sell your personal information. We do not use the details you send in an enquiry for marketing unless you ask us to, and we do not make decisions about you by automated means.
Who we share it with
Our staff who handle enquiries and agreements can see what you send us. We also use service providers who process information on our behalf, for example:
- Hosting. Servers and networks that run this website and our systems and deliver the website to you.
- Email delivery. Sending our replies and the notifications about your enquiry.
- Text message delivery. Sending one-time codes when you sign an agreement electronically and choose to receive the code by text message.
- Error monitoring. Technical error reports that help us fix faults. A report can include your IP address and browser details.
- Google. Google Analytics, but only if you accept analytics cookies, Google Maps, which is shown in our contact section, and Google reCAPTCHA, which protects the contact form from spam and abuse.
We may also share information when the law requires it.
Sending information outside South Africa
Some of our service providers, including Google, process information outside South Africa, for example in the European Union and the United States. Where we do this we take reasonable steps to make sure the information stays protected, and where POPIA requires your consent for the transfer we ask for it.
How long we keep it
We keep personal information only for as long as we need it for the reason we collected it. For an enquiry that means while we deal with it and for as long afterwards as we need to keep our records or the law requires. Signed agreements and their signing records are kept for as long as the agreement and the law require. When we no longer need information we delete it or make sure it can no longer be linked to you.
How we protect it
We use reasonable technical and organisational measures to protect personal information, including encrypted connections to this website and limiting access to the staff who need it. If we become aware that personal information has been accessed by someone without authority, we will tell the Information Regulator and the people affected as POPIA requires.
Cookies
This website uses one cookie that is strictly necessary and, only if you accept, Google Analytics cookies. Read the cookie policy for the details and to change your choice.
Your rights
Under POPIA you may:
- ask whether we hold personal information about you and ask for a copy
- ask us to correct or delete information that is inaccurate, out of date, incomplete or unlawfully held
- object to us processing your information
- withdraw consent you have given, which does not affect what we did before you withdrew it
- complain to the Information Regulator
To use these rights email [email protected]. We may ask you to prove who you are before we share or change information, and we will reply within a reasonable time.
You can complain to the Information Regulator of South Africa, and we would appreciate the chance to put things right first.
Children
This website is written for businesses and is not aimed at children. We do not knowingly collect personal information from anyone under 18.
Other websites
This website links to other websites and shows a Google map. Those providers have their own privacy practices, and this policy does not cover them.
Changes to this policy
If we change how we handle personal information we will update this page and the date above. Our terms and conditions explain the rules for using the website.