Privacy Policy

Effective date: 21 July 2026

1. Information covered

Kopano OS may process account details, organization information, contact details, roles and permissions, operational records, uploaded documents, communication history, support enquiries, device and browser information, IP addresses and audit logs.

2. How information is obtained

Information may be provided by the customer or its users, created through normal use of the system, imported during implementation, submitted through the public contact form or generated for security and audit purposes.

3. Purposes of processing

Information may be used to create and administer workspaces; provide requested modules; process transactions; deliver support; secure accounts; maintain audit trails; send service or customer communications; recover passwords; improve reliability; and meet contractual or legal obligations.

4. Customer-controlled data

For operational information entered into a customer workspace, the customer generally determines why and how the information is used. The customer should give its employees, customers, suppliers and other data subjects appropriate notices and permissions.

5. Sharing and service providers

Information may be shared with approved hosting, email, payment, support or technical service providers only where necessary to deliver the service. Information may also be disclosed when required by lawful authority, to protect rights and security, or as part of an approved business transfer.

6. Security

Kopano OS includes role-based access, audit logging, protected storage, secure sessions and encrypted SMTP secret storage. No system can guarantee absolute security, and customers must also use HTTPS, strong credentials, correct permissions, secure devices, backups and responsible administration.

7. Retention

Information is retained for as long as needed to provide the service, support legitimate operational and audit needs, comply with applicable obligations and resolve disputes. Retention may vary by deployment, record type and customer agreement.

8. International and hosted processing

Depending on the selected hosting and service providers, information may be processed in different locations. Deployment and data-location requirements should be agreed during procurement or implementation.

9. Rights and requests

Requests to access, correct, export or delete personal information should normally be directed to the organization that controls the relevant workspace. Privacy questions relating to the Kopano OS service may be sent to info@cypherafricagroup.com.

10. Cookies and sessions

Kopano OS uses session and security technologies necessary for authentication, user preferences and reliable operation. Public pages may also use basic technical data to protect contact forms and understand service performance.

11. Children

Kopano OS is an organizational business system and is not intended for unsupervised use by children. Education customers remain responsible for determining appropriate permissions and notices for any student-related information they choose to process.

12. Updates

This policy may be updated as the product, deployment model or legal requirements evolve. The effective date will be revised when material changes are published.