1. Who we are
This Privacy Policy explains how AI Innovation Consultants (Pty) Ltd, trading as ExecOracle (“ExecOracle”, “we”, “us”, “our”), collects and processes personal information when you use our website and AI advisory tools at ExecOracle.com.
Registered entity: AI Innovation Consultants (Pty) Ltd, registration number 2025/658156/07, a private company incorporated in South Africa, with its registered address at 12 Orchard Street, Newlands, Cape Town, 7700, South Africa.
We act as the responsible party (data controller) for personal information we collect and use in terms of the Protection of Personal Information Act, 4 of 2013 (“POPIA”) and other applicable data protection laws.
2. What this Policy covers
This Policy applies when you:
Visit or use our website ExecOracle.com
Create an account and subscribe to our services
Interact with our AI advisory GPTs (HR, Revenue Growth, Communications, Business Coach and Strategy) via chat windows
Communicate with us by email or other channels
It does not apply to third party websites, services or AI tools that we do not control, even if you access them through our website.
3. Personal information we collect
We collect and process the following categories of personal information:
Account information: name, surname, email address, password, and basic profile details you provide when signing up.
Subscription and billing information: limited payment details processed via our payment provider (Stripe). We do not store full card numbers on our systems; Stripe processes card data as an independent controller and/or processor in accordance with its own privacy policy.
Usage and technical data: IP address, device and browser type, log data, pages viewed, timestamps, and cookies or similar technologies used for security, performance and analytics.
Communications: messages you send to us (for example, support queries, feedback, or emails).
We do not intentionally collect special categories of personal information (such as health, race, political opinions) through the website and ask you not to provide these via our chat windows.
4. AI chat windows and content you provide
Our platform includes several AI powered advisory GPTs designed to support executive decision making.
4.1 No personal or confidential information in chats
The AI tools are not designed to handle identifiable personal information or highly confidential business data. To reduce privacy and security risks, you must not enter any of the following into the chat windows:
National ID numbers, passport numbers, tax numbers
Payment card numbers or banking details
Home addresses, phone numbers, personal emails of identifiable individuals
Health information, information about children, or other sensitive categories
Confidential information about identifiable employees, customers, suppliers or other individuals
If you choose to enter such information despite this warning, you do so at your own risk and you remain responsible for ensuring that you have a lawful basis to process and disclose that information under POPIA and any other applicable laws.
4.2 How AI processing works
We use ChatGPT (provided by OpenAI) as our AI technology provider.
User prompts and AI outputs may be processed and stored by OpenAI as part of delivering the service, in accordance with OpenAI's own terms and privacy policy.
ExecOracle itself does not permanently store or re-use your chat content for unrelated purposes, other than limited logging necessary for security, abuse prevention, or troubleshooting.
OpenAI acts as a data processor and/or separate controller for certain processing activities, and you should review OpenAI's privacy documentation to understand how it handles your information.
5. How we use personal information
We process your personal information only for lawful purposes, including to:
Create and manage your ExecOracle account and subscription
Provide access to our AI advisory tools and website features
Process payments and manage billing via Stripe
Communicate with you about your account, service updates, and support requests
Improve, secure, and monitor the performance of our website and services
Comply with legal and regulatory obligations, including POPIA
Enforce our Terms of Service and protect our legitimate interests (for example, preventing abuse or misuse of the platform)
We rely on one or more of the following legal bases, as applicable: your consent, performance of a contract with you, compliance with legal obligations, and our legitimate interests in operating and improving our services.
6. AI limitations and responsibility for outputs
The AI tools on ExecOracle.com are experimental and may generate incorrect, incomplete or misleading information (“hallucinations”).
AI outputs are for general information only and do not constitute legal, financial, HR, tax, medical or other professional advice.
AI outputs must always be reviewed and interpreted by a suitably qualified and responsible individual before any decision is taken or relied upon.
ExecOracle and AI Innovation Consultants (Pty) Ltd are not responsible for decisions made or actions taken solely on the basis of AI outputs, and we do not guarantee the accuracy, completeness, or suitability of any AI generated content.
You remain responsible for verifying information and for complying with all applicable laws, regulations and internal policies when using our services.
7. Cookies and analytics
We may use cookies and similar tracking technologies to:
Keep you logged in and maintain session security
Understand how visitors use our website
Improve performance and user experience
Where required by law, we will ask for your consent to non-essential cookies and provide controls to manage your preferences.
8. Sharing of personal information
We do not sell your personal information. We may share it with:
Service providers / operators: such as hosting providers, analytics providers, OpenAI (ChatGPT), Stripe (payments), and other IT or support vendors who process personal information on our behalf under appropriate contracts and safeguards.
Professional advisers: auditors, legal and financial advisers, where necessary.
Authorities: regulators, law enforcement or courts when required by law or to protect our rights, users, or the public.
Where these recipients are located outside South Africa, we take steps to ensure an adequate level of protection consistent with POPIA (for example, contracts incorporating appropriate data protection terms).
9. Data retention
We keep personal information only for as long as reasonably necessary to fulfil the purposes set out in this Policy and to comply with legal, accounting, or reporting requirements.
In general:
Account and billing information is retained while your account is active and for a reasonable period thereafter to comply with legal obligations and resolve disputes.
Technical and analytics logs are kept for a limited period needed for security, performance monitoring and analysis.
Where we no longer need personal information, we will delete or de-identify it in line with POPIA's requirements.
10. Security
We implement appropriate technical and organisational measures to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
These measures include access controls, encryption or pseudonymisation where appropriate, secure hosting and regular monitoring of our systems. However, no system is completely secure, and we cannot guarantee absolute security.
11. Your rights
Subject to POPIA and other applicable laws, you may have the right to:
Request access to the personal information we hold about you
Request correction, updating, or deletion of your personal information where it is inaccurate, outdated, or processed unlawfully
Object to certain types of processing, or withdraw consent where processing is based on consent (without affecting prior lawful processing)
Lodge a complaint with the Information Regulator in South Africa or your local data protection authority
To exercise these rights, please contact us using the details below. We may require proof of identity and additional information to process your request securely.
12. Children
ExecOracle is designed for professional users and is not intended for children under 18 years of age. We do not knowingly collect personal information from children.
If you believe that a child has provided us with personal information, please contact us so that we can investigate and take appropriate steps.
13. Contact details and Information Officer
If you have any questions about this Privacy Policy or our privacy practices, or if you wish to exercise your rights, please contact:
Information Officer
AI Innovation Consultants (Pty) Ltd t/a ExecOracle
12 Orchard Street, Newlands, Cape Town, 7700, South Africa
Email: privacy@execoracle.com
You may also contact the Information Regulator (South Africa) via the contact details available at https://inforegulator.org.za.
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or privacy practices.
When we make material changes, we will post a prominent notice on our website and update the “Last updated” date above. Your continued use of ExecOracle after changes take effect will constitute acceptance of the updated Policy.
See also our Terms of Service.