Privacy Policy

Introduction

Pivot Automation respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we handle your data when you use Pivot Meets (the "Service"), in compliance with South Africa's Protection of Personal Information Act (POPIA).

By using Pivot Meets, you agree to the collection and use of your information as described below. If you do not agree, please do not use the Service.

1. Information We Collect

When you use Pivot Meets, we may collect:

• Account Information: Your name, email address, and login details when you register an account.
• Payment Information: Limited transaction details from our secure payment processor, PayFast (we do not collect or store card numbers). We retain payment records as required by South African tax and financial laws.
• Meeting Recordings & Content: Audio or video files you upload, as well as transcripts and summaries generated by the Service. These may contain voices or names of meeting participants.
• Support & Communications: If you contact us, we may store your communication for support and operational purposes.

We do not collect more information than necessary to provide the Service.

2. Purpose of Processing

We process personal information only for the following purposes:

• To provide the Service by transcribing and summarising meetings.
• To deliver meeting notes to the account holder.
• To manage your account and transaction records.
• To comply with South African legal and financial obligations.

Recordings are only used to generate meeting notes. They are not used for marketing, profiling, or any other secondary purposes.

3. Data Retention

• Recordings and transcripts are stored securely for 48 hours only and are then permanently deleted.
• Meeting notes and outputs are also deleted after 48 hours.
• No personal participant details are stored once the 48-hour period has expired.
• Payment and transaction records may be retained for up to 5 years, as required by South African tax and audit regulations.

Please note: because we use external AI processing agents or models (e.g. for transcription or summarisation), those vendors may retain or log information for a longer period before deleting it, subject to their own data retention policies; these vendors operate under frameworks designed to support GDPR compliance in jurisdictions where that is required.

4. Security Measures

We take reasonable, appropriate measures to protect your information, including:

• Encryption of data in transit (HTTPS/TLS).
• Secure cloud storage with access controls.
• Limiting access to authorised personnel only.
• Regular monitoring and security updates.

While no method is 100% secure, we commit to taking steps consistent with industry best practices to safeguard your information.

5. User Responsibilities

When using Pivot Meets, you (the meeting organiser or host) are the responsible party for informing participants that a meeting is being recorded. You must inform participants that:

• The session is being recorded to create meeting notes.
• Recordings and notes are deleted within 48 hours.
• No personal participant data is retained after deletion.
• Participants may review this Privacy Policy at pivotmeets.com.

The host is responsible for ensuring participants are aware before recording begins.

6. Sharing of Information

We may share limited data only with trusted third-party service providers as necessary to operate the Service:

• PayFast (payment processing).
• AI partners (e.g., transcription and summarisation services) for generating meeting notes. These providers are contractually bound not to use your data for other purposes.
• Cloud hosting providers for secure storage.

Third-party vendors (PayFast, AI partners, cloud hosts) operate under data processing agreements and security models intended to comply with GDPR or equivalent data protection standards where applicable, and are contractually bound not to use your data beyond the purposes of what is required to provide the service.

We do not sell or rent personal information to third parties.

7. International Data Transfers

Pivot Meets is based in South Africa. However, some processing may involve international service providers (for example, AI or cloud providers). We ensure such transfers comply with POPIA requirements by selecting providers with strong privacy and security commitments.

8. Your Rights Under POPIA

You have the right to:

• Request access to the personal information we hold about you.
• Request correction or deletion of inaccurate, irrelevant, or outdated information.
• Object to processing in cases where POPIA allows.
• Lodge a complaint with the Information Regulator (South Africa).

Requests can be sent to support@pivotautomation.co.za.

9. Children's Privacy

Pivot Meets is not intended for use by individuals under 18. We do not knowingly collect personal information from children.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our practices. Updated versions will be posted on pivotmeets.com with a revised "Last Updated" date. Material changes will be highlighted to users.

11. Contact Us

If you have questions or concerns about this Privacy Policy or how we handle your information, please contact us:

Email: support@pivotautomation.co.za

Last Updated: 07 October 2025