Privacy Policy

Phantom CX (“we”, “us”, “our”) provides customer support operations software, sales and funeral CRM systems, contact centre solutions, hosted PBX, data analytics, and accredited-style technology and BPO training from South Africa. This policy explains how we process personal information in line with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and applies to this website and the services described on it.

For questions about this policy or your information, contact us at info@phantomcx.com.

• Enquiry and sign-up details. When you complete a form on this website (get started, request a quote, course enquiry, or contact), we collect the details you give us, such as your name, email address, phone number, company name, team size, plan or course of interest, and any message you write.
• Website visit information. We use analytics and lead-identification tools (including website visitor tracking) that collect technical data such as IP address, browser type, device type, pages viewed, and referring source.
• Customer account and support data. When your organisation uses the Phantom CX service desk, CRM, or contact centre products, we process the account and ticket data our products store on your behalf, such as agent records, customer contact details, ticket conversations, and survey responses.
• Training records. For course participants we may keep enrolment, attendance, and certification records needed to deliver and evidence the training.
• Communications. If you email us, we keep the correspondence and our replies.

• To respond to enquiries, prepare quotes, and onboard new workspaces.
• To provide, secure, support, and improve our software, systems, and courses.
• To notify the relevant Phantom CX team member when you submit a form, so nothing sits unread.
• To understand website and campaign performance and follow up on sales leads.
• To meet legal, regulatory, and record-keeping obligations that apply to us in South Africa.

We do not sell personal information, and we do not use it for unrelated marketing without your consent.

We process personal information only where we have a lawful basis under POPIA: your consent (for example when you submit a form or request contact), the performance of a contract with you or your organisation, our legitimate business interests (such as responding to leads and securing our services), or a legal obligation. You may withdraw consent at any time by contacting us.

We send marketing and follow-up communication only in line with section 69 of POPIA. Where we rely on your consent, every message tells you how to opt out. You can ask us to stop contacting you at any time using the details in section 1, and we will action it without charge.

Where an organisation uses Phantom CX software, we generally act as an operator for that organisation’s personal information: we process ticket, CRM, and support data strictly on their written instruction and for the purpose of delivering the service. If you are an end customer or contact of one of our business customers, that organisation is responsible for your information, and you should raise privacy requests with them first. We will assist them where reasonably required.

We share personal information only with parties who help us operate, under agreements that protect it:

• Hosting and infrastructure providers that run this website, our cloud services, and our databases.
• Email and notification services that deliver form notifications and transactional email.
• Analytics and lead-tracking providers that measure website visits and identify visiting companies for sales follow-up.
• Professional advisers, and regulators or authorities where the law requires it.

We never disclose personal information to third parties for their own marketing.

Some of our providers and systems may be located outside South Africa. Where that happens, we take reasonable steps to ensure the recipient protects personal information to a standard consistent with POPIA, including through contractual safeguards.

We apply appropriate technical and organisational measures to protect personal information against loss, unauthorised access, alteration, or disclosure. Measures include access controls, encryption in transit, scoped database permissions, and least-privilege internal access. No system is perfectly secure, but we review and improve our safeguards continuously. Where there is a breach affecting your personal information, we will notify you and the Information Regulator as POPIA requires.

We keep personal information only as long as we need it for the purposes in this policy or as required by law. Enquiry and quote records are retained while the opportunity is live and for a reasonable period afterwards for record-keeping; customer workspace data is retained for the life of the subscription and deleted or de-identified within a reasonable period after termination, subject to legal retention duties.

You have the right to:

• Be notified that personal information is being collected about you.
• Access the personal information we hold about you.
• Request correction or deletion of your personal information.
• Object to processing, including direct marketing, at any time.
• Withdraw consent where processing is based on consent.
• Complain to the Information Regulator of South Africa (inforegulator.org.za) if you believe your rights have been infringed.

To exercise any of these rights, email info@phantomcx.com. We respond within a reasonable time and will confirm our action in writing.

This website uses essential cookies for site functionality, plus analytics and lead-identification tracking (including the Apollo website tracker) to understand visits and follow up on business interest. You can block or delete cookies in your browser settings; parts of the site may then work less smoothly.

Our services are intended for businesses and adult learners. We do not knowingly collect personal information from children under 18. If you believe a child’s information reached us, contact us and we will delete it.

We may update this policy as our services or the law change. The “last updated” date above shows the current version, and material changes will be communicated through this page or directly to our customers.

Phantom CX — customer support operations, CRM, contact centre solutions, and training. Privacy contact: info@phantomcx.com.