PRIVACY POLICY
Neith AI
Effective date: 29 October 2026
Last updated: 29 October 2026
1. Introduction

Neith AI ("Neith AI", "we", "our" or "us") is committed to protecting your privacy and handling personal information responsibly.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit our website, interact with our services, communicate with us, or use our artificial intelligence (AI)-powered tools and solutions.
Neith AI works with information to support better understanding, analysis and engagement with complex stakeholder perspectives, submissions and other information. We recognise that such information may contain personal, confidential or sensitive details and that responsible data handling is essential to maintaining trust.
This Privacy Policy is intended to explain our approach to privacy and data protection in accordance with applicable laws, including South Africa's Protection of Personal Information Act 4 of 2013 ("POPIA") and, where applicable, the European Union's General Data Protection Regulation ("GDPR").

By accessing our website or using our services, you acknowledge that you have had the opportunity to read this Privacy Policy.

2. Who We Are
Neith AI provides AI-enabled solutions designed to help organisations understand information, identify relationships between perspectives and improve their ability to engage with complex stakeholder input.
For privacy purposes, the organisation responsible for determining how and why your personal information is processed will generally act as the responsible party under POPIA or the data controller under the GDPR, as applicable.
Organisation name: Neith AI
Website: https://www.neith-ai.com
info@neithai.com

Information Officer: [Insert Information Officer's name and contact details, where applicable]
Where Neith AI processes personal information on behalf of a client, that client may be the responsible party or controller, while Neith AI may act as an operator or processor. The applicable roles will depend on the nature of the services and the relevant contractual arrangements.

3. Information We May Collect
The information we collect depends on how you interact with Neith AI and which services you use.

3.1 Personal and Contact Information
We may collect personal information such as:

• Name and surname.

• Email address.

• Telephone number.

• Job title and professional role.

• Organisation or institution.

• Information submitted through contact forms.

• Information provided when requesting a demonstration, consultation or proposal.

• Correspondence and communications with our team.
   

We collect this information when you voluntarily provide it or when it is otherwise lawfully obtained.

3.2 Website and Technical Information
When you visit our website, certain technical information may be collected automatically, depending on our website configuration and the technologies we use.
This may include:

• Internet Protocol (IP) address.

• Browser type and version.

• Device and operating system information.

• Pages visited and interactions with website content.

• Referring website or source.

• Approximate geographical location derived from technical information.

• Date, time and duration of website visits.

• Diagnostic information and error logs.
   

We use this information where necessary to operate, maintain, secure and improve our website and services.
3.3 Information Submitted Through Our AI Services
Depending on the services you use, Neith AI may process information submitted by clients, authorised users or other participants.
This may include:

• Public consultation submissions.

• Stakeholder feedback and responses.

• Survey responses and research material.

• Documents, reports and other uploaded files.

• Written comments and stakeholder perspectives.

• Information about recurring themes, relationships and interdependencies within submitted material.

• Outputs, summaries, classifications and analyses generated through our services.
   

Some submitted material may contain personal information relating to identifiable individuals.
Users and client organisations are responsible for ensuring that they have an appropriate legal basis and any necessary permissions to submit personal information to our services.
Please do not submit passwords, payment card details, government identification numbers, highly sensitive personal information or other confidential material unless the service is designed for that purpose and the submission is authorised and appropriately protected.

3.4 Business and Client Information
When working with organisations, we may collect and process information relating to:

• Client organisations and their authorised representatives.

• Project requirements and service agreements.

• Implementation, configuration and support requests.

• Project communications and service-related records.

• Billing and administrative information, where applicable.
   

We will handle such information in accordance with applicable privacy laws and contractual obligations.
4. How We Use Personal Information
Neith AI may use personal information for the following purposes:
4.1 Providing Our Services

To operate, deliver and maintain our website, products and services, including AI-enabled analysis and information-processing functionality.
4.2 Stakeholder Analysis and Participatory Intelligence

Where authorised by the relevant client and supported by an appropriate legal basis, we may process submitted information to help identify recurring themes, relationships, patterns and interdependencies across stakeholder perspectives.
The purpose of this processing is to support a more informed understanding of complex information and stakeholder engagement.

