Privacy policy

1. Who we are

Regular Clients is run by James Molfetas. Postal address: 318 Main Road, Kenilworth, Western Cape, South Africa.

James is the person responsible for your information. In South African law this person is called the Information Officer.

Email: james@regularclients.com. Phone: +27 84 703 6110.

2. What we collect, and when

When you book a call. The calendar on this site is run by TidyCal. When you book, TidyCal asks for your name, your email address, and anything else you choose to type in. That booking then goes into our calendar, and you get an invite with a link to the video call.

On the call. Calls are usually on Zoom. We may record the call, and we may use an AI note-taker called Fathom to make notes. We tell you at the start of the call. If you would rather not be recorded, say so and we switch it off.

When you contact us. If you email us, phone us, or message James on LinkedIn, we keep what you send us so we can reply.

When you visit this website. Like every website, the company that hosts this site keeps basic logs. These show things like your IP address, your browser, and the pages you opened. The site loads its fonts from Google Fonts, and its videos play from YouTube. Those services see your IP address when they load. YouTube may set its own cookies when you press play. We do not use advertising cookies. We do not use analytics tools today. If we add one, we will update this page first.

When you become a client. We collect what we need to do the work with you, such as details about your business, your ideal clients and your LinkedIn profile. Your coaching agreement covers this.

We do not ask for sensitive personal information, and this site is not meant for anyone under 18.

3. What we use it for

• To set up and hold your call.

• To reply to you.

• To do the work you hired us to do.

• To keep the records the law says a business must keep.

We only send you marketing emails if you asked for them, or if the law allows it. Every marketing email has an unsubscribe link. Booking a call does not put you on a mailing list.

4. How we use AI

We use AI tools to help us prepare for calls, take notes and write first drafts. This means some of your information is processed by those tools. A person always reads and approves anything before it goes out.

5. Who we share it with

We never sell your information. We share it only with the services we use to run the business, and only as far as they need it to do their job. Today these are:

• TidyCal, for bookings.

• Google, for email and calendar.

• Zoom, for video calls. If you ask for a different tool, we use that one.

• Fathom, for call recordings and notes.

• AI tools such as Claude and ChatGPT, for notes and drafts.

• YouTube, for the videos on this site.

• Our website host, Cloudflare.

Most of these companies keep their data outside South Africa, mainly in the United States and Europe. We only use companies that promise to protect your information to a standard like the one South African law asks for.

We may also share information if the law requires us to.

6. How long we keep it

• If you book a call and do not become a client, we keep your details for up to 24 months, then delete them.

• If you become a client, we keep your records for as long as we work together, and then for as long as tax and company law requires. In South Africa that is usually five to seven years.

• You can ask us to delete your information sooner. We will do so unless the law says we must keep it.

7. How we keep it safe

Your information sits in password-protected accounts with two-step sign-in where the service offers it. Only James and the people who work with him on your account can see it. No system is perfectly safe. If something goes wrong and your information is at risk, we will tell you and the Information Regulator as the law requires.

8. Your rights

Under South Africa's Protection of Personal Information Act (POPIA), you can:

• Ask what information we hold about you.

• Ask us to correct it.

• Ask us to delete it.

• Tell us to stop using it, including for marketing.

• Complain to the Information Regulator.

To use any of these rights, email james@regularclients.com. We will reply within 30 days.

If you are in the United Kingdom or the European Union, you have similar rights under the UK GDPR and the GDPR. You can also complain to your local data protection authority. In the UK that is the Information Commissioner's Office, at ico.org.uk.

The Information Regulator (South Africa):

• Website: inforegulator.org.za

• Email: enquiries@inforegulator.org.za

• Phone: 010 023 5200, or toll free 0800 017 160

• Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191

9. Links to other sites

This site links to other sites, such as LinkedIn and TidyCal. They have their own privacy policies. We are not responsible for what they do.

10. Changes to this policy

If we change this policy, we will post the new version here and change the date at the top.

11. Contact us

Questions about your information? Email james@regularclients.com or phone +27 84 703 6110.