Privacy Policy

1. Introduction

This Privacy Policy explains how RD Investment Holdings (Pty) Ltd, trading as NexAgent AI ("we", "us", "our"), collects, uses, stores and protects personal information. We follow the Protection of Personal Information Act 4 of 2013 ("POPIA").

The only product covered by this policy is NexAgent AI, a WhatsApp and floor system for South African workshops and trades.

Product	What it does	Pricing
NexAgent AI	WhatsApp chat and lead capture, lead CRM, quotes, PDFs, invoices, job cards, stock, timesheets and payroll, usage dashboard, and usage alerts at 80% and 100%	One plan. 14-day free trial. We cover the setup. You only pay if you choose to continue after the trial, and nothing is charged automatically. The trial simply ends unless you say yes. Founder (first 10 clients): save 50% on the monthly and 67% on setup, price locked for 12 months, then the standard monthly price at that time, with 30 days' notice. Each month includes 300 AI chats and 60 jobs (a job is one quote-to-paid cycle); the AI keeps replying past 100%. Top-up: one top-up pack adds +250 chats and +50 jobs, one charge on the next invoice. WhatsApp (Meta) messaging fees are included. Not VAT registered: prices are final, no VAT is added.

NexAgent AI supplies and RICA-registers a dedicated SIM for each NexAgent AI client. That number is only for the service. Onboarding takes three to five business days after we receive the required business information and the number is live. It is not the client's existing personal or business WhatsApp account.

2. What Personal Information We Collect

A. For our clients' customers (we are the client's operator): WhatsApp messages, sender phone numbers and names, chat history, and the job card, quote, PDF, invoice, lead, stock, timesheet and payroll records the client's business creates in NexAgent AI, including the client's staff names, working hours, pay rates and payroll/timesheet records. A client's employees are data subjects too, and this Policy applies to their information in the same way.

B. For our own business (we are the responsible party):

• Leads: name, business name, phone, email and message when you enquire through our website, WhatsApp or email.
• Client contacts: names, phone numbers and emails of the people at client businesses we deal with, and the signed service agreement.
• Billing: our invoices to clients and our billing ledger (setup fees, monthly fees, top-ups, payments received, monthly usage counts of AI chats and jobs per client).
• Website: Meta Pixel PageView data (see Section 9).

We do not collect card details. We never ask for your banking passwords or PINs.

3. Purpose of Processing

Client customers' information (A) is used only to run NexAgent AI for the client business: answer enquiries on WhatsApp, capture and track leads (lead CRM), create and send quotes, PDFs, invoices and job cards, run stock, timesheets and payroll, show the usage dashboard and send usage alerts.

Our own information (B) is used to answer enquiries, sign up and support clients, invoice and keep our billing ledger, collect payment, meet tax and legal duties, and (if you have not opted out) tell you about NexAgent AI (see Section 7A).

4. Who is responsible, and our lawful basis

Client businesses are responsible for their customers' information. For information in Section 2A, the client business is the responsible party and NexAgent AI is its operator. We process it only on the client's instructions under our Operator Agreement. If you are a customer of one of our clients, the client business decides how your information is used. Please contact that business first.

We are responsible for our own information. For information in Section 2B, NexAgent AI is the responsible party. Our lawful basis is:

• Contract: to perform our service agreement with clients.
• Legal duty: to keep tax and billing records.
• Legitimate interest: to answer enquiries and run our business.
• Consent or existing-customer relationship: for our marketing messages, which you can stop at any time.

5. Vendors we use, and information sent outside South Africa

All of our vendors are based outside South Africa, so personal information is processed abroad.

Vendor	What it does	Location	Basis for sending information abroad
Make.com (Celonis / Make)	Automation that connects the system	EU (Czech Republic)	Vendor's published data processing terms / standard contractual clauses
Google (Sheets / Workspace)	Data storage and email	USA	Vendor's published data processing terms / standard contractual clauses
Meta (WhatsApp Cloud API; Meta Pixel on our public site, ID 1622151502643882)	WhatsApp messaging; website PageView	USA / Ireland	Vendor's published data processing terms / standard contractual clauses
xAI	AI model that writes chat replies	USA	Vendor's published data processing terms / standard contractual clauses
PDFMonkey	Quote and invoice PDF generation	EU (France; database in Germany)	Vendor's published data processing terms / standard contractual clauses

We only send information abroad where the vendor is bound by data protection terms that give protection similar to POPIA. Where that is not enough, we rely on your consent or on the transfer being needed to deliver the service you asked for. We will give 14 days' notice by email before we add or replace a vendor that handles client customers' information.

