Privacy Policy
THE PROTECTION OF PERSONAL INFORMATION ACT
CUSTOMER PRIVACY NOTICE
This Notice explains how we obtain, use, and disclose your personal information, in accordance with the requirements of the Protection of Personal Information Act (“POPIA”).
At Bow Hosts (including this website and chatbot service), we are committed to protecting your privacy and ensuring that your personal information is collected and used properly, lawfully, and transparently.
About the Company
Bow Hosts
The information we collect
We collect and process your personal information mainly to contact you for the purposes of understanding your requirements and delivering services accordingly, as well as to register services for you as our client (such as domain registration requiring the domain holder’s address). For this purpose, we will collect contact and billing details including your name, organization, contact number(s), and address.
We collect information directly from you where you provide us with your personal details. Where possible, we will inform you what information you are required to provide and what information is optional.
Website usage information may be collected using “cookies,” which allows us to collect standard internet visitor usage information.
Information Collected via Chatbot
When using our AI-powered chatbot, we may collect the following information:
- Your name and email address (if required for assistance).
- Chat interactions, which may include details of support inquiries.
Purpose of Chatbot Data Collection
This information is used to:
- Provide automated assistance and troubleshooting for common hosting-related issues.
- Improve chatbot accuracy by analyzing past interactions.
- Facilitate escalation to human support when needed.
By using our chatbot, you consent to this data collection. If you prefer not to share certain details, you may opt to contact our support team directly at support@bowhosts.com.
Third-Party AI Services
If the chatbot is powered by an external AI service, your data may be processed by this third-party provider. We ensure that such providers comply with strict privacy and security standards.
How we use your information
We will use your personal information only for the purposes for which it was collected and agreed with you. In addition, where necessary, your information may be retained for legal or research purposes.
For example:
- To gather contact information.
- To confirm and verify your identity or to verify that you are an authorized user for security purposes.
- For the detection and prevention of fraud, crime, money laundering, or other malpractice.
- To conduct market or customer satisfaction research or for statistical analysis.
- For audit and record-keeping purposes.
- In connection with legal proceedings.
Disclosure of information
We may disclose your personal information to our service providers who are involved in the delivery of products or services to you. We have agreements in place to ensure that they comply with the privacy requirements as required by the Protection of Personal Information Act.
We may also disclose your information:
- Where we have a duty or a right to disclose in terms of law or industry codes.
- Where we believe it is necessary to protect our rights.
Information Security
We are legally obliged to provide adequate protection for the personal information we hold and to stop unauthorized access and use of personal information. We will, on an ongoing basis, continue to review our security controls and related processes to ensure that your personal information remains secure.
Our security policies and procedures cover:
- Physical security.
- Computer and network security.
- Access to personal information.
- Secure communications.
- Security in contracting out activities or functions.
- Retention and disposal of information.
- Acceptable usage of personal information.
- Governance and regulatory issues.
- Monitoring access and usage of private information.
- Investigating and reacting to security incidents.
When we contract with third parties, we impose appropriate security, privacy, and confidentiality obligations on them to ensure that personal information that we remain responsible for is kept secure.
We will ensure that anyone to whom we pass your personal information agrees to treat your information with the same level of protection as we are obliged to.
Your Rights: Access to Information
You have the right to request a copy of the personal information we hold about you. To do this, simply contact us at the numbers/addresses as provided on our website and specify what information you require. We will need a copy of your ID document to confirm your identity before providing details of your personal information.
Please note that any such access request may be subject to a payment of a legally allowable fee.
Correction of your information
You have the right to ask us to update, correct, or delete your personal information, or this can simply be done by logging into your client zone via the login button on the website. We will require a copy of your ID document to confirm your identity before making changes to personal information we may hold about you. We would appreciate it if you would keep your personal information accurate.
Definition of personal information
According to the Act ‘‘personal information’’ means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person. Further to the POPI Act, BowHosts also includes the following items as personal information:
- All addresses including residential, postal, and email addresses.
- Change of name – for which we require copies of the marriage certificate or official change of name document issued by the state department.
Use of Cookies and Tracking Technologies
Our website uses cookies to enhance your browsing experience. These may include:
- Essential cookies (for functionality).
- Analytics cookies (to understand visitor behavior).
You can manage cookie preferences via your browser settings.
AI Chatbot & Privacy Notice
By engaging with our AI chatbot, you agree to our Privacy Policy. The chatbot collects interaction data to assist with support requests. If you exceed usage limits, you may be required to wait 24 hours before using the chatbot again.
If you need immediate assistance, please email support@bowhosts.com.
How to contact us
If you have any queries about this notice; you need further information about our privacy practices; wish to withdraw consent; exercise preferences, or access/correct your personal information, please contact us at the numbers/addresses listed on our website.