Privacy Notice
Last updated: 22 July 2026 · Version irp-privacy-v1 · Governed by the Protection of Personal Information Act, 2013 (POPIA)
This notice explains how IRP Business Solutions, a subdivision of iRunPayroll ("we", "us", "our"), collects, uses, stores and protects your personal information when you use this website or request a free AI audit. We are committed to handling your information lawfully, transparently and in line with POPIA.
Who is responsible for your information
IRP Business Solutions (a division of iRunPayroll) is the responsible party. Our Information Officer can be reached at info@irunpayroll.co.za.
What information we collect
When you submit the "Book a free AI audit" form, we collect only what we need to respond:
- Your name — so we can address you personally.
- Your work email address — the channel we use to follow up.
- Your company name — so we can scope the audit to your business.
- What you'd like AI to help with — so we can prepare a relevant response.
We also record limited technical and provenance information for security and record-keeping: the page the request came from, campaign/referral parameters, a timestamp, and — as part of our consent record — a one-way (hashed) form of your email address. We do not require your phone number to deliver the audit.
Why we use it, and our lawful basis
We use your information to:
- respond to and deliver your requested free AI audit and any follow-up you've asked for (our lawful basis is performing your request / consent); and
- where — and only where — you have separately and expressly opted in, send you occasional AI and POPIA insights and product updates (lawful basis: your consent).
The optional marketing opt-in is a separate, unticked choice. We record marketing consent only when you actively tick it, and we never treat a request for the audit as marketing consent.
Consent records
To honour POPIA, each submission is recorded in an append-only consent log capturing the version of the wording you agreed to, a server-set timestamp, the source of the request and the purpose. This lets us prove what you agreed to, and when.
Who we share it with
We use trusted operators to run our follow-up and CRM processes, who process your information on our behalf under contract and only as needed to respond to you:
- HubSpot — our customer-relationship management (CRM) platform, used to manage your enquiry and any communications you've opted into. HubSpot is operated from the United States, so submitting the form results in a cross-border transfer of your information to the USA. This transfer is made with your consent and under HubSpot's data-processing agreement (which includes Standard Contractual Clauses as a safeguard), consistent with POPIA section 72.
- n8n — our workflow-automation tool (self-hosted on our own South African server), which routes your submission to the CRM and records your consent.
We do not sell your personal information, and we do not contact people who have not asked us to.
How long we keep it
We keep your information only as long as necessary for the purpose it was collected. As a standard, we retain lead and contact details for up to 12 months from your last interaction with us, after which they are deleted or de-identified — unless you have an ongoing relationship with us or the law requires us to keep them longer.
Your rights
Under POPIA you have the right to access the personal information we hold about you, to ask us to correct or delete it, to object to processing, and to withdraw your consent at any time. To exercise any of these rights, email info@irunpayroll.co.za. You can withdraw marketing consent at any time via the unsubscribe link in any message we send, or on our unsubscribe page. Opting out is free and takes effect promptly.
Security
We apply appropriate technical and organisational measures to protect your information, including rate limiting and validation on our forms, restricted access to personal data, and keeping our systems and credentials secured.
Complaints
If you believe we have not handled your information properly, please contact us first so we can put it right. You also have the right to lodge a complaint with the Information Regulator (South Africa).
Changes to this notice
We may update this notice from time to time. The "last updated" date above reflects the current version.