Workshop privacy notice

This notice applies to personal information collected through the AI Accelerator Workshop call-booking flow: the qualifying questions on this page, and the Calendly booking step that follows them. When the seat-booking path is switched on, it also covers the order flow: choosing a workshop date, holding seats, giving billing details and paying.

Responsible party

The responsible party for this information under POPIA section 18 is Otinga SA (Pty) Ltd, registration number 2023/256242/07. You can reach us at hello@otinga.io.

What we collect and why

Before the booking calendar appears, we ask for your name, work email, how many people work in your business, what your business does, where you sit in the decision to book the workshop, which workshop date you are working towards, what you want AI to fix in your business (in your own words), and whether you and a colleague are ready to commit a full day each plus a short staff survey. We use these answers to prepare for your call with Francois. Once you book a time, Calendly collects your name and email again to schedule and confirm that call.

In the information step we also ask for your company name, and we record the two consents you give there: that you accept the terms (separately from the terms of sale shown later), and whether you agree to receive marketing from us. For each we keep the time, the wording version, the page you were on and a hashed IP address (a one-way code, not the address itself). If you go on to book seats through the order flow, we also keep your chosen date, your billing details, your acceptance of the terms of sale and the order record, which holds the status of your order and your payment.

If you arrive through a referral or campaign link, we also record where you came from: the referral code in the link (if any), the campaign details in the link (utm_source, utm_medium, utm_campaign, utm_term and utm_content), the website that sent you, the time of your first visit, and, when the link carries them, the Google (gclid) and Meta (fbclid) click identifiers. We use this to credit the person or campaign that referred you. The booking calendar also receives the campaign details and referral code from your link (see "Where your information goes").

What is mandatory and what is optional

All of the qualifying questions above are required before the booking calendar appears. If you would rather not answer them, use the "skip the questions" link to go straight to the calendar instead.

Where your information goes

Your answers are sent, by best-effort email, to Otinga's own inbox so Francois can prepare for your call; this normally goes through Microsoft, and falls back to Brevo, based in the European Union, only if that fails.

Each time you submit the qualifying questions, we also store one record in Amazon Web Services (AWS) DynamoDB, in the af-south-1 (Cape Town) region. The record holds your name, work email, your answers to the questions above, the referral data described above (when there is any), the website address you used and the time you submitted. AWS acts as an operator for us, alongside our email providers (Microsoft, Resend or Brevo, whichever is in use), Yoco (payments), Calendly (scheduling), Netlify (website hosting, see below), Google (analytics, see below) and Meta, advertising measurement, only if you accepted all cookies.

You are added to our marketing list (held with Brevo) only if you tick the separate, unticked marketing box; leaving it unticked never affects your call or your order. Card payments are taken on Yoco's hosted page, so your card details never touch Otinga's page or servers. After a confirmed payment we send one server-side analytics event to Google, only if you accepted analytics cookies. Calendly, based in the United States, receives your name and email to schedule and confirm your call. When you arrived through a referral or campaign link, Calendly also receives the campaign details and the referral code from that link: the campaign details as utm_source, utm_medium, utm_campaign and utm_term, and the referral code as utm_content. We do not send the Google (gclid) or Meta (fbclid) click identifiers to Calendly.

This page is served by Netlify, based in the United States. When you submit the qualifying questions, your submission is processed on Netlify's servers before it reaches the destinations above, and Netlify's server logs may record technical request details such as your IP address.

Cross-border transfer

Your qualifier record is stored in South Africa (AWS Cape Town), so storing it there is not a cross-border transfer. Your submission is, however, processed in transit by Netlify in the United States. The analytics event to Google described above is a further transfer to the United States, made only on the basis of your consent to analytics cookies. Transferring personal information to Brevo in the European Union, when it is used as the fallback channel above, and to Calendly in the United States to schedule your call, rest on POPIA section 72(1)(c), being necessary for taking the next step towards a contract with you. This notice makes no claim that either country has been found to have adequate data protection laws, since POPIA has no adequacy list.

How long we keep it

The qualifier record stored in AWS DynamoDB, including the referral data, is set to be deleted automatically about 24 months after you submit it (the database removes expired records within a couple of days, and its backups are cleared within the backup window after that). The copy of your answers in Otinga's email inbox, and Calendly's own booking record, follow their own retention; we are finalising and will publish those periods here as soon as they are finalised.

If you book seats, the order record (including your billing details, the consent records and the status of your order and payment) is kept for as long as we need it for the order, our accounting and our legal obligations; we are finalising and will publish that period here as soon as it is finalised.

Your rights

Under POPIA, you have the right to access, correct or delete your personal information, to object to its processing, and to withdraw any consent you have given. To exercise any of these rights, email us at hello@otinga.io.

The Information Regulator

You can complain to South Africa's Information Regulator if you believe we have handled your personal information unlawfully. We are confirming its current contact details and will publish them here as soon as they are confirmed.

Cookies

For how this site uses cookies in general, see our cookie notice.

If you arrive through a referral or campaign link, we set one first-party cookie, otinga_af, on the otinga.io domain (so it is also readable on subdomains of otinga.io). It holds the whole referral record: the referral code and campaign details from your link, the Google (gclid) and Meta (fbclid) click identifiers when present, the website that sent you (its address without any query string), the landing address of your first visit and the time of that visit. It is renewed each time you visit, so it lasts up to 90 days after your last visit. We set it whether or not you accepted analytics cookies, because its purpose is to credit the referrer. If you accept all cookies, the Meta Pixel, Google Analytics and Microsoft Clarity can see the click identifiers (fbclid, gclid) because they are part of the page address you landed on. We do not add them to the events we send ourselves. When you accept analytics cookies, the referral code and the utm_source, utm_medium and utm_campaign values are attached to the analytics events recorded as you answer the qualifying questions and book your call. We keep the same information in your browser's local storage on this site. The first referral that reached you is the one kept, and a later link does not overwrite it. You can delete the cookie and local storage at any time in your browser settings, but if you delete only one of them, the other is used to write it back on your next page view, so delete both.