6. How long we keep information

Information	How long
WhatsApp message content	We aim to delete WhatsApp message content within 6 months
Job card, quote, PDF, lead, invoice, stock, timesheet and payroll records of client businesses	Service agreement + 30 days, then deleted
Client business contact details	Service agreement + 30 days, then deleted (except where they appear on our invoices)
Our leads who did not become clients	12 months after last contact, then deleted
Our invoices and billing ledger (incl. top-ups and payments)	At least 5 years from the date we submit the tax return they relate to, as required by tax law (Tax Administration Act, s29), and longer if SARS is auditing or we have an objection or appeal open

7. Your rights and how to use them

You may ask us to:

• confirm whether we hold your information (free) and give you a copy;
• correct or delete information that is wrong, out of date or that we no longer may keep;
• stop using your information (object), including for marketing.

How to ask: email admin@rdinvestmentholdings.co.za with the subject "POPIA request", or WhatsApp +27 72 840 0352. Say what you want.

ID check: before we release or change anything, we check it is you, for example by asking for a copy of your ID or confirming from the phone number or email we already have. We only use this to check your identity.

Our answer: we reply within 30 days. If we need longer, or cannot do what you ask (for example, tax law says we must keep an invoice), we tell you why.

Client businesses: During the service, you may ask us to correct or delete records at any time, on request by WhatsApp or email, or via the dashboard, and we do it within a reasonable time. When the service ends, the client's file and its version history are deleted.

Customers of our clients: if you messaged a business that uses NexAgent AI, that business is responsible for your information. If you write to us, we send your request to that business within 5 business days and help them deal with it.

Complaints: you may complain to the Information Regulator (details in Section 12).

7A. Our marketing messages

We may send NexAgent AI news or offers to clients and to people who asked us for information. Every message tells you how to stop. Reply STOP on WhatsApp, or email admin@rdinvestmentholdings.co.za with "Unsubscribe". We stop within 5 business days and it costs you nothing. We never use our clients' customers' information for our own marketing.

8. Security

Access is restricted to authorised personnel. Data in transit is encrypted via HTTPS/TLS.

Each client's records are kept separately for each client, owned and controlled by NexAgent AI; clients access them via the dashboard and WhatsApp, and receive exports on request. Access is restricted and protected with strong authentication where available. Data stored with Google is encrypted at rest by Google.

9. Cookies and advertising

Our public website uses the Meta Pixel (NexAgent AI, ID 1622151502643882) for PageView only. Advanced matching is off. There is no purchase event. Client dashboards are not used for advertising. The enquiry form on our website sends your details to our operations system so we can contact you.

10. Fees, payment and refunds

One plan. 14-day free trial. We cover the setup. You only pay if you choose to continue after the trial, and nothing is charged automatically. The trial simply ends unless you say yes. Founder (first 10 clients): save 50% on the monthly and 67% on setup (60 jobs and 300 chats a month), price locked for 12 months, then the standard monthly price at that time, with 30 days' notice. The full fees are confirmed to you in writing before your trial starts and before any payment. All amounts in rand.

We are not VAT registered. Prices are final. No VAT is added.

Each month includes 300 AI chats and 60 jobs (a job is one quote-to-paid cycle). Usage is shown on your dashboard, with alerts at 80% and 100%. At 100% the AI keeps replying and we ask you to top up: one top-up pack adds +250 chats and +50 jobs, one charge on the next invoice. Usage resets monthly. WhatsApp (Meta) messaging fees are included in your plan; you do not pay them. See Fair Use and Usage in the Terms of Service.

Payment is by EFT into the NexAgent AI bank account. No debit order. We never collect card details. The monthly fee must reflect before the first calendar day of the month it covers. Unpaid service is switched off.

Pay safely: Our bank details appear only on our invoice. Phone us to confirm before paying. We never change bank details by email.

7-day cooling-off: if you are signing up as an individual (including a sole trader), you may cancel within 7 days after signing up, for any reason and without penalty. We refund what you paid within 30 days.

Refunds: 30-day refund on the setup fee, for your first purchase only (ask in writing within 30 days after your paid service starts). Monthly fees are non-refundable, including the first month. This does not take away any right you have under the Consumer Protection Act or the cooling-off right above.

Cancelling: you may cancel at any time with 20 business days' written notice. A part-month in the notice period is charged pro rata, not in full. The Founder 12-month lock fixes your price only. It does not lock you in for 12 months.

Price increases: we may increase fees if our costs rise (Make.com, Meta WhatsApp, PDF generation, AI usage, hosting). We give existing clients 30 days' written notice, and you may cancel before the new rate starts. The Founder price does not increase during its 12-month lock.

11. Changes to this policy

We email existing clients 14 days before any material change takes effect. The date at the top shows the latest update. Price changes follow Section 10.

12. Contact and complaints