1. Introduction
This Privacy Policy explains how Linqit Solutions (Pty) Ltd ("we", "us", or "our"), trading as linqIQ, obtains, uses, and discloses your personal information in accordance with the Protection of Personal Information Act, 2013 ("POPIA").
linqIQ is a web-based software licensing audit platform that collects log data from customer sites in order to analyse and present software licensing findings via our web application.
We are committed to protecting your privacy and ensuring that your personal information is collected and used appropriately, lawfully, and transparently.
2. Definitions
In terms of POPIA, "personal information" means information relating to an identifiable, living, natural person, and where applicable, an identifiable, existing juristic person. This includes, but is not limited to:
- Names and contact details (email addresses, telephone numbers, physical and postal addresses)
- Organisation and job title information
- Technical identifiers such as IP addresses, device information, and system log data
- Any other information defined as personal information under POPIA
"Processing" means any operation or activity concerning personal information, including collection, storage, use, modification, dissemination, or destruction.
"Data subject" refers to the person to whom personal information relates.
3. Information We Collect
We collect personal information through the following channels:
- Website contact forms: When you submit an enquiry or request information via our website, we collect your name, email address, phone number, organisation, and any details you provide in the message.
- Client onboarding and contracts: When entering into a service agreement, we collect business contact information, authorised representative details, and relevant technical information necessary to deliver our services.
- Email enquiries: When you contact us via email, we collect the information contained in your correspondence.
- Platform usage: When you use the linqIQ web application, we collect account credentials, usage data, and technical information necessary for the operation and improvement of our platform.
- Log data from customer sites: As part of our software licensing audit services, we collect system and application log data from customer environments. This data may include software installation records, licence keys, device identifiers, hostnames, usernames, and system configuration details.
Where possible, we will inform you what information is required and what is optional.
4. How We Use Your Information
We use your personal information only for the purposes for which it was collected and to which you have provided consent. This includes:
- Delivering software licensing audit services and presenting findings via the linqIQ platform
- Processing enquiries and requests for information
- Confirming and verifying your identity for security purposes
- Managing client accounts and service agreements
- Communicating with you about our services, products, updates, and events
- Conducting internal analysis, research, and platform improvement
- Detection and prevention of fraud, misuse, or other malpractice
- Complying with applicable laws, regulations, and legal proceedings
- Audit and record-keeping purposes
5. Log Data Collection
In performing software licensing audits, the linqIQ platform collects log data from your IT environment. This log data may include:
- Software installation and usage records
- Licence entitlement and allocation information
- Device identifiers, hostnames, and hardware specifications
- Usernames and account information associated with software installations
- Operating system and application version details
- Network and system configuration data relevant to licence compliance
This data is collected solely for the purpose of conducting the licensing audit and generating compliance reports. It is processed and presented through the linqIQ web application in a secure manner, accessible only to authorised personnel within your organisation and our audit team.
Log data is collected under the terms of the service agreement between Linqit Solutions (Pty) Ltd and the customer. We do not use this data for any purpose beyond the scope of the agreed audit engagement.
6. Cookies & Website Usage
Our website and web application may use cookies and similar technologies to collect standard internet visitor usage information. Cookies help us to improve your browsing experience, analyse site traffic, and understand how users interact with our platform.
If you choose to decline cookies, some elements of our website or platform may not function as intended. You can manage your cookie preferences through your browser settings.
7. Disclosure of Information
We may disclose your personal information to the following parties, subject to appropriate contractual agreements to ensure the protection of your data:
- Service providers and technology partners: Third parties who assist in delivering our services, including hosting providers, data analytics services, and technical support
- Professional advisors: Auditors, legal counsel, and business partners as required
- Regulatory and legal authorities: Where we have a duty or right to disclose in terms of law, regulation, or court order
- Client organisations: Audit findings and reports are shared with the authorised representatives of the customer organisation under the terms of our service agreement
We will not sell, rent, or trade your personal information to third parties for marketing purposes.
8. Information Security
We are legally obliged to provide adequate protection for the personal information we hold and to prevent unauthorised access, use, or disclosure. We continuously review our security controls and related processes to safeguard your data.
Our security measures cover:
- Physical security of our premises and infrastructure
- Computer, network, and application security
- Access controls and authentication for the linqIQ platform
- Encryption of data in transit and at rest
- Secure communications and data transfer protocols
- Security obligations imposed on third-party service providers
- Incident monitoring, detection, and response procedures
- Retention and secure disposal of information
While we strive to use commercially acceptable means to protect your personal information, no method of electronic storage or transmission is entirely secure, and we cannot guarantee absolute security.
9. Data Retention
We retain your personal information only for as long as is necessary for the purposes for which it was collected, or as required by applicable law. Specifically:
- Contact and account information: Retained for the duration of our business relationship and for a reasonable period thereafter to address any follow-up queries or legal requirements.
- Audit log data: Retained for the duration of the audit engagement and in accordance with the terms of the applicable service agreement. Upon completion or termination, data will be securely disposed of unless retention is required by law or by agreement with the customer.
- Website usage data: Retained for internal analysis purposes and generally for a shorter period unless required for security or legal compliance.
When data is no longer required, it is securely deleted or anonymised in accordance with our data disposal procedures.
10. Your Rights
Right to Access
You have the right to request a copy of the personal information we hold about you. To exercise this right, contact us using the details provided below. We may require proof of identity before fulfilling your request, and access may be subject to a legally allowable fee.
Right to Correction or Deletion
You have the right to ask us to update, correct, or delete your personal information. We will require verification of your identity before making changes. We encourage you to keep your personal information accurate and up to date.
Right to Object
You have the right to object to the processing of your personal information where such processing is carried out on grounds other than consent or a legal obligation. We will consider your objection and respond in accordance with POPIA.
11. Consent & Withdrawal
By providing your personal information to us—whether through our website, email, contract, or the linqIQ platform—you consent to its processing in accordance with this Privacy Policy.
You may withdraw your consent at any time by contacting us. Upon withdrawal, we will cease processing your personal information, subject to any legal obligations that require us to retain certain data. Please note that withdrawal of consent may affect our ability to provide services to you.
When we delete data following consent withdrawal, we follow a secure deletion process to ensure your information is safely and completely removed from our systems.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable legislation. Any material changes will be communicated via our website or through direct notification. We encourage you to review this policy periodically.
13. Contact Us
If you have any queries about this Privacy Policy, wish to exercise your rights, withdraw consent, or access or correct your personal information, please contact us: