Privacy Policy
Effective date: 12 October 2026
Last updated: 12 October 2026
Service provider: Aivents
Registered legal name: Biz Hero (Pty) Ltd
Company registration number: 2020/812828/07
Business address: Flora Haase Road, Amorosa, Roodepoort, South Africa, 1724
Email: [email protected]
Website: https://aivents.agency
1. Introduction and Acceptance
Aivents (“we”, “us” or “our”), owned and operated by Biz Hero (Pty) Ltd, is an AI and automation agency serving businesses, including event venues. We provide digital solutions designed to assist with customer enquiries, lead management, booking workflows, customer communications and business processes.
We respect your privacy and are committed to protecting personal information in accordance with applicable data protection legislation.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit our website, communicate with us, use our services or interact with AI-powered systems developed, configured or managed by Aivents.
Our principal privacy framework is South Africa’s Protection of Personal Information Act 4 of 2013 (POPIA). Where applicable, we also comply with the European Union General Data Protection Regulation (GDPR), the UK GDPR and the California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA/CPRA).
These laws do not apply identically to every business or individual. The rights and obligations relevant to a particular person depend on the circumstances and the law applicable to the processing.
2. Personal Information We Collect
The information we collect depends on how you interact with Aivents and the services involved.
2.1 Information you provide directly
We may collect the following information when you contact us, request a consultation, become a client or communicate with us:
Name and surname.
Business name and professional role.
Email address and telephone number.
Enquiry details and service requirements.
Project specifications, preferences and instructions.
Communications sent to us through email, messaging platforms or social media.
Information required to manage contracts, invoices and business relationships.
Please do not submit sensitive personal information unless it is necessary for an agreed service and appropriate safeguards have been established.
2.2 Client project information
When providing AI and automation services to event venues and other businesses, Aivents may process information on behalf of its clients, including:
Customer enquiries and contact details.
Booking requests, event dates and event requirements.
Guest numbers, venue preferences and service requirements.
Customer emails, messages and other communications.
AI conversation histories and enquiry records.
Venue FAQs, pricing, packages and service descriptions.
Customer relationship management (CRM) records and lead information.
Uploaded documents and client-approved business information.
Calendar information and scheduling details needed for an agreed workflow.
Technical records necessary to operate, troubleshoot and maintain an automation.
The information processed depends on the service a client has requested and the integrations enabled for that project.
Clients are responsible for ensuring that they have an appropriate legal basis and any required permissions to provide personal information to Aivents. We process client project information in accordance with applicable law, our agreements and the client's documented instructions.
2.3 Website and technical information
Our website or its hosting and security providers may collect technical information such as:
IP address and approximate location.
Browser type, device type and operating system.
Pages visited and referring website.
Website interactions and performance information.
Security, diagnostic and error logs.
Cookie identifiers and similar technical information, where applicable.
2.4 Information from third-party platforms
Depending on the services we use and the permissions granted, we may receive or process information through platforms used for communications, marketing, calendars, CRM, design and automation.
For example, information may pass between Aivents, HighLevel, WhatsApp and connected email, social media or calendar services when necessary to perform an authorised workflow.
We aim to limit this information to what is necessary for the relevant service and to use integrations in accordance with the applicable permissions and agreements.
3. How We Use Personal Information
We may process personal information for the following purposes:
Responding to enquiries and arranging consultations.
Providing and maintaining AI and automation services.
Managing customer enquiries, leads and booking workflows.
Generating AI-assisted responses using client-approved information.
Connecting authorised business applications and automating workflows.
Managing calendars, communications and customer records.
Providing technical support and resolving errors.
Monitoring service reliability and protecting systems against misuse.
Managing contracts, billing and business administration.
Communicating service updates and sending marketing messages where permitted.
Complying with applicable legal obligations.
Establishing, exercising or defending legal claims.
We do not intentionally collect more personal information than is reasonably necessary for the relevant purposes. We will not use information for a new, incompatible purpose unless the processing is permitted by law and any required notice or consent has been provided.
4. AI Processing and Model Training
4.1 How our AI systems work
Our AI-powered services may process information supplied by users or clients to generate responses, classify enquiries, retrieve relevant business information, support lead management or initiate authorised workflows.
Depending on the configuration, an AI system may process prompts, message content, approved knowledge-base information, relevant conversation context and technical logs.
AI processing necessary to deliver a service is distinct from using information to train or fine-tune an AI model.
