Privacy notice
Version 1.11 · Effective 8 November 2026
About this notice
This notice explains how CreatingwithOra (Pty) Ltd ("CWO", "we", "us") collects, uses and protects personal information when you use this website, contact us or work with us. We follow the Protection of Personal Information Act, 2013 (POPIA). POPIA also protects information about businesses, so this notice covers information about your business too.
1. Who we are
| Business | CreatingwithOra (Pty) Ltd, registration number 2026/751196/07 |
|---|---|
| Address | Tembisa, Johannesburg, South Africa |
| creatingwithora@gmail.com | |
| Phone and WhatsApp | 063 775 5934 |
| Information Officer | Oratile Ramango, at creatingwithora@gmail.com |
We are the "responsible party" for your information. That means we decide how it is used and we are accountable for protecting it.
2. What we collect
| Information | When we collect it, and whether you have to give it |
|---|---|
| Your business name and your answers about your project (type of business, what you need, features, timeline) | When you use Start a project. We need these to reply properly, so the form can't be sent without them. |
| What kind of business it is, if you choose Other, and the biggest problem in your business | When you use Start a project. Both are optional. Please don't include anyone's personal details. |
| Your email address, or your WhatsApp number | On the Start a project summary, where you choose how we reply. If you choose email, we need your address to reply to, so the brief can't be sent without it. If you choose WhatsApp, your number is optional: we reply on the number you message us from. |
| If you book a call: the time you pick and the email address for the invite | After you send your brief, if you choose to book a call. We need them to set up the call and send you the invite. See section 4. |
| Your WhatsApp name and number or your email address, and what you write to us | When you send us your brief or message us on WhatsApp, by email, by phone or on social media. We need it to reply. |
| Questions typed into Ask CWO | When you use Ask CWO. We send your question, with the earlier messages in the same chat, to Anthropic to write the answer, and send the chat once more if you then open Start a project, so the form can be filled in from it. We don't save them ourselves, except when the AI is unavailable and our FAQ can't answer: then we save the question text on its own, with no name, number or other identifier attached. See section 5. |
| A scrambled (hashed) version of your IP address, and of the email address or number you give | When you send the form, book a call or ask a question, so we can limit spam and how many emails one person can trigger. It is not used for anything else. |
| A scrambled (hashed) version of your email address, if you unsubscribe | When you unsubscribe from our automatic emails, so we can check before sending that you won't get them again. It is not used for anything else. |
| Anonymous usage information (pages visited, the site you came from, country, device type) | When you browse the site, through Vercel Web Analytics. It uses no cookies and doesn't identify you. |
| If you become a client: the contact details of the people we work with, billing details, and the content and access you give us for your project | During the project. We need it to do the work, invoice and keep proper records. |
We collect information directly from you. We don't buy personal information or contact lists from anyone.
3. Why we use it
| Purpose | Our reason under POPIA |
|---|---|
| Replying to your enquiry and preparing a quote | You asked us to, and it is in our legitimate interest to reply |
| Setting up and holding a call you book | Steps you ask for before you hire us |
| Using an AI tool to help us work out and write your quote. We check every quote ourselves before you get it | Steps you ask for before you hire us, and our legitimate interest in quoting accurately and quickly |
| Keeping track of enquiries in our private admin portal and following up about your project | Our legitimate interest in managing enquiries properly |
| Delivering your project, invoicing and support | Needed to carry out our agreement with you |
| Answering your questions in Ask CWO | Our legitimate interest in answering questions about our services, and steps you ask for before you hire us |
| Improving our FAQ from questions Ask CWO couldn't answer | Our legitimate interest in answering common questions |
| Counting visits in anonymous totals | Our legitimate interest in improving the website. No cookies, no profiles |
| Keeping the website secure and stopping spam | Our legitimate interest in protecting you and us |
| Tax, accounting and other legal duties | Required by law |
We don't sell your information, and we won't use it for a purpose unrelated to these without telling you first.
4. Start a project, WhatsApp and email
You choose how to send your brief. Either way we save a copy in our admin portal and get an email alert.
If you choose WhatsApp, your WhatsApp opens with the brief filled in. Your message then travels through WhatsApp (Meta) to us, and its own privacy terms apply to it.
If you choose email, the website sends us the brief itself and no email app opens. It reaches us as an email through Resend, our email provider, with your address on it so that we can reply to you. We also email you a copy of your brief, so you know it arrived. Each copy has a link to unsubscribe from our automatic emails.
After you send your brief, you can book a 30-minute call with us on Google Meet, straight away or later from a link we send you. We put the call in our Google Calendar with your email address as a guest, and Google emails you the invite with the link to join. The invite also shows your business name and your brief's answers, so we can prepare. Google's own privacy terms apply to the invite and the call.