4.3 Responding to Enquiries
To respond to contact requests, arrange demonstrations, provide proposals and communicate with prospective or existing clients.
4.4 Improving Our Services
To understand how our services are used, troubleshoot technical issues, improve functionality and evaluate service performance.
Any use of personal information for product development or service improvement will be subject to applicable law, contractual restrictions and the purposes for which the information was collected.
4.5 Security and Fraud Prevention
To protect our website, systems, clients and users against unauthorised access, misuse, fraud, security incidents and other unlawful activity.
4.6 Legal and Regulatory Compliance
To comply with applicable laws, regulations, lawful requests and contractual obligations, and to establish, exercise or defend legal claims where necessary.
4.7 Marketing and Business Communications
Where permitted by law, we may use business contact information to send relevant updates about Neith AI, our services, events or developments.
You may opt out of marketing communications at any time by using the unsubscribe mechanism provided or contacting us directly.
We will not rely on this provision to send communications where consent or another legal requirement has not been satisfied.
5. Artificial Intelligence and Automated Processing
Neith AI uses artificial intelligence and related technologies as part of its services.
Depending on the product, configuration and purpose of use, these technologies may assist with analysing submitted information, identifying relationships between ideas, organising information, summarising material and generating analytical outputs.
5.1 How AI Processes Information
Information submitted to an AI-enabled service may be processed by the relevant systems to generate a response or perform a requested analytical task.
The specific information processed, the technologies involved and the applicable retention arrangements will depend on the service being used.
Where third-party AI providers are involved, their processing of information will be governed by the applicable service arrangements and privacy terms.
5.2 Use of Information to Train AI Models
Neith AI must confirm its actual AI-provider arrangements before publishing a definitive commitment on model training.
Neith AI will describe and manage any use of submitted information for AI model training or improvement in accordance with its actual technical configuration, contractual commitments and applicable law.
Where information is processed solely to provide a service to a client, it will not automatically be treated as permission to use that information for unrelated purposes.
Where separate consent, authorisation or another legal basis is required for model training or other secondary uses, the necessary requirements must be satisfied before such processing takes place.
5.3 Human Oversight
AI-generated outputs may contain errors, omissions or interpretations that require further review.
Unless explicitly agreed otherwise and subject to applicable law, Neith AI's analytical outputs should be treated as decision-support information rather than a substitute for appropriate human judgement.
Organisations using our services remain responsible for determining how outputs are interpreted and applied within their own decision-making processes.
Where applicable law imposes safeguards relating to decisions made solely through automated processing, those safeguards must be observed.
5.4 Sensitive Information
AI systems should not be used to process sensitive personal information unless the processing is authorised, necessary for the intended purpose, supported by an appropriate legal basis and protected by suitable safeguards.
Where applicable, Neith AI will work with its clients to establish appropriate processing instructions, access controls and data-handling arrangements.
6. Legal Basis for Processing
We process personal information only where we have an appropriate legal basis under applicable law.
Depending on the circumstances, this may include:

• Consent: Where you have provided valid consent for a specified purpose.

• Contractual necessity: Where processing is necessary to enter into or perform a contract with you or your organisation.

• Legitimate interests: Where processing is necessary for legitimate business interests and those interests do not override applicable rights and protections.

• Legal obligations: Where processing is required to comply with applicable law.

• Other lawful grounds: Where another legal basis recognised by applicable legislation permits the processing.

Where consent is relied upon, you may withdraw it subject to applicable legal and contractual limitations. Withdrawal does not affect the lawfulness of processing that took place before the withdrawal.
Where Neith AI processes personal information on behalf of a client, the client is responsible for establishing the appropriate legal basis for the processing it instructs us to perform, where the client is the controller or responsible party.
7. Sharing and Disclosure of Information
Neith AI does not treat personal information as a commodity.
We may share personal information only where necessary for legitimate and disclosed purposes, in accordance with applicable law and relevant contractual obligations.
7.1 Service Providers
We may engage trusted third-party service providers to support our operations, including providers of:

• Website hosting and cloud infrastructure.