AI-generated responses may be inaccurate, incomplete or unsuitable for a particular situation. Clients should review outputs where appropriate and maintain suitable human oversight, especially for decisions that could significantly affect individuals.
4.2 Our commitment on client data and AI training
Aivents does not use client data to train or fine-tune AI models without the client's explicit consent.
Client data may be processed as necessary to deliver the contracted service. This can include processing customer messages, using approved venue information to generate answers, retrieving relevant knowledge-base content, maintaining conversation context and executing authorised automations.
These activities do not, by themselves, constitute training a general-purpose AI model.
We will not deliberately use client conversations, customer records, uploaded documents, CRM data or other identifiable client project information for AI model training without the client's explicit, informed consent.
Where a client agrees to a separate training-related use, the scope, purpose, data involved and relevant safeguards should be documented.
Consent may be withdrawn where applicable, subject to legal requirements and the agreed arrangements.
We will also consider the data-use policies, contractual commitments, retention practices and configuration options of third-party AI providers used in delivering a service.
4.3 AI memory, conversation histories and knowledge bases
Some services require temporary or ongoing access to conversation histories, approved knowledge bases or workflow records to function correctly.
Retaining information for these operational purposes is not, by itself, AI model training. However, stored information remains subject to the applicable retention, security and access requirements.
We aim to restrict access to authorised personnel and systems, minimise retained information and delete or anonymise information when it is no longer required.
4.4 Automated decisions
Our services may automate administrative tasks, classify enquiries, prioritise leads or assist with customer communications.
Unless specifically agreed and lawfully configured, we do not intend for AI outputs alone to make legally significant decisions about individuals without appropriate safeguards and human oversight where required.
Clients must inform us before deploying a system that makes decisions with legal or similarly significant effects on individuals so that the processing can be assessed and appropriate safeguards considered.
5. Legal Grounds for Processing
Where applicable law requires a legal basis, our processing may rely on one or more of the following:
Contractual necessity: where processing is required to enter into or perform an agreement.
Legitimate interests: where processing is necessary for legitimate business or operational interests and does not override the individual's rights.
Consent: where the individual has freely agreed to a specified use of personal information.
Legal obligations: where processing is necessary to comply with applicable law.
Other lawful grounds: where recognised by the legislation applicable to the processing.
Under POPIA, we aim to comply with the applicable conditions for lawful processing, including accountability, processing limitation, purpose specification, further processing limitation, information quality, openness, security safeguards and data subject participation.The appropriate legal basis is assessed according to the processing activity. We do not assume that consent is necessary or appropriate for every type of processing.
6. Cookies and Website Tracking
Cookies and similar technologies may be used to enable website functionality, remember preferences, understand website performance or support advertising.
6.1 Types of cookies that may be used
Depending on the verified website configuration, cookies may include:
Strictly necessary cookies: required for security, core website functions or services requested by the visitor.
Analytics cookies: used to understand website traffic, visitor interactions and performance.
Preference cookies: used to remember selected settings.
Marketing cookies: used for advertising measurement, audience profiling or tracking across websites.
This list describes possible categories and is not confirmation that every category is currently active.
6.2 Cookie consent and controls
Where required by applicable law, we will obtain consent before placing or using non-essential analytics or marketing cookies and similar technologies.
Visitors should be able to reject optional cookies as easily as they can accept them where the law requires this. We will provide an appropriate method for changing or withdrawing cookie consent once the website's cookie configuration has been confirmed.
You may also manage cookies through your browser settings. Blocking certain cookies may affect website functionality.
6.3 Cookie retention
Cookie duration depends on the individual technology and its purpose. Once the website audit is complete, our cookie notice should identify the relevant cookie or provider, purpose and expiry period.
We will not claim that a specific cookie is present or assign an expiry period without verifying the configuration.
7. Third-Party Services and Integrations
Aivents uses third-party platforms to deliver business and automation services. The actual information shared depends on the service, the integration and the permissions granted.
Our include:
HighLevel
Used or intended for CRM, lead management, customer communications and workflow automation. Personal information may be processed through these features where enabled.
WhatsApp
Used or intended for messaging and customer communication. Information may include telephone numbers, messages and relevant conversation details. The applicable WhatsApp service and integration must be confirmed for each project.
Email services
Used for business communication, customer enquiries and service-related notifications. The specific email provider has not yet been confirmed.
Social media platforms
May be used for business communications, marketing and customer enquiries. The platforms and integrations enabled by Aivents have not yet been fully confirmed.
