Privacy Policy

01

Who SiteBase is

SiteBase builds packaged websites for South African service businesses. Based in Johannesburg, working with service businesses across South Africa.

In this policy, “we”, “us”, and “our” mean SiteBase. We are the responsible party for personal information collected through this website. “You” means a visitor, lead, or client.

Privacy and all other SiteBase contact: info@sitebase.co.za or +27 65 189 6184 (phone or WhatsApp). We are based in Johannesburg, South Africa.

02

What this policy covers

It covers personal information we collect on this marketing website and in the conversations that follow:

• Website Taster enquiries (the homepage Taster form)
• Get Started contact-back forms (“leave your details”)
• Get Started onboarding briefs (the six-step form)
• WhatsApp and email enquiries, including messages that start from a demo
• PDF information packs emailed after a Taster or contact-back submission
• Logos, brand colours, photos, and business copy you send us
• Quote, brief, and estimator forms inside SiteBase demo sites
• Technical logs created when you use the site

This policy is written under the law of the Republic of South Africa, including the Protection of Personal Information Act, 2013 (POPIA). Read it with our Terms of Service.

Sending a form, a brief, or a WhatsApp about a website is your request that we use those details to reply and, if you continue, to quote or build. It is not consent for us to sell your details or to email unrelated marketing.

03

Website Taster leads

When you submit a Website Taster enquiry (R650), we collect the fields on that form: name, business name, trade or business type, phone / WhatsApp number, email, and how you want us to reply (WhatsApp, email, or both).

We use that information to contact you about the Taster, confirm what we need (business name, services, area, and logo or colours if you have them), and produce the homepage concept if you go ahead and pay.

A copy of the lead is emailed to SiteBase. If email delivery is working, we also email you — usually with a SiteBase PDF pack attached. If you chose WhatsApp, we may open or send a WhatsApp message using the number you gave.

A Taster enquiry is a SiteBase lead. It is not an order and not payment until we confirm the Taster and you pay the fee as we instruct.

04

Contact-back forms

The Get Started contact-back form (“leave your details”) collects your name, business name, phone / WhatsApp, email, and any optional note.

We use that only to reply, send the SiteBase PDF pack to the email you gave, and follow up about a website package. A copy of the lead is emailed to SiteBase at the same time.

Leaving details is a request that we contact you. It does not book a package, start a build, or create an invoice.

05

Onboarding briefs

The Get Started six-step brief asks for project information so we can recommend a package and build accurately. That typically includes:

• Name, business name, phone, and email
• Services, areas you cover, and how customers currently find you
• Whether you already have a website or domain
• Logo needs, brand colours, and notes about existing branding
• Package interest (Launch, Business, Business+, Custom, or not sure), timing, and anything else you add

If you leave the brief part-way through, a draft may be saved in your browser on this device so you can continue later. That draft stays on your device until you send the form. Clearing this site’s data deletes it.

When you send the brief, we email SiteBase the answers and we email you a PDF copy of what you submitted. We use that to confirm scope and price before work starts. Sending the brief is still an enquiry — not a paid order.

06

WhatsApp enquiries

If you tap WhatsApp on this website (including on a demo), or you ask us to reply on WhatsApp, your number and message go through WhatsApp (Meta) as well as to us.

We use WhatsApp to answer enquiries, confirm Taster or package next steps, and — on a live client site we build — as the customer contact path you asked for.

WhatsApp is a third-party service with its own terms and privacy policy. We do not control how Meta stores those messages. Do not send identity numbers, bank-card details, passwords, or medical information on WhatsApp.

A WhatsApp chat is not automatically a signed contract. Price, package, and scope only bind us when we confirm them in writing (email or a clear WhatsApp confirmation of those facts).

07

PDF information packs

After a Taster or contact-back submission we usually generate a SiteBase PDF pack and email it to the address you gave, and we keep the lead notification for ourselves.

The pack is a brochure: who SiteBase is for, package differences, process, and next steps. It may include the first name and business name you entered so the file is addressed to you. It is not a contract, not a live quote, and not a confirmation that we have started work.

If that email fails, we still have the form details and will try another channel you gave us (usually WhatsApp). You can ask us not to send a pack by saying so in the note or in your first reply.

08

Demo sites are examples

The live demos on this site — electrician, plumbing, gardening, accounting, air-conditioning, cleaning, painting, and any other sample trade — are SiteBase examples of Launch, Business, Business+, and Custom. They are not real client case studies unless a page clearly says so. They are not separate companies.

A quote form, job brief, or estimator inside a demo is a SiteBase demonstration. Any details you enter there, or any WhatsApp opened from a demo, are treated as a SiteBase enquiry — not as a job booked with that fictional trade, and not as a price we have agreed to build your live site for.

Photos you attach in a demo brief typically stay on your device for that session and are not uploaded as files in the demonstration. Contact details and the written brief still come to us as an enquiry if you send them.