• AI models and AI processing services.

• Data storage and database services.

• Website analytics and performance monitoring.

• Cybersecurity and technical support.

• Email and business communications.

• Payment processing, where applicable.

These providers may process personal information on our behalf or in accordance with their own applicable terms.
Where required by law, we will take appropriate steps to ensure that service providers are subject to suitable confidentiality, security and data-protection obligations.
The actual providers used by Neith AI should be identified in our internal data inventory and disclosed where required.
7.2 Clients and Authorised Users
Where we process information on behalf of a client, information and outputs may be made available to that client and its authorised users in accordance with the relevant service configuration, instructions and contractual arrangements.
Neith AI does not assume that information submitted for one client may be disclosed to another client.
7.3 Legal Requirements
We may disclose personal information where disclosure is required by law, a court order or a lawful request from an authorised public authority.
Where legally permitted and reasonably appropriate, we will seek to limit disclosure to the information required for the relevant purpose.
7.4 Business Transfers
If Neith AI undergoes a merger, acquisition, restructuring, financing transaction or sale of assets, personal information may be transferred as part of that transaction, subject to applicable law and appropriate safeguards.
7.5 No Unauthorised Commercial Disclosure
We will not disclose personal information to unrelated third parties for their independent marketing purposes unless the disclosure is lawfully authorised and any required consent has been obtained.
8. Confidentiality of Client and Stakeholder Information
We recognise that information submitted during public consultations, research projects, institutional engagement processes and similar activities may be confidential or commercially sensitive.
Where Neith AI processes such information on behalf of a client, we will handle it in accordance with applicable agreements, documented instructions and relevant privacy obligations.
Access to client information should be restricted to authorised persons and service providers who require access for legitimate operational purposes.
We will not knowingly make confidential client submissions publicly available merely because they have been processed by an AI-enabled service.
Clients remain responsible for identifying confidential information, establishing appropriate access permissions and ensuring that the use of our services is consistent with their legal obligations.
This section does not override disclosure obligations imposed by law or any applicable contractual arrangements.
9. Cookies and Similar Technologies
Our website may use cookies, pixels, local storage or similar technologies to support its functionality and security.
Depending on the website configuration, these technologies may be used to:

• Ensure that the website functions correctly.

• Remember user preferences.

• Understand website traffic and performance.

• Identify technical errors.

• Support security and prevent abuse.

• Measure marketing performance, where applicable.

Strictly necessary technologies may be used where permitted by applicable law. Non-essential analytics, advertising or tracking technologies will be used subject to applicable consent requirements.
You may be able to manage cookies through your browser settings or through a cookie preference mechanism on our website.
Disabling certain cookies may affect website functionality.
A separate cookie notice may be provided if our website uses non-essential tracking technologies.
10. Data Security
Neith AI takes reasonable and appropriate measures to protect personal information against loss, damage, unauthorised access, unlawful processing and unauthorised disclosure.
Depending on the services and systems involved, safeguards may include:

• Access controls and user permissions.

• Authentication and account-security measures.

• Encryption in transit and, where supported, at rest.

• Secure system configuration and infrastructure management.

• Monitoring, logging and incident detection.

• Appropriate confidentiality obligations.

• Supplier and service-provider assessments.

• Data minimisation and retention controls.

No electronic system, internet transmission or storage environment can be guaranteed to be completely secure.
We will continue to assess and improve our safeguards in accordance with applicable legal requirements and the risks associated with the information we process.
11. Data Retention
We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, subject to applicable law, contractual obligations and legitimate operational requirements.
Retention periods may differ depending on the category of information.
For example:

• Contact enquiries: Retained for as long as reasonably necessary to respond to and manage the enquiry.

• Client and contractual records: Retained for the duration of the relevant relationship and any additional period required for legal, regulatory or contractual purposes.

• Submitted documents and stakeholder information: Retained according to the applicable client agreement, service configuration and documented retention instructions.

