Privacy

Privacy Policy

1. Introduction

Eyetrosoft CC (“Eyetrosoft”, “we”, “us”, “our”) respects your privacy and is committed to protecting personal information. This Privacy Policy explains how we collect, use, share and protect personal information when:

• you visit our websites, including https://eyetrosoft.com and https://intelligencemonitor.eyetrosoft.com;
• you use our media monitoring and analytics platforms and tools;
• you communicate with us or engage with our services; and
• we collect and analyse publicly available information from social media platforms, websites and other online sources on behalf of our clients.

We process personal information in accordance with applicable data protection laws, including the Protection of Personal Information Act, 2013 (“POPIA”) in South Africa and, where relevant, the EU General Data Protection Regulation (“GDPR”).

2. Who is responsible for your information?

The responsible party / data controller is:

Eyetrosoft CC
Registration no: 2011/080494/23
South Africa

For privacy-related queries, you can contact us at:

Email: privacy@eyetrosoft.com

3. What information we collect

We may collect and process the following categories of information:

3.1 Information you provide directly

• Contact details – such as your name, email address, phone number and organisation when you fill in forms, request a demo, sign up for an account or communicate with us.
• Account information – username, password, role and preferences associated with your Eyetrosoft account.
• Business information – such as billing details, contract information and communications with our team.
• Content you upload – documents, images, audio, video, configuration settings and other material you submit or process through our platforms.

3.2 Information we collect automatically

• Log and usage data – IP address, browser type, device information, pages visited, date and time of access, and other usage metrics, collected via server logs and analytics tools.
• Cookies and similar technologies – see section 7 below.

3.3 Publicly available online content

In delivering media monitoring and analytics services for our clients, we may collect and analyse content that is publicly available online (“Public Content”), including:

• public posts, comments, replies, mentions, hashtags and profile information on social media platforms (e.g. X (Twitter), Facebook, Instagram, YouTube, LinkedIn and others);
• public content from blogs, forums, podcasts, news sites and other websites; and
• associated metadata, such as timestamps, engagement counts and links.

We collect this information via official APIs, authorised data providers or publicly accessible web pages, in line with the terms and policies of the relevant platforms and applicable laws.

3.4 Information from clients and partners

• Contact details and user lists provided by clients (e.g. for user access, project contacts).
• Configuration data (e.g. keywords, brand names, handles, URLs, campaign structures).
• Feedback and survey responses.

1. How we use the information

We use the information we collect for the following purposes:

4.1 To provide and operate our Services

• creating and managing user accounts;
• processing documents, images, audio and other content through our AI-driven tools;
• collecting and analysing Public Content based on keywords, brand names, hashtags, handles and URLs configured by clients;
• generating dashboards, alerts, reports and visualisations for clients; and
• providing customer support and technical assistance.

4.2 To improve and secure the Services

• monitoring performance, usage and trends to improve functionality;
• developing new features, models and analytics capabilities;
• detecting, preventing and responding to security incidents, fraud or abuse; and
• enforcing our Terms of Service.

4.3 To communicate with you

• responding to queries, requests and support tickets;
• sending important service notifications (e.g. system updates, security or account alerts);
• sending marketing or promotional communications where permitted (you may opt out at any time).

4.4 Legal and compliance purposes

• complying with legal obligations and lawful requests;
• protecting our rights, property, users and the public; and
• establishing, exercising or defending legal claims.

1. Legal bases for processing (where applicable)

Where GDPR or similar laws apply, we rely on one or more of the following legal bases:

• Performance of a contract – where processing is necessary to provide the Services to you or your organisation.
• Legitimate interests – such as providing and improving our Services, monitoring and analysing Public Content for brand and campaign analytics, protecting security, and preventing misuse. We balance these interests against your rights and expectations.
• Consent – for certain cookies, marketing communications or specific data uses where required by law.
• Legal obligations – where we must process data to comply with applicable laws.

1. How we handle Public Content and social media data

6.1 Source of Public Content

We only collect content that is publicly available under the terms of the relevant platform (e.g. public tweets, public Facebook posts, public Instagram posts, public YouTube videos and comments, public blogs and news articles). We do not intentionally collect private messages or content shared only with restricted audiences.

