Privacy Policy

1Scope and responsible party

This Privacy Policy applies to futragency.com, related FUTR enquiry and project channels, clients, prospective clients, suppliers, job applicants, event participants and other people who interact with FUTR Agency. It explains our processing as a responsible party under the Protection of Personal Information Act 4 of 2013 (“POPIA”).

The responsible party is FUTR Technology Group (Pty) Ltd, registration number 2023/534929/07, trading as FUTR Agency. Contact: 158 Jan Smuts Avenue, Rosebank, Johannesburg, 2196; info@futragency.com; +27 71 604 3335. Information Officer: Tyler Brown (or a duly registered successor or delegate).

When we process personal information solely on a client’s documented instructions—for example, within a client CRM, campaign audience, website form or automation—we generally act as that client’s operator. The client’s privacy notice and our project data-processing terms then also apply.

2Personal information we collect

Identity and contact information, such as names, job titles, employer, email addresses, telephone numbers, physical addresses and social-media handles.

Business and project information, including enquiries, briefs, proposals, contracts, meeting notes, communications, approvals, credentials, brand assets, content and support records.

Account and authentication information, including usernames, access logs, permissions and security events. We do not ask you to send passwords through insecure channels where a safer method is available.

Transaction information, including invoices, payment status, billing contacts and limited payment references. Payment-card details are ordinarily processed by the relevant payment provider, not stored by FUTR.

Website and device information, such as IP address, browser, device, operating system, referring pages, approximate location, interactions, cookies, pixels and analytics identifiers.

Marketing information, such as service interests, campaign engagement, communication preferences and consent or objection records.

Recruitment and supplier information, such as CVs, portfolios, work history, qualifications, references, rates, tax and banking details, and due-diligence records.

Audio, visual and event information, such as meeting recordings, photographs, testimonials and event attendance, where notice or permission is appropriate.

Special personal information or children’s information only where genuinely necessary, lawful and subject to appropriate safeguards and authorisation.

3How we collect information

We collect information directly from you when you browse the Website, complete a form, communicate with us, attend a meeting, accept a proposal, use a service, apply for work, supply services or interact with our campaigns.

We may also receive information from your organisation or authorised representatives; public sources such as company websites and professional profiles; referrals and partners; advertising and analytics platforms; event organisers; fraud and security services; and clients for whom we act as operator.

If you give us another person’s information, you must be authorised to do so and must provide any notice or obtain any consent required by law.

4Purposes and justification for processing

We process personal information only where we have a lawful justification, including consent; performance of a contract; compliance with law; protection of a legitimate interest; or pursuit of our or a third party’s legitimate interests where these are not overridden by your rights.

We use information to respond to enquiries; assess fit; prepare and administer proposals and contracts; deliver, support and improve Services; manage accounts, payments and suppliers; operate and secure the Website and systems; analyse performance; personalise communications; market relevant services lawfully; recruit and manage people; establish or defend legal claims; comply with tax, company, consumer, privacy and other legal duties; and protect people, systems and property.

If information is mandatory for a contract or legal requirement, we will indicate this where practical. If you do not provide it, we may be unable to quote, contract, grant access or deliver the requested Service.

5Cookies, analytics and advertising technologies

We use cookies and similar technologies. Strictly necessary technologies support security, network management, forms, preferences and core functionality. With consent where required, analytics technologies help us understand use and performance, and advertising technologies help measure campaigns, build audiences and show relevant advertising.

The live cookie banner or preference centre identifies the categories and available choices. Non-essential technologies should remain disabled until the required choice is made. You can change preferences through the Website control and browser settings, but blocking necessary technologies may affect functionality.

Third parties that provide analytics, video, maps, chat, scheduling, advertising or embedded content may receive device and usage information under their own privacy terms. The specific providers in use can change as our technology stack evolves; the live preference centre is the current cookie inventory.

6Direct marketing

We may send existing clients electronic marketing about our own similar services where permitted by law and we offered an initial and continuing opportunity to object. In other cases we seek consent where required. We keep suppression records so that an opt-out is respected.

You can unsubscribe through the message, reply with an objection or email info@futragency.com. Service, security, billing and project communications are not marketing and may continue where necessary. We do not sell personal information in exchange for money.

7Sharing and recipients

We disclose personal information only where reasonably necessary and lawful, including to authorised FUTR personnel; contractors and specialist partners; hosting, cloud, security, communications, CRM, accounting, payment, analytics, advertising, design, development and AI providers; professional advisers and insurers; a client where we process on its behalf; regulators, courts and law enforcement where legally required; and parties to a genuine merger, investment, financing or sale subject to appropriate safeguards.