• Technical and security logs: Retained for a period appropriate to security, troubleshooting and operational requirements.

• Marketing records: Retained while required for the relevant communication purpose, subject to applicable law and opt-out requests.

When personal information is no longer required, we will take reasonable steps to delete, destroy or de-identify it securely, where appropriate.
Some information may remain in protected backups or records that must be retained by law. In such circumstances, it will be managed in accordance with applicable retention and access requirements.
Neith AI should establish and publish specific retention periods where these are known and material to users.
12. International Transfers
Neith AI may use service providers or infrastructure located outside South Africa or the country in which you are based.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable data-protection requirements.
These steps may include contractual safeguards, appropriate recipient protections or other lawful transfer mechanisms.
Where required, we will also take into account the location of the recipient, the nature of the information and the legal protections available in the destination country.
Information about specific hosting locations and international transfers may be provided where required by applicable law or relevant contractual arrangements.
13. Your Privacy Rights
Depending on your location, the applicable law and the circumstances of the processing, you may have rights concerning your personal information.
These may include the right to:

• Request confirmation of whether we process your personal information.

• Request access to personal information we hold about you.

• Request correction or updating of inaccurate or incomplete information.

• Request deletion or destruction of personal information where legally permitted.

• Object to certain processing activities.

• Request restriction of processing in applicable circumstances.

• Withdraw consent where processing is based on consent.

• Request a copy of certain information in a portable format, where applicable.

• Lodge a complaint with the relevant data-protection authority.

• Exercise applicable rights relating to automated decision-making.

These rights are subject to legal conditions and exceptions. We may need to verify your identity before responding to a request.
13.1 Exercising Your Rights
To submit a privacy request, contact us using the details provided in Section 16.
Please describe your request and provide enough information for us to identify the relevant records.
We will handle your request in accordance with applicable legal requirements and timeframes.
If Neith AI processes your information on behalf of a client, we may need to refer your request to that client or assist the client in responding, depending on our respective legal roles.
14. Children's Privacy
Neith AI's services are intended for professional, organisational and institutional use unless a particular service expressly states otherwise.
We do not knowingly collect personal information directly from children through services intended for adults without an appropriate legal basis and the necessary safeguards.
However, information submitted through stakeholder engagement, research or consultation processes may include information relating to children.
Where such information is processed, the relevant parties must ensure that the processing is lawful and that any additional protections required by applicable law are implemented.
If you believe that personal information relating to a child has been submitted to Neith AI inappropriately, please contact us so that we can assess the matter and take appropriate action.
15. Third-Party Websites and Services
Our website may contain links to third-party websites, platforms or services.
Those third parties may operate under their own privacy policies and terms.
Neith AI is not responsible for the independent privacy practices of third-party websites that we do not control. We encourage users to review the relevant privacy information before submitting personal information to those services.
16. Contact Us
If you have questions about this Privacy Policy, would like to exercise your privacy rights, or wish to raise a concern about how your personal information is handled, please contact us.
Neith AI Privacy Contact
Website: https://www.neith-ai.com
Email: [Insert privacy contact email address]
Business address: [Insert registered business address]
Information Officer: [Insert name and contact details, where applicable]
Please include "Privacy Request" in the subject line of your email.
Where applicable, you may also lodge a complaint with the relevant data-protection authority.
In South Africa, the Information Regulator oversees compliance with POPIA and related access-to-information legislation.
Official website: https://inforegulator.org.za/
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, business operations or legal obligations.
When changes are made, we will update the "Last updated" date at the beginning of this document.
Where required by applicable law, we will provide additional notice or obtain consent before implementing material changes that require it.
We encourage you to review this page periodically to remain informed about how Neith AI handles personal information.
18. Governing Law
This Privacy Policy is intended to operate in accordance with applicable data-protection and privacy laws.
Where applicable, this includes the Protection of Personal Information Act 4 of 2013 of South Africa and the General Data Protection Regulation of the European Union.
Nothing in this Privacy Policy is intended to exclude or limit a right or protection that cannot lawfully be excluded or limited under applicable law.