Privacy notice
How MICOTHA handles the personal information you share with us.
1. Who we are
MICOTHA ("we", "us") is an AI automation and services partner. MICOTHA is a sole proprietorship registered in South Africa. Full legal-entity details are available on request at hello@micotha.com. For the personal information described in this notice, MICOTHA is the responsible party (controller). You can reach us any time at hello@micotha.com.
2. Who this notice is for
- Website visitors (micotha.com).
- Prospects and leads: people who submit our forms, book a call, or whom we contact about our services.
- Clients and their authorised contacts.
Where we process personal information on behalf of a client (for example, running an AI front desk that handles that client's own customers), we act as the client's operator (processor) under a separate agreement, and that processing is governed by the client's contract rather than this notice.
3. What we collect and why
| Information | Examples | Why | Basis |
|---|---|---|---|
| Contact and business details | name, email, phone, company, website | respond to enquiries, prepare proposals, deliver the service | contract / legitimate interest |
| Discovery information | your answers about the problem, current approach, and desired outcome; call notes | diagnose the real problem, scope a solution, prepare your proposal | contract / legitimate interest |
| Call transcripts | a text transcript of booked calls (audio is not retained long-term) | accuracy of scoping and quality of our process | consent (captured at booking and at the start of the call) |
| Account and delivery data | configuration, usage, support messages | deliver, run, and support the service | contract |
| Billing data | amounts, invoices, payment status (card and bank details are handled by the payment provider, not stored by us) | billing and pass-through usage charges | contract / legal obligation |
| Website analytics | privacy-friendly, aggregate usage; no cross-site advertising tracking | improve the site | legitimate interest |
| Approximate location | your country, derived from your IP address to show prices in the right currency | show the correct regional pricing | legitimate interest |
We do not sell personal information, and we do not use it for third-party advertising.
4. Service providers
We use a small set of trusted providers to run MICOTHA, each processing only what it needs: our database and hosting providers; a country-level geolocation service (to show the right currency); our AI provider (to analyse intake and prepare proposals); our booking, email, video-call, e-signature, and payment providers; and an internal alert to notify us when a new enquiry arrives. For AI products we build and run for a client, the runtime providers used for that engagement are disclosed in that client's own agreement.
5. International transfers
We operate from South Africa and serve clients abroad, so personal information may be processed in the European Union, the United States, and other regions by the providers above. Where information is transferred across borders, we rely on appropriate safeguards to protect it.
6. How long we keep it
- Active prospect and client data: for as long as we are engaging with you and as needed to provide the service.
- On cancellation or non-payment: a 30-day window to resume or export, after which client data is deleted or de-identified, except records we are required to keep by law (such as invoices and signed agreements, typically 5 to 7 years).
- Call audio: not retained long-term; we keep the text transcript only.
- Marketing and contact data: until you ask us to stop or it is no longer needed.
7. Your rights
Depending on where you are, you may have the right to access the personal information we hold about you, correct it, delete it, object to or restrict how we use it, withdraw consent (for example, for call recording), and request a copy of your information. To exercise any of these, email hello@micotha.com and we will respond within the time the law requires. You may also complain to a data protection regulator (in South Africa, the Information Regulator).
8. When we contact you first
If we add you as a prospect from public or business sources, our basis is a legitimate interest in relevant business outreach. You can ask us to stop at any time at hello@micotha.com, and we will.
9. Security
We protect personal information with encryption in transit, access controls, least-privilege database access, and authenticated, audited access to our systems. No method is perfectly secure, but we take it seriously and limit who and what can reach your data.
10. Children
Our services are for businesses and are not directed at children.
11. Changes
We may update this notice. The "last updated" date above will change, and we will communicate material changes where appropriate.
12. Contact
For any privacy question or request, contact us at hello@micotha.com.
MICOTHA · hello@micotha.com · micotha.com