Suppliers that process information for us are expected to use it only for authorised purposes, protect it appropriately and comply with applicable law. Some independent platforms act as separate responsible parties under their own privacy policies.

8International transfers

FUTR serves international clients and uses technology providers that may process information outside South Africa. We transfer personal information internationally only where permitted, including where the recipient is subject to a law, binding corporate rules or agreement providing an adequate level of protection; the transfer is necessary for a contract or your benefit; or you consent where valid.

Where European Economic Area or United Kingdom data-protection law applies, we use a recognised transfer mechanism where required, such as adequacy regulations or approved contractual safeguards. You may ask for information about the relevant safeguard, subject to confidentiality and security restrictions.

9Security

We use reasonable, risk-appropriate administrative, technical and physical safeguards designed to protect confidentiality, integrity and availability. These may include access controls, multi-factor authentication, encryption where appropriate, backups, logging, supplier due diligence, staff duties and incident procedures.

No online service or transmission is completely secure. You must protect your devices, credentials and accounts, use secure transfer methods, limit data to what is necessary and notify us promptly of suspected misuse. If a security compromise affects personal information, we will investigate, contain it and notify the Information Regulator and affected data subjects where and as required by law.

10Retention

We retain personal information only for as long as reasonably necessary for the purpose collected, a compatible purpose, legal or contractual obligations, dispute resolution, security and recordkeeping. We then delete, de-identify or securely archive it, unless law permits or requires longer retention.

Typical periods are: unsuccessful general enquiries—up to 24 months after last meaningful contact; project and client records—generally five years after the engagement or longer while claims, tax or contractual obligations remain; invoices and statutory accounting records—at least the legally required period; recruitment records—up to 12 months after the process unless consent or law supports longer retention; marketing records—until opt-out or inactivity makes retention unnecessary, with a minimal suppression record retained; and security logs and backups—according to risk-based technical schedules.

A client agreement or documented legal hold may require a different period. Backup deletion may occur on a rolling cycle rather than immediately.

11Your rights

Subject to applicable law and necessary identity verification, you may ask whether we hold your personal information; request access; request correction, completion, deletion or destruction; object to processing on reasonable grounds; withdraw consent without affecting earlier lawful processing; object to direct marketing at any time; request restriction where applicable; and complain to us or the Information Regulator.

Where EEA or UK law applies, you may also have rights to data portability, restriction, objection based on legitimate interests, and not to be subject to a solely automated decision producing legal or similarly significant effects, subject to lawful exceptions.

Send requests to info@futragency.com with enough detail to locate the information. We may ask for proof of identity, refuse or limit a request where law permits, protect other people’s rights and charge only a fee authorised by law. PAIA requests may require the prescribed form and process.

12AI and automated processing

We may use AI-assisted tools for drafting, analysis, design, coding, support, security, workflow automation and service improvement. We apply human review according to the context and avoid using solely automated processing to make a legally or similarly significant decision about an individual unless lawful safeguards exist.

We do not intentionally use confidential Client Materials or personal information to train a public model unless the relevant client and data subjects have been appropriately informed and the processing is authorised. Vendor settings and contracts are selected according to the project’s risk and requirements.

13Children

Our Website and general Services are directed to businesses and adults, not children. We do not knowingly collect children’s personal information without a lawful basis and authorisation from a competent person where required. Contact us if you believe a child has provided information improperly.

14Third-party sites and social media

Our Website may link to or embed third-party sites, platforms and social networks. Their operators decide how they process information and their privacy notices apply. Your public interaction with FUTR on a social platform may be visible to others and processed jointly or independently by that platform.

15Changes to this Policy

We may update this Policy to reflect legal, operational or technology changes. The latest version and effective date will appear on the Website. If a change materially affects how we use existing personal information, we will provide additional notice or seek consent where required.

16Contact and complaints

Contact FUTR’s Information Officer at info@futragency.com, +27 71 604 3335, or 158 Jan Smuts Avenue, Rosebank, Johannesburg, 2196. Please allow us a reasonable opportunity to investigate and respond.

Information Regulator (South Africa): POPIAComplaints@inforegulator.org.za; 010 023 5200; inforegulator.org.za. PAIA complaints: PAIAComplaints@inforegulator.org.za.