Privacy notice
Collect only what is needed to prepare the conversation.
Automill is a product of Kairos Control Systems. This notice explains how Kairos Control Systems handles the personal information you send through this website, and how to ask us about it.
Who is responsible
This website belongs to Kairos Control Systems (Pty) Ltd, 48 Oak Avenue, Highveld Techno Park, Building 7, Centurion, 0157. Kairos Control Systems is responsible for the personal information collected here.
Information collected
When you contact us or send an enquiry we collect your name, email address and message about your plant, and your company and phone number if you give them. Cloudflare Turnstile checks that the form is sent by a person and not an automated program. When you send an enquiry or a question to the website assistant, Cloudflare, which runs this website, also keeps a short technical record of that request to keep the site working and secure: your IP address, the approximate location worked out from it, and your browser type. That record does not include what you typed. This website uses no advertising or tracking cookies.
Why we use it
We use your information only to reply to your enquiry, arrange the demonstration or conversation you ask for, and take the steps you ask for before any agreement with us. We do not use it for marketing.
Our basis for using it
We process your enquiry on the consent you give when you tick the box on the form, which the form requires before it will send, and we use it to respond to your enquiry. We process a question you put to the website assistant to answer that question, which you chose to send.
Confirmation email
After you send an enquiry we send one short email to the address you gave on the form, to say it arrived. It repeats only your first name, is not marketing, and is not sent to anyone else. That address is the one already held in the enquiry backup described above, and we keep no other copy of it. If the address is not yours, you can ignore the email.
Where your information is kept
Enquiries are sent through Microsoft 365 to enquiries@automill.co.za. A backup is kept in a Cloudflare database in the European Union, so the information you provide leaves South Africa. That backup contains your enquiry and delivery status, not your IP address or browser details. If the website cannot save and reserve your enquiry, it refuses delivery and asks you to call. Automatic retries happen only after a confirmed refusal by the email service. An uncertain delivery is held for checks before another send. An accepted enquiry means the email service accepted the message; it does not confirm final mailbox delivery.
Who else handles it
Unlimited Solutions Enterprise builds and looks after this website on our behalf. Cloudflare hosts the website, Microsoft provides our email, Mimecast filters incoming email, and OpenAI answers questions put to the website assistant (see below). Unlimited Solutions Enterprise has a signed data processing agreement with OpenAI, effective 22 September 2026, in which OpenAI acts as processor, and has accepted Cloudflare's standard data processing addendum. The Automill email system is managed by Vox Telecom. These transfers out of South Africa, to Cloudflare in the European Union and to OpenAI in the United States, rely on section 72 of the Protection of Personal Information Act: each provider is bound by a written data processing agreement that requires it to protect your information to a standard substantially similar to that Act, including when it passes the information on to its own sub-processors.
How long we keep it
The website backup is kept for 365 days and then deleted. A scheduled cleanup checks for expired enquiries every fifteen minutes. The technical record of each website request is kept separately from the enquiry backup.
Visit statistics
Cloudflare, which hosts this website, counts how the pages are used and how quickly they load for visitors: which page was viewed, the site that linked to it, the visitor's country, and the type of device, browser and operating system. We use these figures only to keep the website working well. Cloudflare does not record the extra details that can be added to a page address, keeps the detailed figures for 7 days and summarised figures after that, and we can see them for six months. The visit statistics set no cookies and use no browser storage. Cloudflare states that it does not use your IP address, browser type or any other detail to single you out in these figures; the country is worked out from the address your request comes from. Cloudflare does not say whether it holds the address briefly while it produces the figures.
Your rights
You may ask to see the personal information we hold about you, ask us to correct or delete it, or object to how we use it. Email enquiries@automill.co.za and we will respond. If you are not satisfied with our answer, you may complain to the Information Regulator at https://inforegulator.org.za/.
Information Officer
Questions about your personal information, and requests to see, correct or delete it, can be sent to enquiries@automill.co.za. Unlimited Solutions Enterprise, which looks after this website for us, passes each one to us and helps us answer it. Our Information Officer is the head of Kairos Control Systems, as the law provides. Vox Telecom manages the Microsoft email system for Automill, so a request that involves mail held there is also passed to Vox.
Keeping it safe
Website connections are encrypted. The enquiry backup has no public read route and stores no IP address or browser details. If a security compromise affects your personal information, we will tell you and the Information Regulator as the law requires.
Website assistant
The site carries an automated assistant. When it is switched on, the question you type is sent to OpenAI, a company in the United States, to produce an answer from the site's own published content. This goes through the account Unlimited Solutions Enterprise, which looks after this website, holds with OpenAI, under a data processing agreement between them. OpenAI does not use your question to train its models, and keeps it for up to 30 days to check for misuse before deleting it, unless the law requires it to keep it longer. The assistant is not a person, this website keeps no copy of the conversation, and it should not be given personal details. To reach a person, book a demonstration.
