OrgChart Hosting Pty Ltd, a South African company, is the responsible party (the “controller” under the GDPR) for personal information collected through orgcharthosting.com. We resell and support the OrgChart product in Africa, the Middle East and India.
This notice covers our website, our forms and downloads, and how we follow up with people who contact us. It explains what we collect, why, who we share it with, how long we keep it and what rights you have under the Protection of Personal Information Act, 2013 (POPIA) and, where it applies, the EU and UK General Data Protection Regulation (GDPR).
Contact us about privacy: our Information Officer can be reached at info@orgcharthosting.com. Please use this address for questions, requests to access or correct your information, objections and complaints. Several staff members monitor it.
Effective date: 27 October 2026.
| Source | Information |
|---|---|
| Demo, quote and contact forms | Name, work email, phone (if given), company, job title, country, number of employees, your message |
| Download forms (for example, templates and guides) | Name, work email, company, job title, country, number of employees, your consent choices |
| Email and calls with us | What you tell us, and our replies |
| Website analytics (only with your consent) | Pages viewed, time on site, approximate location (country or city), device and browser type, how you reached us (for example, a LinkedIn post) |
| Spam protection | Technical signals such as IP address and browser behaviour, used to tell people from bots |
We do not ask for special personal information (such as health, religion or biometrics) and ask you not to send it. Our website is meant for business users, not children.
| Purpose | What it means | Lawful basis (POPIA s11 / GDPR Art. 6) |
|---|---|---|
| Answer your enquiry | Reply to your demo, quote or contact request and arrange a demo | Steps you asked for before a contract; legitimate interest |
| Send a download | Email you the item you requested | Your consent |
| Follow up | A member of our sales team may contact you once or twice about your enquiry or download, for example to ask if it was useful or if you would like a demo | Legitimate interest in responding to business enquiries; you can tell us to stop at any time |
| Marketing updates | Occasional emails on HR and org chart topics | Your consent (opt-in box). Unsubscribe with the link in any email or by writing to us |
| Improve the website | Understand which pages and posts are useful | Your consent (cookie banner) |
| Security | Block spam and abuse of our forms | Legitimate interest |
| Legal duties | Keep records the law requires | Legal obligation |
We do not sell your information, and we do not make decisions about you by automated means alone.
| Service | Provider | What it does | Needs your consent? |
|---|---|---|---|
| Essential cookies | OrgChart Hosting | Keep the site and cookie banner working | No |
| Google Analytics 4 | Counts visits and form submissions so we can see what works. IP addresses are not stored | Yes | |
| Google reCAPTCHA | Protects our forms from spam | No (needed for the forms to work) | |
| Embedded videos | Vimeo | Plays product videos when you press play | Yes |
You can change your cookie choices at any time through the cookie settings link at the bottom of every page. Links from our LinkedIn posts carry a campaign tag (for example, utm_campaign) so we can count visits from each post. The tag does not identify you.
We share your information only with operators (processors) that help us run the website and our email, under agreements that require them to protect it:
We may also disclose information where the law requires it. We do not pass website enquiries to the OrgChart product vendor or to any marketing platform.
Transfers outside South Africa. Microsoft and Google may process information outside South Africa, including in the European Union and the United States. We rely on their contractual commitments and binding safeguards, as allowed by POPIA section 72 and GDPR Chapter V.
The OrgChart product. This notice covers our website and sales contact only. Information you load into the OrgChart product as a customer is covered by your customer agreement and the product’s own privacy and security terms.
| Information | Kept for |
|---|---|
| Enquiries and downloads that do not lead to business | 2 years after our last contact, then deleted |
| Customer and contract records | As long as the law requires (usually 5 years after the contract ends) |
| Marketing consent | Until you withdraw it, plus a record that you did |
| Website analytics | 14 months |
A security copy of emails sent by our website forms may be kept in our protected email logs for longer. We protect your information with access controls, encrypted connections (HTTPS), multi-factor sign-in on our systems, and access limited to staff who need it. If a breach is likely to affect you, we will tell the Information Regulator and you, as POPIA section 22 and the GDPR require.
You may ask us to:
Email info@orgcharthosting.com with your request. We may ask you to confirm who you are. We reply within one month and do not charge for reasonable requests.
Complaints. Please contact us first at info@orgcharthosting.com so we can put it right. You also have the right to complain to the Information Regulator (South Africa) at inforegulator.org.za. In the EU or UK, you may complain to your local data protection authority (in the UK, the Information Commissioner’s Office).
We will post any material change on this page at least 30 business days before it takes effect, with the new effective date at the top. Minor corrections take effect when posted.