Privacy notice

Last updated: 10 November 2026

Stellenflow (Pty) Ltd ("Stellenflow", "we", "us") respects your privacy. This notice explains how we process personal information collected through stellenflow.com, in line with the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Who we are

The responsible party is Stellenflow (Pty) Ltd (registration number K2026557318), based in Stellenbosch, Western Cape, South Africa. Our Information Officer is Katleho Panyani, who can be reached at katleho@stellenflow.com.

2. What we collect and why

• Audit requests and call-back forms: your name, business name, industry, town or city, email, phone or WhatsApp number and anything you write in your message. We use this to contact you about your audit and prepare for the call.
• Calculator estimate requests: your name, email or WhatsApp number, and the figures you entered in the calculator. We use this to send you your estimate and follow up about it.
• Bookings: when you book through our calendar, Cal.com collects your name, email and any notes you add, so the meeting can be scheduled.
• WhatsApp, phone and email: if you contact us, we receive your number or address and the content of your messages, which we use to reply.
• Website usage: see Analytics and cookies.

We process this information because you've asked us to contact you, with your consent, or for our legitimate interest in responding to enquiries and improving our website. Please don't send us patient or customer records through the website. We'll ask for what we need, securely, if we work together.

3. Analytics and cookies

Privacy-friendly analytics (always on). We use a cookieless analytics tool to count visits, see which pages are useful and measure actions like button clicks and form submissions. It doesn't use cookies, doesn't store your IP address and doesn't identify you. It respects your browser's "Do Not Track" setting.

Microsoft Clarity (only with your permission). If you click "Allow", we load Microsoft Clarity, which records how visitors move, click and scroll on our pages, and produces heatmaps. Form fields are masked so what you type isn't captured. Clarity sets cookies (such as _clck, kept for up to a year, and _clsk, kept for about a day). If you choose "No thanks", Clarity is not loaded.

Full details, including each cookie and how long it lasts, are in our cookie policy.

Your choice. We store your choice in your browser's local storage so we don't ask on every page. You can change it any time: open cookie settings.

Third-party content. Images load from Unsplash's image service, and the booking calendar loads from Cal.com. These services receive standard technical information, such as your IP address, when your browser loads them, and Cal.com may set its own cookies when the calendar is shown.

4. Who we share it with

We don't sell your personal information. We use trusted service providers (operators) who process it on our behalf and only for the purposes above:

• Netlify: website hosting and form submissions.
• Cal.com: meeting scheduling.
• Umami: cookieless website analytics.
• Microsoft Clarity: session recordings and heatmaps, only with your permission.
• WhatsApp (Meta): if you message us on WhatsApp.
• Our email provider: to send and receive email.

5. Information sent outside South Africa

Some of these providers store or process information outside South Africa, for example in the United States or European Union. We only use providers that are subject to data protection laws or agreements that give protection substantially similar to POPIA, as section 72 requires.

6. Direct marketing

We'll only send you tips or other marketing by email or WhatsApp if you've ticked the optional box to agree to it, or if you're an existing client and the messages relate to similar services. Every message gives you a simple way to opt out, and you can also ask us to stop at any time.

7. How long we keep it

We keep enquiry information only as long as we need it for the purpose you shared it for. If an enquiry doesn't become a working relationship, we delete it within 12 months unless you ask us to keep in touch. Clients' records are kept for as long as required by law.

8. Security

We use reputable providers with strong security, limit who can access personal information and use secure connections (HTTPS) across this website. If we become aware of a security compromise affecting your information, we'll notify you and the Information Regulator as POPIA requires.

9. Your rights

You may ask us to confirm what personal information we hold about you, and to correct or delete it. You may also object to us processing it, withdraw your consent at any time and opt out of direct marketing. Email katleho@stellenflow.com and we'll respond within a reasonable time.

If you're unhappy with how we've handled your information, please talk to us first. You may also complain to the Information Regulator (South Africa) at POPIAComplaints@inforegulator.org.za or via inforegulator.org.za.

Client systems

When we build automations for clients, we act on their instructions as an operator under POPIA. Those engagements are covered by a separate written agreement.