09

Logos, photos, and business details you send

You may send a logo, colours, photos of work, service lists, prices you want shown, area coverage, testimonials, and other copy.

We use those materials only to prepare a Taster, quote, or website for your business. We do not sell them. We do not licence your logo to another business.

You must have the right to give us those materials. If a photo includes staff, customers, a private home, or someone else’s work, you are responsible for having permission to use it on a public website.

We do not take ownership of your logo or your photos. We may keep working copies while we host or support the site, and for a practical record afterwards as set out below.

10

Why we collect it

We collect personal information to run a website studio, not to trade in data. The purposes are:

• Identifying you and your business, and replying on the channel you chose
• Sending the PDF pack and any Taster or project follow-up
• Scoping Launch, Business, Business+, or Custom work and confirming price before we start
• Building, reviewing, launching, and supporting your website
• Invoicing, payment records, and legal or tax duties
• Keeping the website secure and diagnosing faults

Under POPIA we rely on these grounds as they apply: information you give us to deal with your enquiry or contract; information we need for a legitimate business interest that does not override your rights (replying to a lead, keeping a project file); and information the law requires us to keep (for example tax invoices).

11

What we do not do

We do not sell personal information. We do not pass leads to other agencies as a list. We do not use your details for unrelated bulk marketing.

Follow-up about the enquiry or project you opened — email or WhatsApp — is part of answering you, not bulk marketing.

We may mention a finished public website as an example of our work unless you ask us in writing not to. Demo brands already on this site are fictional. They are not your business.

12

Who else sees it

People inside SiteBase see a lead only as needed to reply or to do the work. We also use operators (processors) to run the site and send mail. They receive only what that tool needs:

• Cloud website hosting — to serve pages, keep the site online, and store technical logs
• Transactional email (currently Resend) — to send lead notifications to SiteBase and confirmation or PDF-pack emails to you
• WhatsApp / Meta — if you choose that channel
• Professional advisers (for example an accountant or attorney) — only if a payment, tax, or legal matter requires it

We may also disclose information if a South African law or court requires it. We do not control how WhatsApp or an email provider stores messages on their systems.

13

Servers outside South Africa

Hosting and email tools commonly store or process data outside South Africa. If you submit a form or receive a PDF pack, your name, contact details, and message may be processed on servers in another country.

We use these tools because they are how the site and the email packs actually run. We only send what the form or email needs.

If you do not want a form processed this way, email info@sitebase.co.za instead of submitting the form, or WhatsApp us a short message and we will continue from there.

14

Cookies and logs

This site uses cookies or similar storage that the website needs to work (for example to keep a session or remember an onboarding draft on your device). We do not run advertising pixels or sell browsing data.

The host may keep ordinary technical logs (time, page, approximate location from IP, browser type) to keep the site up and to investigate abuse. Those logs are not used to profile you for ads.

15

How long we keep it

We keep information only as long as we need it for the purpose we collected it, or as long as the law requires:

• Taster, contact-back, demo-form, and general enquiries: while we are dealing with them, then typically up to 24 months so we can resume if you come back
• Onboarding briefs and unpaid quotes: typically up to 24 months unless you ask us to delete them sooner
• Paid projects (including logos, photos, and working files): for the life of the project and while we host or support the site, then usually up to 36 months after the last work or hosting ends, unless a longer tax or legal record is required
• PDF packs and email or WhatsApp correspondence: aligned with the enquiry or project periods above
• Browser onboarding drafts: on your device until you send the form or clear the draft
• Hosting and security logs: a short operational period set by the host, typically weeks to a few months

You can ask us to delete an enquiry earlier. We may keep a minimal record (for example that a deletion request was made, or an invoice) where the law or a payment dispute requires it.

16

Security

We take reasonable steps to protect personal information — access control, reputable hosts and email tools, and limiting who inside SiteBase sees a lead.

No website or email system is completely secure. Do not use our forms for identity numbers, medical details, or full bank-card data. We have not asked for those.

17

Your POPIA rights

Subject to POPIA, you may ask us to confirm whether we hold personal information about you, to access it, to correct it, to delete it, to object to us using it, or to withdraw consent where we relied on consent.

How to do that:

• Email info@sitebase.co.za with the subject line “Privacy”
• Say whether you want access, correction, or deletion
• Give the name, business name, email, and phone you used so we can find the record

We will acknowledge the request and respond within a reasonable time — in ordinary cases within 30 days. We may ask you to confirm it is you. We may refuse where POPIA allows it (for example if the request is unfounded, or if we must keep an invoice).

Responsible party: SiteBase, Johannesburg, South Africa. Email: info@sitebase.co.za. Phone / WhatsApp: +27 65 189 6184.

If you are not satisfied, you may complain to the Information Regulator (South Africa). Current details are at inforegulator.org.za.

18

Changes

We may update this policy when our forms, tools, or the law change. The “Last updated” date on this page will change when we do. The current version is the one at /privacy.