Who we are

Optisphere Solutions (Pty) Ltd, registration number 2026/497776/07, is a private company registered in South Africa. We implement and support CRM, automation and reporting systems for small and medium businesses. In this policy "we" and "us" means Optisphere Solutions (Pty) Ltd.

Information Officer: Mishir Roopnarain, [email protected], 083 670 7460.

What we collect and why

We collect different information depending on how you interact with us.

If you're a website or funnel visitor who gets in touch, we collect your name, email, phone number, business name and message, so that we can respond to your enquiry. We do this on the basis of your consent and our legitimate interest in responding to you.

When we approach a prospective client, we use business contact details obtained from lawful sources to make a relevant business approach. We do this on the basis of legitimate interest, and every message we send carries an opt-out.

If you become a client, we collect your contact and billing details, the access credentials needed to deliver the service, and our correspondence with you. We process this to deliver and support the service and to invoice you, on the basis of performing our contract with you.

Finally, where we set up and run a system for a client, we process information about that client's own customers — including contact details, enquiry and booking history, communication across channels (call, SMS, WhatsApp and email), review interactions, and marketing or reactivation lists, or whatever else the client chooses to capture. We process this only on the client's documented instruction. In this case we act as an Operator on that client's behalf, and the client is the Responsible Party for that information.

When we are the Operator, not the Responsible Party

Where we configure a system for a client, that client is the Responsible Party for its own customer data and we are the Operator, processing it only on the client’s documented instruction. If you are a customer of one of our clients and want to access, correct or delete your information, please approach that business directly; we will assist them in responding.

Who we share information with

We use third-party providers to deliver our services: a CRM and automation platform (HighLevel, which also powers our Conversation AI and Voice AI features), an email and productivity suite (Google Workspace), a messaging provider, and payment providers (Paystack, and a recurring-collection provider). Some, including the AI features, process information outside South Africa, and we only use providers subject to obligations substantially similar to those required by South African law. We do not sell personal information.

How long we keep it

Enquiries that do not become clients: 24 months. Client records: for the relationship and 5 years afterwards, where required for tax and legal purposes. Client customer data we process as Operator: for the engagement and up to 60 days afterwards, unless the client instructs otherwise.

How we protect it

We use multi-factor authentication on administrative accounts, a password manager for credentials, access limited to those who need it, and encrypted transmission. No system is completely secure, but we take these safeguards seriously.

Your rights

You may ask what we hold about you, ask us to correct or delete it, object to processing including direct marketing, withdraw consent at any time, and complain to the Information Regulator. To exercise any of these, email [email protected]. Every marketing message we send carries a working opt-out.

Complaints

Please raise it with us first at [email protected]. If you remain dissatisfied you may complain to the Information Regulator (South Africa), whose details are at inforegulator.org.za.

Last updated: 25/09/2026

1. Particulars of the private body

Name:

Optisphere Solutions (Pty) Ltd

Registration number:

2026/497776/07

Head of the private body:

Mishir Roopnarain, Director

Information Officer:

Mishir Roopnarain

Physical address:

13 River View Drive

Munyaka Lifestyle Estate

Waterfall

Gauteng

2090

Telephone:

083 670 7460

Email:

[email protected]

Website:

www.optispheresolutions.co.za

2. The PAIA Guide

The Information Regulator has compiled a guide, under section 10 of PAIA, on how to use the Act. It is available from the Information Regulator at inforegulator.org.za, or on request from the Information Officer above.

3. Records held

Company records:

Registration documents, MOI, resolutions, statutory registers

Financial records:

Invoices, bank records, financial statements, tax returns

Client records:

Agreements, service schedules, proposals, audit reports, correspondence

Marketing records:

Prospect lists, campaign material, website content

Personnel records:

Records of employees or contractors, if any

4. Records available without a formal request

Available on the website or on request without the PAIA procedure: our company profile, service descriptions and pricing, this manual and our privacy policy.

5. How to request a record

A request must be made on Form 2 (published by the Information Regulator) to the Information Officer, giving enough detail to identify the record and requester, the right being exercised and why the record is required, and the form of access. The prescribed fees, as published by the Regulator, are payable, and the Information Officer will notify the requester before processing. A decision follows within 30 days, extendable as PAIA permits.

6. Grounds for refusal

Access may be refused on the grounds in Chapter 4 of Part 3 of PAIA, including protection of third-party privacy, third-party or the company’s commercial information, information held under a duty of confidence, and legally privileged records.

7. Remedies

There is no internal appeal against a private body. A dissatisfied requester may complain to the Information Regulator or apply to a court within 180 days.

8. Availability

This manual is available on our website and on request. Approved on 25/09/2026 by Mishir Roopnarain, Head of the private body.

1. Who we are

This website is operated by Optisphere Solutions (Pty) Ltd, registration number [2026/497776/07] ("we", "us"). By using this site you agree to these terms. If you do not agree, please do not use the site.

2. Use of the site

You may use this site for lawful purposes and to learn about and enquire about our services. You may not use it in any way that breaches any law, is fraudulent, or seeks to harm or impair the site or its security. You may not attempt to gain unauthorised access to the site, the server on which it is stored, or any connected server, computer or database.

3. Enquiries and bookings

Any enquiry, booking or payment made through the site is subject to our acceptance and, where applicable, to a separate written agreement. Information on the site, including pricing, is provided for general guidance, may change, and does not constitute an offer capable of acceptance. A binding agreement arises only on a signed Service Schedule or written acceptance

4. Intellectual property

All content on this site — text, graphics, logos, layout and materials — is owned by or licensed to us and protected by intellectual property laws. You may view and print extracts for your own information, but may not reproduce, distribute or commercially use any part without our written consent.

5. No warranties

The site and its content are provided "as is". While we take reasonable care, we do not warrant that the site will be uninterrupted, error-free or free of harmful components, or that the information is complete or current. Nothing on the site is professional advice for your specific circumstances.

6. Limitation of liability

To the extent permitted by law, we are not liable for any loss or damage arising from your use of, or inability to use, this site, or from reliance on its content. Nothing in these terms excludes liability that may not lawfully be excluded, including under the Consumer Protection Act where it applies.

7. Third-party links

The site may link to third-party sites we do not control. We are not responsible for their content or practices, and a link does not imply endorsement.

8. Privacy

Our handling of personal information is governed by our Privacy Policy, available on this site.

9. Changes

We may update these terms from time to time by posting a revised version on this page. Continued use after a change means you accept the revised terms.

10. Governing law

These terms are governed by the law of the Republic of South Africa, and you consent to the jurisdiction of its courts.

11. Contact

Questions about these terms: [email protected].