Privacy Policy

Executive Office is a trading name of Shaboth Projects (Pty) Ltd, with its registered address at Unit 170 Pontenilo Gardens, 111 Mandarin Street Ext8TS, Honeydew Grove, Roodepoort, 2170. Shaboth Projects (Pty) Ltd is the responsible party for the personal information described in this policy.

Our Information Officer is Sharon Zenda, who can be reached at info@executiveoffice.co.za.

This policy applies to our website at www.executiveoffice.co.za, the Executive Office client portal, our mobile applications for iOS and Android, and the executive operations services we deliver to our clients.

We collect the following categories of information:

• Contact details — names, business email addresses, telephone numbers and job titles of the people we deal with.
• Business information — company name, industry, size, website, and the operational detail needed to run engagements: projects, actions, meetings, KPIs, risks, decisions, reports and documents.
• Engagement and financial information — proposals, engagement terms, invoices and payment status.
• Assessment information — responses to our Maturity Assessment and the resulting scores.
• Portal account information — the email address you use to sign in and the activity associated with your account.
• Calendar and meeting information — where you connect a calendar, the meeting titles, times, attendees, agendas and notes needed to schedule and record sessions.

We do not intentionally collect special personal information (such as health, religious or political information), and we ask that you do not submit it to us.

• To deliver the executive operations services you have engaged us for.
• To schedule meetings, record agendas and session notes, and keep you informed of progress.
• To prepare reports, dashboards and maturity assessments.
• To issue invoices, track payments and manage our commercial relationship.
• To give you access to the client portal and to verify who you are when you sign in.
• To respond to enquiries and to send you service-related communications.
• To meet our legal, tax and accounting obligations.

We do not sell your personal information, and we do not use it for third-party advertising.

Under POPIA we process personal information where you or your organisation have consented to it, where it is necessary to perform our agreement with you, where we have a legitimate interest in running our business, or where the law requires it.

We share information only with the service providers that make our service work, and only to the extent they need it:

• our hosting and application platform provider;
• email delivery providers, to send you invitations, reports and service communications;
• calendar and video-conferencing providers, where you have connected them;
• electronic signature providers, where a document requires signature;
• our payment provider, to process payments;
• our professional advisers, where necessary, and any authority where we are legally obliged to disclose.

Where we act as an operator for a client's information, we process it only on that client's instructions.

Some of our service providers store data outside South Africa. Where that happens, we take reasonable steps to ensure the information remains protected by a level of security comparable to POPIA, as required by section 72 of the Act.

We keep engagement information for as long as we are providing services and for a reasonable period afterwards, so that we can respond to queries and meet our legal and tax record-keeping obligations. When information is no longer needed, we delete or anonymise it.

If you close your account, your personal information is deleted or anonymised in the same way, except for the records described in section 8 that we are required to keep.

You can close your account and ask us to delete your personal information at any time, using the Delete account option in your account settings. You will be asked to confirm the request before anything is actioned.

When your account is closed, your access is removed and you are signed out immediately, and the practice principal is notified so that the closure can be completed. We then delete or anonymise the personal information we hold about you. Records we are required to retain — invoices, contracts and our compliance registers — are kept only for as long as the law requires, and are then deleted.

If you would prefer to make the request in writing, or you are unable to sign in, send it to info@executiveoffice.co.za and we will action it for you.

You have the right to:

• ask what personal information we hold about you and request a copy of it;
• ask us to correct or delete information that is inaccurate, irrelevant, excessive or unlawfully held;
• object to our processing of your information;
• withdraw consent you have previously given;
• lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, contact our Information Officer at the details in section 1. We will respond within a reasonable time and in line with POPIA.

Access to the portal requires an authenticated account, and client information is isolated so that each client can see only its own records. We use encrypted connections, access controls and least-privilege principles, and we review our practices as the service develops. No system is perfectly secure, so please use a strong, unique password for your portal account.

We use only the cookies and local storage necessary to keep you signed in and to operate the portal. We do not use them to build advertising profiles.

We may update this policy as our services or the law change. The current version is always published on this page, with the date it was last updated.

Questions about this policy, or about how we handle your information, can be sent to info@executiveoffice.co.za.