Privacy Notice

Ontrais Proprietary Limited, UIN BW00009746730, Gaborone, Botswana. For any privacy matter, contact hello@ontrais.ai.

It covers two things: (a) this website, including demo and pilot-access requests; and (b) personal data we process when an organisation uses the Ontrais pilot workspace.

Enquiries and pilot applications. Name, work email address, organisation, and the message you send us.

Workspace accounts. Email address, name, role, and sign-in activity for authorised users of a pilot workspace. Sign-in is passwordless: we send a single-use link to your email and do not store passwords.

Workspace records. Compliance records that a customer organisation enters into its workspace — processing registers, breach records, deadlines, assessments, and uploaded documents. These may contain personal data; we process them only to provide the service.

Technical and audit data. Service logs and the workspace audit trail (who did what, and when), which exists so customers can evidence their compliance work. We use only cookies that are necessary to keep you signed in; we do not use advertising or cross-site tracking cookies.

For website enquiries, pilot applications, and workspace account administration, Ontrais decides how the data is used and acts as the controller.

For the records a customer organisation enters into its workspace, that organisation remains responsible for the data, and Ontrais processes it on the organisation's instructions to operate the service.

To respond to enquiries and administer pilot access; to operate, secure, and support the workspace; to maintain the audit trail; and to send service communications such as sign-in links, deadline reminders, and breach-window alerts that the workspace is designed to produce. We do not sell personal data and we do not use it for third-party advertising.

Where AI-assisted features are used in the workspace, they provide guidance for a named human user to review; they do not take compliance decisions. Questions and responses are recorded in the workspace audit trail. We do not use customer workspace records to train AI models.

We use a small number of service providers to run Ontrais — hosting, database, and email delivery — under agreements that restrict their use of the data to providing those services. Some providers process data on infrastructure outside Botswana; where that happens, we rely on contractual safeguards with those providers. We may disclose information where the law requires it.

Workspace access is restricted to authorised users, tenant data is isolated at the database row level, data is encrypted in transit, and actions are recorded in an audit trail. Ontrais is an early-stage platform in a controlled pilot: we design with reference to recognised security and privacy practice, and we do not claim certifications we do not hold.

We keep enquiry and application details for as long as needed to handle the conversation and administer the pilot. Workspace records are retained for the duration of the customer's participation and are returned or deleted on exit in line with the pilot terms, allowing a short period for secure deletion from backups.

Subject to the DPA 2024, you may ask us for access to, correction of, or deletion of personal data we hold about you, or object to or ask us to restrict its processing. Write to hello@ontrais.ai and we will respond within the timelines the Act provides. If you are an authorised user of a customer workspace, we may refer your request to that organisation where it concerns records under its control. You also have the right to lodge a complaint with Botswana's data-protection authority.

We will update this notice as the platform develops and mark the date of the latest version at the top of this page.