6.2 Scope of analysis

On behalf of our clients, we may:

• search and retrieve Public Content that matches selected keywords, hashtags, brand names, handles, URLs and topics;
• perform automated analysis such as keyword counting, sentiment analysis, thematic clustering and trend detection;
• extract limited metadata (such as timestamp, link, username/handle, platform and engagement metrics); and
• display snippets or links to the original content in dashboards and reports.

6.3 Limits and respect for platform policies

We access Public Content via official APIs and authorised channels, subject to rate limits and usage policies. We do not resell raw platform data as a standalone product, and we respect user removal requests and platform-level removals where technically feasible.

7. Cookies and similar technologies

Our websites and platforms may use cookies and similar technologies to:

• remember your preferences and session information;
• understand how visitors use our sites;
• enhance performance and security.

You can control cookies through your browser settings and, where required by law, through cookie banners or preference tools we provide. Disabling certain cookies may affect the functionality of the Services.

8. How we share information

We do not sell personal information. We may share information in the following limited circumstances:

8.1 Service providers

We engage trusted third-party service providers to help us operate and improve the Services (e.g. hosting providers, analytics providers, email and communication tools, payment processors). These providers are contractually bound to process personal information only on our instructions and to implement appropriate security measures.

8.2 Clients

Where we process data on behalf of a client (for example, Public Content about their brands or campaigns), we share analytics, dashboards and reports with that client and, where relevant, their authorised users.

8.3 Platform providers and data partners

When we access data from Third-Party Platforms or data providers, we may need to share identifiers or configuration data (such as keywords or handles) as part of authorised API requests. We do not share more information than is necessary to perform the requested operations.

8.4 Legal and safety

We may disclose information if reasonably necessary to:

• comply with applicable laws, regulations or legal processes;
• respond to lawful requests from public or governmental authorities;
• protect the rights, property or safety of Eyetrosoft, our users, clients, or the public; or
• prevent or investigate suspected fraud, abuse or security incidents.

8.5 Business transfers

If Eyetrosoft is involved in a merger, acquisition, restructuring or sale of assets, information may be transferred as part of that transaction, subject to confidentiality obligations and applicable laws.

9. International transfers

Our Services may use servers, cloud infrastructure and service providers located outside the country where you are based. When personal information is transferred across borders, we take reasonable steps to ensure that appropriate safeguards are in place, such as contractual protections and compliance with applicable transfer mechanisms.

10. Data retention

We retain personal information only for as long as necessary to fulfil the purposes described in this policy, including:

• for as long as you or your organisation maintain an account with us;
• for the duration of contractual relationships with clients plus a reasonable period thereafter to comply with legal, tax and accounting obligations and to resolve disputes; and
• for Public Content, for as long as it is relevant to active analysis and reporting, subject to platform terms and client requirements.

We may retain aggregated or anonymised data (which cannot reasonably be linked to an identifiable individual) for longer periods for analytics, research and service improvement.

11. Security

We implement reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or destruction. These measures include access controls, encryption in transit where appropriate, secure coding practices and regular review of our security posture.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Your rights

Depending on your location and applicable law, you may have some or all of the following rights:

• Right of access – to request confirmation whether we process personal information about you and to obtain a copy.
• Right to correction – to request that inaccurate or incomplete personal information be corrected.
• Right to deletion – to request deletion of personal information in certain circumstances.
• Right to object or restrict processing – to object to certain processing activities or request that we restrict processing.
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time (this will not affect processing already carried out).
• Right to data portability – to request certain information in a machine-readable format, where applicable.

To exercise these rights, please contact us at privacy@eyetrosoft.com. We may need to verify your identity before responding. We will respond in accordance with applicable laws and may decline requests in certain situations (for example, where we must retain data for legal obligations or legitimate business purposes).

13. Children’s privacy

Our Services are not directed at children under the age of 18, and we do not knowingly collect personal information from children. If you believe we have unintentionally collected information about a child, please contact us so we can delete it where appropriate.

14. Third-party websites and services

Our websites and dashboards may contain links to third-party websites, services or platforms. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies before providing any personal information.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page and, where appropriate, provide additional notice (for example, via the Services or email).

Your continued use of the Services after the updated policy takes effect will indicate your acceptance of the changes.

16. Contact us

If you have questions or concerns about this Privacy Policy or our data protection practices, please contact:

Email: privacy@eyetrosoft.com
Website: https://eyetrosoft.com