Who we are and how to contact us
VotingCrowd belongs to Systellence CC, registration number 2007/119683/23. This notice covers this public website and enquiries about our services. Contact us on +27 10 449 1928 or +27 83 652 3459, or write to Systellence CC, attention: Privacy enquiries, 89 Fijnbos Paradijs Eco Estate, Dana Bay, Mossel Bay, South Africa.
Information used on this website
When you browse, your device sends technical information such as an IP address, requested page and browser details to the server. This enables page delivery, security and troubleshooting. Contact-page rate limiting temporarily uses the connection IP address. Hosting infrastructure may keep access and error logs.
The contact form requires your name, organisation, telephone number, email address and message. Selecting Send message sends those details to our server for validation. A confirmation pop-up asks whether you want to proceed. Selecting Yes, send message forwards the validated details to our team through our WhatsApp service provider, Twilio, and WhatsApp/Meta. Line breaks are converted to spaces. Providing the details is voluntary, but all six fields are needed to use the form; you can call us instead.
Temporary send results are kept in server memory for up to twenty minutes to prevent duplicate sends. The message itself may remain in our team’s WhatsApp conversation and in provider records under the applicable retention arrangements. Please do not include identity documents, voter lists or other sensitive information in a general enquiry.
If you contact us directly, we use the details you provide to respond, prepare a quotation and administer any agreed services. Please share only what is needed and avoid sending identity documents, voter lists or sensitive information through general enquiries.
Why information is processed
Processing must have a lawful basis under the Protection of Personal Information Act (POPIA), such as steps to conclude or perform a contract, compliance with a legal obligation, a legitimate interest in operating and protecting the service, or consent where required. An enquiry is not consent to unrelated marketing.
Election information
This public website does not accept votes or voter-roll uploads. For an election, the organising client normally determines the purpose and rules of processing and acts as the responsible party; VotingCrowd processes information on its instructions where acting as an operator. The election-specific notice and service agreement should identify the information required, authorised access, messaging providers and retention arrangements. Contact your election organiser first about a voting record or participation question.
Service providers and international processing
Website hosting and communications providers may process information needed to provide their services. Twilio and WhatsApp/Meta process contact messages for delivery. Google Fonts receives connection information when fonts load. Google Maps loads only if you choose to load it; following an external link also connects you to that provider. See our cookie statement. External providers may process information outside South Africa. Transfers of personal information must meet the applicable requirements of POPIA, including section 72.
Retention and security
Personal information should be kept only for as long as required for its purpose or an applicable legal, contractual or lawful recordkeeping obligation, then deleted or de-identified where appropriate. Election retention arrangements must be confirmed with the organiser; long-term access to results does not remove data-protection obligations. Reasonable technical and organisational safeguards are required, but no online service is risk-free. Security compromises must be handled and notified as required by POPIA.
Your rights and complaints
Subject to applicable law, you can request confirmation of information held about you, access, correction or deletion; object to qualifying processing; and withdraw consent where processing relies on it. Withdrawal does not invalidate earlier lawful processing. We may need to verify your identity. Use the contact details above to direct a request to Systellence CC. You can also request guidance on access to records under PAIA.
You may complain to the Information Regulator of South Africa independently of contacting us. Refer to its website for current complaint channels and forms.
Changes
We will update this notice when website functionality or processing changes. Check the review date below.
Last reviewed: 11 September 2026