Privacy policy

NXT Solutions (Pty) Ltd (“NXT Solutions”, “we”) respects your privacy. This policy explains how we collect, use, share, and protect your personal information when you use NXT OpenViz (“OpenViz”, the “service”). It is written to be compatible with the Protection of Personal Information Act, 2013 (“POPIA”) and the General Data Protection Regulation (“GDPR”) where it applies to you.

1. Who is responsible

NXT Solutions is the responsible party for the personal information processed through the service. If you have questions about this policy or your personal information, contact our Information Officer at hello@nxtsolutions.co.za.

2. Information we collect

Information you provide

• Account information: your email address, used to sign you in and to address invitations.
• Profile information: display name and role designations within your Services.
• Contact details for messaging: a mobile number if you give one, and a Telegram account if you link one. These are optional, are only used for the channels you have ticked, and are stored separately from the rest of your profile so that other members of your Services cannot see them.
• Service content: the items, comments, files, and activity you and your collaborators create. This may include personal information if you choose to include it.

Information collected automatically

• Usage data: how you interact with the service, such as the pages you view and actions you take.
• Technical data: IP address, browser type, and device information, used for security and reliability.

3. How we use your information

• to operate, maintain, and improve the service;
• to authenticate you and manage Service access and roles;
• to send service-related communications, including invitation emails;
• to detect, prevent, and address fraud, abuse, and security issues;
• to comply with legal obligations.

4. Legal bases

Where GDPR applies, we rely on bases including performance of a contract with you, our legitimate interests in operating and securing the service, consent where you have given it, and compliance with legal obligations. Under POPIA, we process personal information for the lawful purposes described above.

5. How we share information

We do not sell your personal information. We share it only:

• with the members of the Services you belong to, according to their roles, so the service can function as intended;
• with trusted service providers who process data on our behalf under appropriate confidentiality and data-processing terms (for example hosting and authentication providers);
• where required by law or to protect the rights, property, or safety of NXT Solutions, our members, or others.

5a. Who processes your information for us

These are the providers that process personal information on our behalf, what they do, and where they operate. We update this list when it changes.

6. International transfers

Our database and file storage are located outsideSouth Africa, in the European Union (Frankfurt, Germany), and several of the providers above operate elsewhere. Your information, and any Content you submit, is therefore stored and processed outside the Republic.

We rely on section 72(1)(a) of POPIA: each provider is bound by a written data processing agreement, and where applicable the Standard Contractual Clauses, requiring protection substantially similar to POPIA. Where a transfer is also necessary to perform our agreement with you, section 72(1)(c) applies. Where GDPR applies, the same agreements provide the Article 46 safeguards.

We tell you this before you create an account and record your acceptance of it, along with the exact wording you were shown. Because hosting is how the service works, this is not something that can be disabled for an individual account.

7. Data retention

We retain your information for as long as your account is active or as needed to provide the service, and afterward as necessary to comply with legal obligations, resolve disputes, and enforce our agreements. When a Service is deleted, its content is removed in line with our deletion processes.

8. Security

We apply reasonable technical and organizational measures to protect your information, including encrypted transport, row-level access controls, and role-based permissions within the application. No method of transmission or storage is fully secure, but we work to protect your information using industry-standard practices.

9. Your rights

Depending on where you live, you may have rights to:

• access the personal information we hold about you;
• correct inaccurate or incomplete information;
• request deletion of your personal information;
• object to or restrict certain processing;
• receive a copy of your information in a portable format;
• withdraw consent where processing relies on it.

To exercise any of these rights, contact our Information Officer. We will respond within the timeframe required by applicable law.

9a. Marketing and your permissions

We send marketing by email, WhatsApp or SMS only where you have opted in to that specific channel, and never as a condition of using OpenViz. Consent is asked for separately from our terms, is off by default, and refusing it changes nothing about your account.

You may withdraw at any time from the Privacy and permissions section of your settings, from the unsubscribe link in any email, or by replying STOP to a WhatsApp or SMS message. Every marketing message identifies us as the sender and tells you how to stop it. We maintain a record of everyone who has refused or withdrawn, so a withdrawal is not accidentally undone.

9b. How we record your permissions

Every permission you give or refuse is written to an append-only record that captures the date and time, the specific permission, which version of this policy or the terms was current, and the exact wording shown to you. A withdrawal is recorded as a new entry rather than by erasing the original, so the history stays complete and we can demonstrate that we honoured your choice.

You can download your own record from your account settings at any time. We keep these entries for as long as needed to establish or defend a legal claim, which may be after your account is closed. When an account is deleted, the entries are stripped of the identifiers that link them to it.

10. Cookies

We use cookies and similar technologies to keep you signed in and remember your preferences. Nothing beyond strictly necessary cookies is set unless you turn it on, and you can change your choice at any time from the Cookie settings link in any page footer. Details are in our cookie policy.

11. Children’s privacy

The service is not directed to individuals under 18, and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, contact us so we can delete it.

12. Changes to this policy

We may update this policy from time to time. We will indicate the “last updated” date below and notify account holders of material changes where appropriate.

13. Contact

Privacy questions can be sent to hello@nxtsolutions.co.za.

Last updated: 10 August 2026.