8. International Data Transfers
Our third-party providers may store or process personal information outside South Africa or the country where an individual resides.
Where information is transferred internationally, Aivents will take the measures required by applicable law. These may include contractual safeguards, an assessment of the receiving country's protections, reliance on an approved transfer mechanism or consent where appropriate and lawful.
The countries involved, transfer mechanisms and applicable safeguards depend on the actual providers and services used. These details must be verified as part of our provider review.
9. Data Retention
Aivents aims to retain personal information only for as long as reasonably necessary for its intended purpose, subject to applicable legal, contractual, accounting and security requirements.
The following are our proposed retention targets. They are not a representation that every system currently enforces these exact periods.
General website enquiries - Up to 12 months after the last meaningful interaction
Prospective client and sales records - Up to 24 months after the last meaningful interaction
Client project data and AI conversation records - Duration of the service agreement and up to 90 days after termination
Operational and security logs - Generally up to 60 days
Marketing contact records - Until consent is withdrawn or the contact becomes inactive under our retention schedule, subject to lawful suppression records
Accounting, tax and contractual records - For the period required by applicable law and legitimate recordkeeping needs
Backups - According to the applicable backup rotation cycle
These periods may be shortened or extended where justified by the purpose, a client's documented instructions, a legal requirement, a security investigation or the need to establish or defend a legal claim.
Where Aivents processes personal information on behalf of a client, the relevant agreement and documented instructions will govern the return, deletion and retention of that information, subject to applicable law.
When personal information is no longer required, we will take reasonable steps to delete it, securely dispose of it or irreversibly anonymise it. We will review these proposed targets against actual system settings and provider retention policies before treating them as implemented.
10. Information Security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration, disclosure or destruction.
Depending on the service and available technology, these measures may include access controls, restricted administrator permissions, authentication, encryption, secure integration settings, monitoring, backups and incident-response procedures.
We aim to limit the personal information supplied to AI systems and third-party integrations to what is necessary for the intended service.
No electronic system can be guaranteed completely secure. We therefore cannot promise absolute security, but we seek to manage risks in proportion to the nature and sensitivity of the information processed.
If a personal information breach occurs, we will take appropriate steps to investigate, contain and address it and notify affected parties or the relevant authority where required by applicable law.
11. Your Privacy Rights
Depending on the applicable law, you may have the right to:
Request access to personal information held about you.
Request correction of inaccurate or incomplete information.
Request deletion of personal information where legally permitted.
Object to certain processing or request restrictions.
Withdraw consent where processing relies on consent.
Request a portable copy of certain information where applicable.
Object to direct marketing communications.
Exercise applicable rights concerning the sale or sharing of personal information.
Ask questions about relevant automated processing.
Lodge a complaint with the appropriate data protection authority.
Under POPIA, individuals may exercise applicable rights regarding their personal information, including access, correction and objection rights, subject to the Act.
Where the GDPR applies, additional rights may include data portability, objection to certain processing and other rights under the Regulation.
These rights are subject to the relevant conditions and exceptions.
Where the CCPA/CPRA applies to Aivents, eligible California residents may have rights to know, access, delete and correct personal information, opt out of its sale or sharing, and limit certain uses and disclosures of sensitive personal information, as applicable.
We will assess requests under the law that applies to the individual and the relevant processing activity. We may need to verify identity before responding. Certain information may need to be retained for legal or other permitted purposes.
To exercise a privacy right or make an enquiry, email [email protected] with the subject line “Privacy Request”.
12. Children's Privacy
Aivents' services are primarily designed for businesses and adults acting in a professional capacity. We do not knowingly seek to collect children's personal information unless it is necessary for a specifically agreed service and can be processed lawfully with appropriate safeguards.
If you believe that a child has provided personal information to us inappropriately, please contact us so that we can investigate and take appropriate action.
13. Changes to This Privacy Policy
We may update this policy when our services, technologies, provider relationships, data practices or legal obligations change.
The latest version will be published on our website with an updated revision date. Where required by law, we will provide additional notice or obtain consent before implementing a new use of personal information.
14. Contact Information
For questions about this Privacy Policy, requests concerning personal information or other privacy matters, contact:
Business: Aivents
Email: [email protected]
Website: https://aivents.agency
Business address: 95 Flora Haase Road, Amorosa, Roodepoort, South Africa, 1724
Where appropriate, individuals may also lodge a complaint with the South African Information Regulator or another relevant data protection authority.
End of Privacy Policy
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