Sending a brief or booking a call doesn't commit you to anything.
5. Ask CWO
Ora, the assistant in Ask CWO, is an AI. When you ask a question, we send it, with the earlier messages in the same chat, to Anthropic, the company behind the Claude AI model, so it can write the answer. We don't save your chats. Anthropic deletes them within 30 days by default (longer only if a message is flagged for breaking its usage rules) and doesn't use them to train its models.
Ora can get things wrong. Its answers are general information, not a quote or a promise, so please confirm anything important with us.
If you open Start a project after chatting with Ora, we send the chat to Anthropic once more, and Ora turns what you told it into the answers on the Start a project form. The form then only asks what the chat didn't cover, and you check and can change every answer before you send. Nothing reaches us until you send the brief. With it we keep a note of which answers Ora filled in, never the chat itself. Your name and contact details are only asked for on the form, never in the chat.
If the AI isn't available, Ask CWO answers from our FAQ instead. When the FAQ can't find an answer, we save the question so we can add a better answer later.
Please leave personal details out of your questions. For anything about you or your business, message us on WhatsApp or email instead.
6. Marketing
We don't send newsletters or marketing messages. Replying to your enquiry is not marketing. If we start a newsletter, we will only add you if you opt in, and every message will say who it is from and give you an easy way to unsubscribe.
8. Who we share it with
We share information only with service providers that help us run the business, and only what they need:
| Provider | What they do |
|---|---|
| Vercel | Hosts the website and keeps short-lived security logs |
| Supabase | Stores enquiries, quotes, unanswered questions and site content in our database, and runs the admin login |
| Resend | Sends us an email when a new enquiry arrives, carries briefs sent by email from the form, sends you a copy of a brief you send by email, and sends emails we write to you about your enquiry or project |
| WhatsApp (Meta) and Google (Gmail) | Where your WhatsApp messages and emails reach us |
| Google (Calendar and Meet) | Keeps a call you book in our calendar, emails you the invite and runs the video call |
| Anthropic | Writes Ask CWO's answers from your question and the earlier messages in the same chat, fills in the Start a project answers from that chat, and helps us prepare quotes from your business name and project answers, without your own name or contact details |
If you become a client, we may share project information with services your project needs (for example a domain registrar or payment gateway), with your knowledge. We may also disclose information where the law requires it, or to protect someone's safety or our legal rights.
9. Information stored outside South Africa
Our website and database run in Germany, in the European Union, where data protection law gives protection at least similar to POPIA. Anthropic, Resend, WhatsApp and Google may process information in the United States and other countries. Vercel, Supabase, Resend and Anthropic process it for us under data processing terms that require them to protect it. We only transfer information outside South Africa where POPIA allows it.
10. How we protect it
We use encrypted connections (HTTPS), database rules that stop the public from reading enquiries, and an admin portal that only authorised CWO accounts can open. No system is perfectly secure, but if a breach affects your information, we will tell you and the Information Regulator as POPIA requires.
11. How long we keep it
| Information | How long |
|---|---|
| Enquiries and messages that don't become projects | 12 months after you contact us |
| Client records (agreements, invoices, project correspondence) | 5 years after the project ends, for tax and legal records |
| Quotes we prepare for you | Kept with your enquiry (12 months), or with your client records if you become a client |
| Calls you book | Kept with your enquiry (12 months), in our admin portal and our Google Calendar |
| Ask CWO chats | We don't keep them. Anthropic deletes them within 30 days by default |
| Unanswered Ask CWO questions | 12 months after the question was last asked |
| Hashed IP addresses, email addresses and numbers used to limit spam | 30 days at most |
| Hashed email addresses on our unsubscribe list | For as long as you stay unsubscribed, so we keep honouring it |
| Anonymous visit counts | Kept as anonymous totals |
After that we delete the information or make it anonymous.
12. Your rights
Under POPIA you can:
- ask whether we hold information about you, and for a copy of it,
- ask us to correct or delete it,
- object to us using it, including for marketing, at any time,
- withdraw any consent you gave,
- complain to the Information Regulator.
Email creatingwithora@gmail.com. We will respond within a reasonable time and may need to confirm who you are first. You can find the Information Regulator's complaint process and contact details at inforegulator.org.za.
13. Children
Our services are for businesses and organisations. We don't knowingly collect information from anyone under 18. If we find we have, we will delete it.
14. Changes to this notice
We update this notice when our practices change. The version and date at the top show when it last changed. See also our terms of use.
15. Contact
Questions about your information? Contact our Information Officer, Oratile Ramango, at creatingwithora@gmail.com or 063 775 5934.