OnTime – Privacy Policy
1. Introduction
OnTime (“we”, “us”, “our”) is committed to protecting the privacy and personal information of our
users and their clients. This Privacy Policy explains how personal information is collected, used,
stored, and protected in accordance with the Protection of Personal Information Act, 2013 (POPIA).
2. Scope
This Privacy Policy applies to all users of the OnTime platform, website, and related services,
including businesses, their representatives, and end clients who receive appointment
communications.
3. Personal Information We Collect
We may collect and process the following types of personal information: • Business and account
details (company name, contact details)
• User details (name, email address, phone number)
• Client appointment data (names, contact numbers, email addresses, appointment dates and
times)
• Communication records related to appointment reminders
• Technical information such as IP address, browser type, and usage data
4. Purpose of Processing
Personal information is processed to: • Provide and operate the OnTime platform
• Send appointment reminders and notifications
• Enable appointment confirmations, rescheduling, or cancellations
• Improve platform performance and user experience
• Comply with legal and regulatory obligations
5. Lawful Basis for Processing
OnTime processes personal information based on: • Consent obtained by the user from their clients
• Performance of a contract with the user
• Compliance with applicable laws and regulations
6. User Responsibilities
Users are responsible for: • Obtaining lawful consent from clients before submitting personal
information to OnTime
• Ensuring accuracy and relevance of client information
• Using the platform in compliance with POPIA and other applicable laws
7. Data Storage & Security
OnTime implements reasonable technical and organisational safeguards to protect personal
information against loss, misuse, unauthorised access, or disclosure. Access to personal
information is restricted to authorised personnel only.
8. Data Sharing & Third Parties
Personal information may be shared with trusted third-party service providers (such as messaging
and hosting providers) solely for the purpose of delivering the OnTime services. All third parties are
required to maintain appropriate data protection standards.9. Data Retention
Personal information is retained only for as long as necessary to fulfil the purposes for which it was
collected, or as required by law. Users may request deletion of data subject to legal and operational
requirements.
10. Data Subject Rights
Data subjects have the right to: • Access their personal information
• Request correction or deletion
• Object to processing
• Withdraw consent (where applicable)
Requests may be submitted using the contact details below.
11. Cookies & Website Tracking
The OnTime website may use cookies or similar technologies to enhance functionality and user
experience. Users may control cookie settings through their browser preferences.
12. Cross-Border Transfers
Where personal information is processed or stored outside South Africa, OnTime ensures that
appropriate data protection safeguards are in place in accordance with POPIA requirements.
13. Changes to this Policy
OnTime reserves the right to update this Privacy Policy from time to time. Continued use of the
platform constitutes acceptance of the updated policy.
14. Contact Information
If you have any questions or requests regarding this Privacy Policy, please contact us at:
Email: info@ontime.co.za
Website: www.ontime.co.za
Last Updated: January 2026