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Privacy Policy

This Privacy Policy explains how Ruka (Pty) Ltd collects, uses, stores, shares, and protects personal information when you visit our website, use our software, or engage with our services.

Effective Date: 1 October 2025
Company: Ruka (Pty) Ltd ("Ruka", "we", "us", "our")
Registered Office: Johannesburg, South Africa
Website: https://www.ruka.co.za
Email: support@ruka.africa

1. Introduction

This Privacy Policy explains how Ruka (Pty) Ltd ("Ruka") collects, uses, stores, shares, and protects personal information when you visit our website, use our software, or engage with our services. This policy applies to all Ruka products and platforms, including but not limited to SmartChat, SmartBook, SmartTrack, SmartNudge, SmartHealth, and any other current or future tools, systems, or modules developed by Ruka. By using any Ruka Service, you acknowledge that you have read and understood this Privacy Policy and consent to the practices described herein.

2. Purpose of This Policy

Ruka respects your right to privacy and is committed to protecting personal information in compliance with:

  • The Protection of Personal Information Act, 2013 (POPIA) of South Africa.
  • The General Data Protection Regulation (GDPR) where applicable.

This policy ensures that all personal information is processed lawfully, transparently, and securely.

3. Information We Collect

Ruka collects both personal and non-personal information to provide and improve our products and services.

3.1 Information You Provide Directly

When you engage with Ruka, you may provide:

  • Full name, company name, job title, and contact information (email address, phone number).
  • Billing and payment details.
  • Account registration information.
  • Information provided during support requests, onboarding, or consultations.
  • Content you upload to our systems (e.g., files, chat messages, or contact data).

3.2 Information Collected Automatically

When you use our website or software, Ruka may automatically collect:

  • IP address and geolocation data.
  • Browser type, device information, and operating system.
  • Usage data, interaction logs, and performance metrics.
  • Access times, login events, and referral sources.

3.3 Information from Third-Party Sources

Ruka may collect data through third-party integrations or partners such as WhatsApp, Meta, Google, OpenAI, or other systems connected to your Ruka account. These sources are subject to their own privacy policies, which you should review separately.

4. How We Use Your Information

Ruka processes data only for legitimate business purposes, including to:

  • Deliver and maintain Ruka's Services.
  • Authenticate and manage user accounts.
  • Process payments and issue invoices.
  • Provide customer support and respond to inquiries.
  • Send service-related notifications and updates.
  • Improve system performance and functionality.
  • Conduct analytics and research to enhance user experience.
  • Comply with applicable laws and prevent fraudulent or abusive activity.
  • Send marketing or promotional materials (only where consent is obtained).

We do not use your personal data for automated decision-making that produces legal or similarly significant effects.

5. Legal Basis for Processing (for GDPR)

Where the GDPR applies, Ruka processes personal data under one or more of the following lawful bases:

  • Performance of a contract (to deliver our products and services).
  • Compliance with legal obligations.
  • Legitimate interests (to improve and secure our systems).
  • Consent (for marketing communications or optional data collection).

6. How We Store and Protect Information

Ruka uses secure cloud infrastructure (e.g., Google Cloud Platform) with encryption in transit and at rest. Access is restricted to authorized personnel under strict confidentiality obligations. We employ technical and organizational measures including:

  • Firewalls and intrusion detection.
  • Role-based access control.
  • Regular security audits and penetration testing.
  • Data minimization and anonymization where possible.

While Ruka takes all reasonable precautions, no system is fully immune to unauthorized access. Users share data at their own risk, and Ruka shall not be liable for security breaches beyond its reasonable control.

7. Data Retention

Ruka retains personal information only as long as necessary to:

  • Fulfill the purposes outlined in this policy.
  • Comply with contractual or legal obligations.
  • Resolve disputes or enforce agreements.

When data is no longer required, it is securely deleted or anonymized.

8. Sharing and Disclosure of Information

Ruka does not sell or rent personal information to third parties. We may share information in limited circumstances:

  • With trusted service providers such as cloud hosts, billing systems, and communication platforms who process data under strict confidentiality and data protection terms.
  • With legal or regulatory authorities when required by law.
  • With third-party APIs or integrations that you connect (e.g., WhatsApp, Meta, Google, OpenAI).
  • With business partners under non-disclosure and data processing agreements.

All third parties are contractually obligated to comply with data protection and privacy laws equivalent to POPIA and GDPR standards.

9. International Data Transfers

Your data may be stored or processed outside South Africa in countries that offer an equivalent level of data protection. By using Ruka's Services, you consent to such international transfers, subject to appropriate safeguards being implemented.

10. Your Rights

Under POPIA and GDPR, you have the right to:

  • Access a copy of your personal information.
  • Request correction or deletion of your data.
  • Withdraw consent where processing is based on consent.
  • Object to certain types of processing.
  • Request restriction of processing or portability of your data.

To exercise these rights, contact us at legal@ruka.africa. We may require verification of identity before processing any request.

11. Cookies and Tracking Technologies

Ruka uses cookies and similar technologies to improve user experience, track usage patterns, and analyze website traffic. You can manage or disable cookies in your browser settings. Some features of the Services may not function properly if cookies are disabled.

12. Data Processed on Behalf of Clients

When clients use Ruka's Services to collect or manage data from their customers or users:

  • Ruka acts as a data processor, and the client remains the data controller.
  • The client is responsible for obtaining valid consent from their users and ensuring lawful data collection.
  • Ruka will process that data only as instructed and will not use it for its own purposes.

13. Children's Privacy

Ruka's Services are intended for business and professional use. We do not knowingly collect or process personal information from individuals under 18 years of age. If you believe a minor has provided information to Ruka, please contact us immediately at legal@ruka.africa for deletion assistance.

14. AI Systems and Automation

Some Ruka Services, such as SmartChat or SmartTrack, use artificial intelligence to generate responses, analytics, or recommendations. AI models may process data to improve accuracy and performance. All such processing is governed by strict confidentiality and anonymization measures. AI-generated outputs should not be treated as factual or legally binding advice. Ruka is not liable for actions taken solely based on AI-generated responses.

15. Marketing Communications

Ruka may send service-related or promotional communications by email, SMS, or WhatsApp. You can opt out of marketing messages at any time by following the unsubscribe instructions or contacting us directly. Transactional and security notifications will continue to be sent where necessary.

16. Data Breach Notification

In the event of a data breach that may compromise personal information, Ruka will:

  • Notify affected parties and relevant authorities as required by law.
  • Take immediate steps to contain and remedy the breach.
  • Cooperate fully with regulatory investigations.

17. Changes to This Privacy Policy

Ruka may update this Privacy Policy from time to time. Any material changes will be published on our website, and the revised version will be effective upon posting. Continued use of Ruka's Services after such updates constitutes your acceptance of the revised policy.

18. Contact Us

If you have any questions or concerns about this Privacy Policy or how Ruka handles your personal information, please contact:

Legal Department – Ruka (Pty) Ltd
Email: legal@ruka.africa
Location: Johannesburg, South Africa

19. Complaints

If you believe Ruka has not handled your data in accordance with applicable laws, you may lodge a complaint with the Information Regulator (South Africa) or the relevant data protection authority in your jurisdiction.

Information Regulator South Africa
Website: https://inforegulator.org.za
Email: complaints.IR@justice.gov.za

This Privacy Policy forms part of Ruka's Universal Terms & Conditions and should be read together with them.