Privacy Policy

1. Who this covers

This policy explains how TaskMind-AI ("we", "us") handles personal information in terms of the Protection of Personal Information Act 4 of 2013 ("POPIA"). It covers two groups: customers — people who create a TaskMind-AI account — and visitors — people who talk to a TaskMind-AI-powered chatbot on a customer's website. For customer accounts we are the responsible party. For visitor conversations, the customer whose website you used is the responsible party and we process that information on their behalf as operator; contact the website owner first with requests about those conversations.

2. What we collect

Customers: name, email address, password (stored hashed), the content you teach your bots, your subscription status and payment history. We never see or store your card number — payment credentials are captured and held by our payment processor, which gives us only a token, the card brand and its last four digits.

Visitors: the messages you type to a chatbot, and any contact details you choose to leave (for example when booking or asking to be contacted). Chat messages are linked to a conversation, not to an account.

We also keep ordinary technical logs (IP address, browser type, timestamps) for security and troubleshooting.

3. What we use it for

To provide and operate the Service: running your bots, generating replies, capturing leads and bookings for the website owner, billing subscriptions, sending service emails (welcome, receipts, payment problems, cancellations), support, and keeping the Service secure. We do not sell personal information, and we do not use visitor conversations to advertise to visitors.

4. Who it is shared with

Only what is needed to run the Service: AI model providers receive conversation content (the message and relevant taught content) to generate each reply; our payment processor handles all card details and recurring charges; hosting and email providers store and transmit data on our instruction. Some providers process data outside South Africa; where they do, we rely on contracts and safeguards consistent with POPIA. We will disclose information if the law requires it.

5. How long we keep it

Customer account data is kept while the account exists and for a reasonable period afterwards for legal and accounting purposes. Payment records are kept as required by tax law. Conversations, leads and bookings are kept while the owning customer's account is active, and are deleted when deleted by the customer or when the account is removed.

6. Security

Passwords are hashed, traffic is encrypted in transit (HTTPS), payment credentials never touch our servers, and access to production data is restricted. No system is perfectly secure; if a breach affecting your personal information occurs, we will notify the Information Regulator and affected parties as POPIA requires.

7. Your rights

Under POPIA you may ask what personal information we hold about you, ask for it to be corrected or deleted, and object to processing. Customers can change account details in the dashboard and cancel at any time. To exercise any right, reach us through the contact form. If you are unsatisfied with our answer, you may complain to the Information Regulator (South Africa) — inforegulator.org.za.

8. Cookies

The Service uses only what it needs to function, so no cookie-consent banner is required. On taskmind-ai.co.za we set a session cookie to keep you logged in and a CSRF token to protect forms. The chat widget embedded on customers' websites stores a short conversation reference in your browser's sessionStorage (not a cookie) so your conversation can continue in that tab; it disappears when the tab closes and is not used to track you across sites. We do not run third-party advertising or tracking cookies anywhere.

9. Changes

We may update this policy; the current version is always at this address with its effective date above. Material changes will be signposted in the Service or by email.