Privacy notice

Last updated: 16 September 2026

Who this notice is from

Kai Media is the responsible party for the personal information described in this notice, as that term is used in the Protection of Personal Information Act 4 of 2013 (POPIA).

Kai Media's Information Officer can be reached at gian@kaimedia.co.za. Any question about this notice, or any request described in it, should go to that address.

This notice covers the kaimedia.co.za website and enquiries made through it. It does not cover patient information held by practices Kai Media works with — that is dealt with separately, under a written operator agreement with the practice, and the practice remains the responsible party for it.

What is collected

Only two categories of personal information are collected through this site.

Information you give me. When you book a call or send an email: your name, email address, phone number, practice name, and anything else you choose to type into the booking form or write to me.
Information collected automatically. Google Analytics records pages viewed, approximate location derived from IP address, device and browser type, and how you arrived at the site. This is used to understand which pages are read, not to identify you.

Why it is collected

To contact you about the call you booked, and to hold that call.
To prepare and deliver an audit or a quote, if you ask for one.
To keep records of work done and correspondence, as any business must.
To understand which parts of this site are useful.

Personal information is not sold, rented, or shared with anyone for their own marketing purposes. There is no version of this business where that happens.

The lawful basis

Processing is carried out on the basis that it is necessary to conclude or perform under a contract with you, that it protects a legitimate interest, or that you consented by submitting your details. Where consent is the basis, you can withdraw it at any time by emailing gian@kaimedia.co.za, and the processing stops.

Who else handles it

Kai Media uses third-party services to run. Each of these acts as an operator, processing information on instruction only.

HighLevel — the booking calendar and the client record system behind it.
Google — Workspace for email, and Google Analytics for site statistics.
The website host, which processes server logs in the ordinary course of serving pages.

Some of these providers store information on servers outside South Africa, including in the United States. Section 72 of POPIA permits this where the recipient is bound by rules or a contract providing an adequate level of protection, or where the transfer is necessary to perform a contract with you. Transfers are made on that basis.

How long it is kept

Enquiries that do not lead to work: kept for 12 months, then deleted.
Client records and correspondence: kept for 5 years after the work ends, which is the ordinary retention period for business and tax records.
Analytics data: retained according to the Google Analytics retention setting, currently 14 months.

You can ask for your information to be deleted sooner. Where nothing obliges me to keep it, it gets deleted.

Cookies

This site sets cookies for Google Analytics only if you accept them. Nothing is set before you choose. There are no advertising cookies, no retargeting pixels, and no tracking across other websites.

You can change your choice at any time using the Cookie settings link in the footer, and you can block or delete cookies in your browser settings. The site, including the booking calendar, works either way.

Your rights

Under sections 23, 24 and 11(3) of POPIA you have the right to:

Ask whether I hold personal information about you, and ask for a copy of it.
Ask for information that is inaccurate, irrelevant, excessive, out of date or misleading to be corrected or deleted.
Object to processing, on reasonable grounds.
Withdraw consent where consent was the basis for processing.
Ask not to receive electronic direct marketing, at any time and at no cost.

Email gian@kaimedia.co.za to exercise any of these. There is no charge for a request and you will get a response within a reasonable period.

Security

Information is held in access-controlled accounts protected by multi-factor authentication. No system is perfectly secure, and I will not claim otherwise. If a breach occurs that is likely to affect you, you will be notified, and so will the Information Regulator, as section 22 of POPIA requires.

Complaints

If you are not satisfied with how your information has been handled, raise it with me first at gian@kaimedia.co.za. If that does not resolve it, you can lodge a complaint with the Information Regulator of South Africa:

POPIA complaints: POPIAComplaints@inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za
Telephone: 010 023 5200 or 0800 017 160 (toll free)
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191

Changes to this notice

If this notice changes, the date at the top changes with it. The current version is always the one on this page.