Privacy Policy

Information we collect

The information we collect depends on how you interact with WebSail and which services you use.

• Your name and business name.
• Your email address and telephone or WhatsApp number.
• Information submitted through contact and quote-request forms.
• Messages exchanged with our website AI assistant.
• Lead details, service interests and project requirements.
• Basic technical information such as page URL, session identifier, date, time, browser information and IP address.
• Website usage and analytics information collected through cookies or similar technologies.

AI assistant conversations

Our website may use an AI assistant to answer questions, explain WebSail’s services and help visitors make enquiries.

Conversations may be recorded and stored so that we can:

• Respond to enquiries and requested follow-ups.
• Improve the assistant’s usefulness and accuracy.
• Monitor performance and prevent misuse.
• Maintain appropriate business records.
• Identify genuine service enquiries and prospective leads.

The assistant is automated and may occasionally provide incomplete or incorrect information. Important project, pricing, service or contractual information must be confirmed directly with WebSail.

Why we process information

WebSail may process personal information to:

• Answer questions and respond to quote requests.
• Communicate with prospective and existing clients.
• Provide, maintain and support our services.
• Manage projects, accounts and client relationships.
• Improve our website, workflows and AI systems.
• Protect our systems against misuse and security threats.
• Meet contractual, accounting, tax and legal obligations.

We aim to collect only the information reasonably necessary for these purposes.

Storage and service providers

WebSail may use trusted service providers for website hosting, email, cloud storage, analytics, automation and AI processing. These may include Afrihost and Google services such as Gmail, Google Sheets, Apps Script, Analytics and Gemini.

Personal information is shared only where reasonably required to operate the website, respond to enquiries, provide services or meet legal obligations.

Some providers may process or store information outside South Africa. WebSail takes reasonable steps to use reputable providers and appropriate safeguards when information is transferred or processed.

How long we keep information

AI conversations and unconverted lead records may be retained for up to 12 months, unless they are deleted or anonymised earlier because they are no longer required.

Client, contractual, invoice, support and transaction records may be retained longer where reasonably required for service delivery, accounting, tax, dispute resolution or other legal obligations.

Information will not be kept indefinitely without a valid business or legal reason.

Cookies and analytics

WebSail may use essential cookies and analytics technologies to operate the website, understand how visitors use it and improve its performance.

Where required, visitors will be given an opportunity to manage non-essential cookies. Blocking certain cookies may affect some website functionality.

Browser settings can also be used to delete or block cookies.

Direct marketing

WebSail will not automatically add someone to a marketing list simply because they used the AI assistant or requested a quote.

Where consent is required for electronic marketing, WebSail will request it separately. You may withdraw your consent or unsubscribe from future marketing communication at any time.

Service-related messages, requested responses and existing-client communication are managed separately from promotional marketing.

Information security

WebSail uses reasonable technical and organisational safeguards to help protect personal information.

• Controlled access to website and cloud accounts.
• Website, theme, plugin and software security updates.
• Appropriate passwords and account-security measures.
• Backups and basic recovery procedures.
• Trusted hosting, email, storage and processing providers.

No online system is completely risk-free. If a security compromise affecting personal information occurs, WebSail will investigate, take reasonable corrective steps and provide notifications where legally required.

Your privacy rights

Subject to applicable law, you may contact WebSail to:

• Ask whether we hold your personal information.
• Request access to your information.
• Correct inaccurate, incomplete or outdated information.
• Request deletion of information that is no longer required.
• Object to certain processing of your information.
• Withdraw consent where processing depends on consent.

Privacy requests can be sent to hello@websail.co.za. We may need to confirm your identity before providing, correcting or deleting personal information.

You may also submit a complaint to the Information Regulator of South Africa .

Responsible party

The responsible party for personal information processed through WebSail is Clinton van der Westhuizen, trading as WebSail.

Changes to this policy

WebSail may update this Privacy Policy when our services, technology, service providers or legal obligations change.

The latest version and effective date will remain available on this page. Material changes may also be communicated through the website or directly to affected clients where appropriate.