This policy explains how IT-Guy, a directory initiative operated by Xii Group ("Xii Group", "we", "us" or "our"), collects, uses, stores and shares personal information when you visit the website, submit an application or enquiry, use the provider portal, request a quote, or contact us. We handle personal information in accordance with applicable law, including South Africa's Protection of Personal Information Act 4 of 2013 (POPIA), where applicable.
1. Who is responsible and how to contact us
IT-Guy is administered as a Xii Group directory initiative. For privacy questions, access or correction requests, or complaints, contact support@xiigroup.co.za with the subject “IT-Guy privacy request”. We will route the request to the appropriate person. Xii Group will identify the legally responsible entity and provide its registered Information Officer details through the appropriate formal notices where required by law.
2. Personal information we collect
- Contact details, such as names, email addresses, phone numbers and business details.
- Provider application and account details, including license ID, eligibility declarations, login/account identifiers, profile content, service categories, skills, location and portfolio links.
- Quote request information, including the project description and any budget, timing or contact information you choose to provide.
- Messages, support requests, reports, feedback and records of communications.
- Technical, session, security and diagnostic information generated by the site or hosting environment, such as IP address, browser information, access times and security logs, where collected by configured systems.
Please do not submit passwords, payment-card details, identity documents or unrelated sensitive information in public profile fields or general enquiry forms.
3. Purposes and lawful basis
We use information to process and review applications; verify provider eligibility and linked license IDs; create and maintain provider accounts and public listings; route enquiries to the provider selected by a visitor; respond to requests; administer support; prevent fraud, abuse and security incidents; maintain and troubleshoot the service; enforce site rules; and comply with legal obligations. Processing is based on the applicable lawful grounds, which may include steps requested before entering a relationship, performance of an agreement, compliance with law, legitimate interests balanced against individuals' rights, and consent where consent is required. Where processing relies on consent, you may withdraw it, subject to legal and operational limitations.
4. Public listings and quote requests
Approved profile information that a provider submits or approves for publication—such as business name, service descriptions, skills, location, portfolio links and business contact details—may be visible to the public and indexed by search engines. Do not publish information you are not entitled to share. If a visitor submits a quote request to a provider, the information needed to respond may be shared with that provider. Providers are responsible for handling information they receive lawfully and securely.
5. Sharing and service providers
Access is limited to authorised personnel and service providers who need information to operate, secure, support or administer the directory, including website hosting, database, email-delivery and technical support providers used in the deployed service. Information may be disclosed where required by law, to protect rights or safety, or to investigate suspected fraud or misuse. We do not sell personal information to advertisers. The actual hosting, email and other processors used by the live deployment may change; appropriate contractual, security and cross-border safeguards must be applied where required by law.
6. International transfers
If personal information is stored or accessed outside South Africa—for example, through a hosting, email or support provider—we will take the steps required by applicable law for that transfer. The location and safeguards depend on the services configured for the live website.
7. Retention
We retain information only for as long as reasonably necessary for the purpose for which it was collected, to manage the provider relationship, maintain security and audit records, resolve disputes, or meet legal obligations. Retention periods depend on the record type and applicable obligations. When information is no longer required, it should be securely deleted or de-identified where appropriate and technically feasible.
8. Security and incidents
We use appropriate technical and organisational safeguards designed to protect personal information against loss, unauthorised access, misuse, alteration and disclosure. No internet transmission or storage system can be guaranteed completely secure. Please protect your account credentials, use a unique password and report suspected account compromise promptly. Where a security compromise triggers legal notification duties, we will follow the applicable notification requirements.
9. Cookies, sessions and analytics
The provider portal may use essential session cookies to support sign-in and security. Hosting infrastructure may also generate security logs. Analytics, advertising pixels or other optional tracking technologies should only be enabled and described in accordance with the applicable law and the actual website configuration. Browser settings may allow you to manage cookies, although disabling essential cookies can prevent portal functions from working.
10. Your rights and choices
Subject to applicable law and any relevant exceptions, you may ask to access personal information we hold about you, request correction or deletion, object to or limit certain processing, withdraw consent where consent is the basis, or raise a complaint. We may need to verify your identity before acting. Send requests to support@xiigroup.co.za with “IT-Guy privacy request” in the subject line. You may also complain to the South African Information Regulator; see its official website and complaints information.
11. Children
IT-Guy is intended for professional services and business use and is not designed to solicit personal information from children. Please contact us if you believe a child has submitted personal information inappropriately.
12. Third-party websites
Directory listings and this website may link to third-party websites or services. Their privacy practices are governed by their own policies, and we are not responsible for their independent handling of information.
13. Changes to this policy
We may update this policy when the service, law or processing practices change. The current version and revision date will be published on this page.