01 · Who we are
Swayphics is a creative and design studio providing branding, visual design, digital experiences and related business services. For purposes of this Privacy Policy, Swayphics is referred to as “Swayphics”, “we”, “us” or “our”.
This policy describes how Swayphics processes personal information in connection with this website and the services we provide.
02 · Information we collect
Depending on how you interact with us, we may collect personal information such as your name, email address, telephone or WhatsApp details where supplied, the service you are interested in, project-enquiry information, billing and transaction information, communications with us, and information voluntarily provided in a testimonial.
We aim to collect information that is adequate, relevant and reasonably necessary for the purpose for which it is processed. Information submitted through this website is generally collected directly from the person providing it.
Providing information is generally voluntary. However, some information may be necessary for us to respond to an enquiry, prepare a proposal, perform a service or administer a client relationship.
03 · Lawful use
Swayphics processes personal information only for lawful and reasonably necessary purposes, including responding to enquiries, communicating with prospective and existing clients, preparing quotations and proposals, delivering and administering services, processing approved testimonials, maintaining business records, securing and improving our website, preventing misuse, and meeting legal or regulatory obligations.
Depending on the circumstances, the lawful basis may include consent, taking steps at the request of a data subject prior to entering into a contract, performing a contract, complying with a legal obligation, or another lawful ground recognised by POPIA.
We do not sell or rent personal information.
05 · Service providers
Parts of the Swayphics website use third-party technology providers. The website currently uses Supabase for certain database and backend functions, including website enquiry and testimonial functionality, and uses Google Gemini API technology for the public InnerMe AI assistant. Other providers may be used where reasonably required for hosting, domains, email, analytics, website functionality or other services.
Where a third party processes personal information on behalf of Swayphics, we aim to use appropriate contractual, technical and organisational safeguards required by applicable law.
06 · InnerMe & AI processing
InnerMe is an AI assistant available on the public Swayphics website. When you use the public chat, your current message and recent visitor-authored conversation context are transmitted through the Swayphics backend to Google Gemini API so that the service can generate a response.
Swayphics does not intentionally store the full public InnerMe chat transcript in its own business database merely because you use the chat. The active conversation is held in the website session, and the public service may process a limited technical session identifier and network identifier for abuse prevention and rate limiting. These identifiers are hashed before storage for rate-limiting purposes rather than stored as raw network identifiers.
Where you choose to send the conversation to Swayphics through the enquiry handoff, the visitor-authored context that you submit becomes part of the enquiry information we receive and may then be retained and used in accordance with this Privacy Policy.
InnerMe may also be associated with non-content website analytics, such as conversation starts, message counts, service recommendations, enquiry-readiness signals, handoffs, resets and errors, where optional analytics has been accepted. The current analytics implementation does not send the chat text itself as an analytics event.
Please take care with chat content. Do not enter passwords, payment card details, security answers, confidential client information or other sensitive information into InnerMe. Google processes content sent to its Gemini API under Google's applicable terms and data-use policies. Those practices can differ by API service and service tier, and Swayphics does not control Google's independent processing.
07 · Cross-border processing
Some service providers may process or store personal information outside South Africa. Where personal information is transferred outside South Africa, Swayphics will take reasonable steps to ensure that the transfer is permitted under section 72 of POPIA, including by relying on an applicable statutory condition such as an adequate level of protection, an appropriate agreement or another lawful basis where applicable.
Because third-party infrastructure can change, the exact storage or processing location may depend on the provider, product and technical configuration used at the relevant time.
08 · Retention
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to provide services, maintain appropriate business and transaction records, resolve disputes, enforce agreements, protect legitimate interests, or comply with legal obligations.
Different categories of information may therefore be retained for different periods. When information is no longer reasonably required, we will take reasonable steps to securely delete, destroy or de-identify it, subject to applicable retention requirements.
09 · Security
Swayphics takes reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. These measures may include access controls, account security, service-provider safeguards and limiting information access to what is reasonably necessary.
No electronic transmission or storage method can be guaranteed to be completely secure. Where Swayphics becomes aware of a security compromise involving personal information, we will assess the incident and take steps required by applicable law.
10 · Direct marketing
Swayphics may communicate with prospective or existing clients for direct-marketing purposes only where permitted by applicable law. Unsolicited electronic direct marketing is subject to POPIA section 69 and applicable requirements concerning consent, existing customers, identification of the sender and the ability to request that further communications cease.
Where marketing communications are sent, Swayphics will identify itself appropriately and provide a practical contact method for stopping further marketing communications. Requests to stop marketing will be recorded and respected, subject to any lawful reason for retaining the suppression record.
We do not treat an enquiry submitted for a project as blanket consent to unrelated marketing. Where separate marketing consent is required, it will be obtained separately.
11 · Your rights
Subject to applicable law, you may have rights to request access to personal information we hold about you, request correction of inaccurate information, object to certain processing, request deletion where applicable, withdraw consent where processing is based on consent, and ask questions about how your information is processed.
Requests should be sent to info@swayphics.co.za. We may need to verify the identity and authority of the requester before responding.
Requests for access to records may also be made under PAIA where applicable. Our PAIA Manual is available through the legal links on this website.
12 · Complaints
If you believe your personal information has been processed unlawfully, you may first contact Swayphics so that we can investigate the concern. You may also lodge a complaint with the Information Regulator in accordance with its procedures.
Information Regulator: POPIAComplaints@inforegulator.org.za · General enquiries: enquiries@inforegulator.org.za · Tel: 010 023 5200
Official complaint and eServices information is available from the Information Regulator.
13 · Third-party services
The Swayphics website may link to or embed third-party platforms such as Instagram, TikTok, Facebook, WhatsApp, Google services and other external providers. Those providers may process information under their own terms, privacy notices and technical arrangements once you interact with their services.
Swayphics does not control the independent privacy practices of third-party platforms.
15 · Children
Swayphics primarily provides services to businesses, organisations and individuals seeking professional creative or digital services. We do not knowingly seek to collect personal information from children for purposes unrelated to providing our services. Where a child’s personal information is involved, the applicable POPIA requirements will be considered.
16 · Changes
Swayphics may update this Privacy Policy when our services, technology, data practices or legal obligations change. The latest version will be published on this page with its effective or update date.
17 · Contact
For privacy questions, access or correction requests, or other concerns about personal information, contact Swayphics at info@swayphics.co.za.