This statement explains how Subrospace (Pty) Ltd (registration number 2014/032894/07), operating from Fourways, Johannesburg, South Africa, handles personal information across its company website, consultancy and support relationships, business administration, communications, and Subrospace Remote Support (SRSReceiver). Subrospace is the responsible party for the processing described here.
Information we process
- Website use: IP address, browser and device type, requested pages, referring page, access time, and security or diagnostic events recorded in ordinary server logs. The website may use essential browser storage or similar technologies required to deliver and secure a requested feature.
- Enquiries and communications: your name, contact details, organisation, job title, communication preferences, and the contents and history of correspondence, calls, meetings, proposals, or support requests.
- Clients and prospective clients: business contact details, requirements, project and service records, contracts, authorised contacts, technical environment information, deliverables, decisions, and relationship history.
- Business administration: supplier and professional-adviser contacts, quotations, purchase orders, invoices, payment and tax records, company-registration information, and records required for accounting, compliance, insurance, or legal purposes. Payment-card details are not requested through this website.
- Recruitment: information you voluntarily send when seeking work or proposing a professional relationship, such as a CV, qualifications, employment history, references, portfolio, and correspondence.
- Provider accounts: username, display name, role, permissions, password hash, sign-in records, and account status.
- Managed devices: SRSReceiver device ID, a one-way hash of the device identity, hostname, signed-in operating-system username, platform, application version, approval state, group membership, and unattended-access policy.
- Support administration: access rules, the parties to a requested connection, permitted capabilities, short-lived connection-ticket records, and audit events recording security and administrative actions.
- Network and diagnostics: IP addresses, connection timing and routing metadata, service errors, and limited technical logs needed to secure, diagnose, and operate the service.
Remote-support session content
SRSReceiver can transmit screen images, keyboard and pointer input, clipboard data, audio, camera video, terminal traffic, port-forwarded traffic, and files when the user or an authorised administrator enables the relevant capability. Subrospace does not use the SRS control plane to record or store the contents of remote-support sessions. Session traffic may pass through a relay when a direct connection is unavailable. The organisation or person initiating a support session may have separate responsibilities for the information accessed during that session.
Why we use information
We process information to operate and secure the website; respond to enquiries; assess and plan engagements; provide consultancy, development, infrastructure, and support services; administer contracts, suppliers, billing, tax, and records; evaluate recruitment or professional proposals; register, approve, authenticate, and manage SRS devices and users; authorise requested support connections; prevent abuse; investigate faults and security events; maintain auditability; comply with legal obligations; and establish, exercise, or defend legal rights. We rely on consent where required, steps requested before entering into an agreement, performance of an agreement, legitimate business, operational, and security interests, and compliance with law, as applicable.
Direct communications
We may send service and relationship communications that are necessary for an enquiry, engagement, account, security event, or support request. We send promotional electronic communications only where permitted by law. You may opt out of promotional messages at any time by replying to the message or contacting us. Opting out does not prevent necessary service or legal notices.
Sharing and operators
We disclose information only to authorised Subrospace personnel, the customer or account administrator responsible for the relevant engagement or managed environment, infrastructure and hosting providers, communications and productivity providers, accountants, auditors, insurers, and professional advisers acting under appropriate safeguards, and public authorities when disclosure is legally required. We do not sell personal information and do not use website or SRSReceiver data for third-party advertising.
Storage, security, and international processing
We apply access controls, encrypted transport, credential hashing or protection, short-lived connection tickets, logging, backups, and other proportionate safeguards. No system is completely secure, but we review safeguards and restrict access to people who need it. If an operator processes information outside South Africa, we use contractual or other legally recognised safeguards intended to provide protection consistent with applicable law.
Retention
We retain enquiry, client, supplier, recruitment, account, and managed-device records only as long as reasonably needed for the purpose collected, the continuing business relationship, security and support, applicable tax or recordkeeping duties, and dispute or legal-claim periods. Connection tickets and credentials are time-limited or revoked when no longer required. Audit records may be retained after a device or account is removed where they remain necessary for security, accountability, fraud prevention, or legal claims. Unsuccessful recruitment information is not kept indefinitely unless you agree to consideration for future opportunities. Information is deleted, anonymised, or securely disposed of when retention is no longer justified.
Other websites and customer systems
Our website may link to third-party websites that operate under their own privacy terms. During an engagement, Subrospace may also process information inside a client-controlled system as an operator acting on that client’s instructions. In that case, the client’s privacy notice may also apply and requests concerning that information may need to be directed to the client.
Children
Our website and services are intended for organisations and adults seeking business or technical services. We do not knowingly solicit personal information directly from children through the website. A competent person should contact us if information concerning a child has been submitted inappropriately.
Your choices and rights
Subject to the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable law, you may ask whether we hold personal information about you, request access to or correction of it, request deletion where appropriate, object to processing, withdraw consent where processing relies on consent, or complain about our handling of your information. We may need to verify your identity before acting on a request.
Contact us
Send privacy questions or requests to info@subrospace.com with the subject “Privacy request”, or write to Subrospace (Pty) Ltd, Fourways, Johannesburg, South Africa.
Changes to this statement
We may update this statement when our services or legal obligations change. The effective date above identifies the current version. Material changes will be communicated through an appropriate service or website notice.