Privacy notice

How we handle personal information in Segora · last updated …

This notice explains how INTEROHEALTH (PTY) LTD, registration number 2025/616031/07, Cape Town, South Africa (“we”, “us”) handles personal information in Segora, in line with the Protection of Personal Information Act, 2013 (POPIA). It covers Segora and the Segora Community. Our website, interohealth.co.za, has its own privacy notice. Our Terms of Service also apply to organizations that use Segora.

1. Who we are

INTEROHEALTH (PTY) LTD, Cape Town, South Africa. Email: the contact address given to you by the service provider. Our Information Officer is our Information Officer, who can be reached at the same address.

2. Our two roles

• For information about the people who use Segora (accounts, billing, security records and the Community) we decide how it is used: we are the “responsible party” under POPIA, and this notice applies.
• For personal information in what your organization puts through Segora (the messages it sends, and anything in its mappings and workflows) your organization is the responsible party and we are its “operator”: we process that information only on its instructions and to provide the service (Terms of Service, clause 4). Questions about it should go to your organization first.

3. What we collect

• Your account: your name, email address, role, the organizations you belong to, your password (stored only in a form that can’t be turned back into it), and your authenticator secret (encrypted).
• Your organization and its billing: its name and country, billing email and address, VAT or non-profit registration number, plan, usage and invoices.
• Agreements: when you accepted the Terms of Service, which version, and the IP address it came from; acceptances of charges.
• Security records: sign-ins and failed attempts, and administrative actions such as people added or removed and API keys created (who did what, and when); the IP addresses of requests, which our limits on repeated attempts use.
• Activity records: for each message, when it was processed, which project, mapping, workflow and systems were involved, and whether it succeeded. These are about your organization’s traffic, not about people, and never contain message contents.
• The Segora Community: a reviewer account (name, email address, affiliation, password stored as above, email preferences), and what you post: reviews, comments, discussions and attachments.
• Emails we send you: invitations, password resets, alerts and notices about your organization’s service, invoices, and Community notifications you have chosen.

What we don’t collect. We never store the contents of the messages that pass through Segora: they are received, transformed and delivered in memory. Segora sets one cookie, which keeps you signed in, and no tracking cookies. Your browser keeps a few display preferences on your own device (such as the period shown on the Ecosystem page); they are not sent to us.

4. Why we use it

• To provide the service your organization signed up for: your account, its work, and the Community.
• To keep Segora secure: sign-in with an authenticator, limits on repeated attempts, and a record of administrative actions.
• To bill your organization and keep the financial records the law requires.
• To tell you what you need to know about your account and your organization’s service.

We process personal information where it is necessary to provide the service under our agreement with your organization, to pursue our legitimate interest in running a secure and reliable service, or to comply with the law. Where we rely on your consent (for example, optional Community emails), you can withdraw it at any time. We don’t send marketing email.

5. Artificial intelligence

When your organization uses AI suggestions, Segora sends the AI provider it chose (Anthropic or OpenAI), with your organization’s own key, a description of the structures being mapped: element names, types and how often they repeat. It never sends message contents, sample values or personal information. Suggestions are only applied when a person accepts them.

6. Who it is shared with

We don’t sell or rent personal information. It is handled by:

• the people in your organization: its administrators see its members’ names, email addresses and roles;
• our own staff, only as needed to run and support the service; when we view an organization’s workspace it is read-only, and recorded;
• our hosting provider, which runs the servers Segora uses;
• our email provider, which delivers the emails Segora sends;
• Google Fonts and Cloudflare (cdnjs), which supply the fonts Segora’s pages use and, on the sign-in page, a small program that draws the QR code for setting up an authenticator: your browser requests these directly, so they receive your IP address;
• Community members, who see what you post there, with your name and affiliation.

We share information with others only where the law requires it.

7. Information leaving South Africa

Some of these providers (such as Google and Cloudflare) may process personal information outside South Africa. Where that happens, we take reasonable steps to make sure the transfer complies with section 72 of POPIA, including relying on an applicable legal basis and appropriate safeguards where required.

8. How long we keep it

• Your account: while you belong to an organization on Segora. When an administrator removes you, we delete your account three months later, unless you belong to another organization on Segora.
• Security records (the audit trail): three years from each entry.
• Invoices and acceptances of charges: seven years after the end of the financial year they belong to, as tax and company law require.
• Acceptance of the Terms of Service: while your organization is a customer, and three years after the agreement ends.
• When your organization leaves: we keep its data for two months, so that it can download its work or come back, and then delete it, except the records above that the law requires us to keep.
• Community posts stay until you or the publisher delete or withdraw them; if your account is deleted, your posts in others’ discussions remain, shown as “Former member”.
• Backups: deleted information disappears from our backups as they are replaced, within twelve months.

When a period ends, we delete the information, or de-identify it so it no longer relates to you.

9. How we protect it

We use reasonable technical and organizational measures, including: encrypted connections; an authenticator code at every sign-in; passwords stored only in a form that can’t be reversed; secrets encrypted with a key kept apart from the database; each organization’s data kept separate from every other’s; and access limited to the people who need it. If a security compromise involving your personal information occurs, we will notify the Information Regulator and you as soon as reasonably possible, in accordance with POPIA and subject to its statutory exceptions.

10. Your rights

Subject to applicable law, you may ask us to:

• confirm whether we hold personal information about you, and give you access to it;
• correct or delete it where appropriate;
• stop certain processing, or withdraw your consent where we rely on it.

Write to the contact address given to you by the service provider. We may need to verify your identity before responding. For personal information in your organization’s messages or work, ask your organization: it decides how that information is used. Requests for access to records under the Promotion of Access to Information Act are handled as set out in our PAIA manual.

If you are not satisfied with how we handle your personal information, you may complain to the Information Regulator (inforegulator.org.za, POPIAComplaints@inforegulator.org.za).

11. Changes to this notice

We may update this notice. The date at the top shows when it last changed. If a change significantly affects how we use your personal information, we will tell your organization’s administrators.