Your information.
Handled with care.

Who is responsible for your information?

Ultimate Construction, company registration 2017/119658/07, is the responsible party for personal information collected through this website and direct enquiries. Our service area is Pretoria, Centurion and wider Gauteng.

Questions or POPIA requests may be sent to our Information Officer at enquiries@ultimatecrm.co.za.

What information we collect

• Identity and contact details, including your name, email address and telephone number.
• Property and project details, such as location, project type, budget range, timing, photographs, plans and notes you choose to provide.
• Optional project files, including photographs, plans, drawings, quotations, DOCX documents and XLSX schedules. Please do not upload identity documents, banking information or unrelated sensitive personal information.
• Messages and records of conversations with our team by email, phone, WhatsApp or website enquiry.
• Payment and transaction information supplied by Yoco, such as the package, amount, reference, payer contact details and payment status. Ultimate Construction does not receive your full card number or security code.
• Service checkout information, including the selected package, your contact details, property context, concern or design brief, consent records and the internal fulfilment status used by authorised staff.
• Basic technical information needed to operate and secure the site, such as device, browser and access information supplied by our hosting provider.
• Consent-based campaign and conversion information, such as page visits and general action names, when you allow analytics or marketing cookies. We do not send enquiry notes or property details as tracking-event parameters.
• Preference information stored in your browser, including cookie-consent choices and unfinished AI-tool selections.

Project file uploads

Files are used only to understand, assess and respond to the related project enquiry. They are stored in private object storage rather than attached to email or published at a public address.

Access is limited to authorised Ultimate Construction personnel and service providers who need the material to respond to the enquiry. Internal notification emails contain expiring secure links, not the files themselves.

Uploaded files and their enquiry records are retained for 90 days, then removed through the site’s retention process. You may request earlier deletion by emailing enquiries@ultimatecrm.co.za and quoting your enquiry reference.

Why and on what basis we use it

We process information only for a specific, lawful purpose connected to our construction, renovation, maintenance and design services.

• To respond to enquiries, assess a project and prepare or discuss a quotation.
• To provide the AI-assisted tools and summaries you request.
• To perform a contract, manage a project and keep appropriate business, safety, tax and warranty records.
• To protect our systems, prevent misuse and establish or defend legal claims.
• To send marketing only where the law permits it or you have consented; every electronic marketing message will include a reasonable opt-out method.

AI tools and information kept in your browser

The Design Studio, Lily, Logan and the Home Health Check provide preliminary guidance. Their selections are generally processed in your browser and are not sent to Ultimate until you choose to submit an enquiry, open WhatsApp or otherwise share the summary.

When you purchase an AI-assisted review package and give the separate checkout consent, the property or design brief and any evidence photographs you submit are sent securely to OpenAI to generate a draft for authorised Ultimate Construction staff. Contact and card details are not included in that AI request. Ultimate stores the resulting draft with the service order so staff can edit, approve and deliver the purchased service.

Do not enter identity numbers, bank details, passwords, medical information or other unnecessary sensitive information into these tools.

Sharing and service providers

We do not sell personal information. We may share only what is reasonably necessary with personnel, subcontractors, professional advisers, insurers, technology and hosting providers, email providers, and messaging services used to respond to you or deliver a project. WhatsApp is operated by Meta and its own privacy terms apply when you choose that channel.

Website enquiry emails are delivered through Resend. When you submit an enquiry, the information in the form is processed to notify the Ultimate Construction team and send your confirmation copy; it is not used to enrol you in marketing.

Online package payments are completed on Yoco’s hosted payment page. Yoco processes your payment and related contact information under its own privacy terms and provides Ultimate Construction with the transaction details needed to verify, reconcile and deliver the purchased service.

OpenAI processes only the submitted property or design context needed to create an AI-assisted service draft. Ultimate requires human review before that draft is approved for customer delivery.

• Recipients must process information for the agreed purpose and apply appropriate safeguards.
• Information may be disclosed where required by law, a regulator, court order or to protect legitimate rights and safety.
• Where a provider processes information outside South Africa, we seek appropriate contractual or legal protection consistent with POPIA.

Retention and security

We keep personal information only for as long as it is reasonably needed for the stated purpose, a contract, warranty, dispute, tax or other legal obligation. We then delete, de-identify or securely archive it as appropriate.

We use reasonable technical and organisational safeguards. No internet service is completely risk-free. If a security compromise affects personal information, we will follow POPIA’s notification requirements.

Your POPIA rights

• Ask whether we hold personal information about you and request access to it.
• Ask us to correct, update, delete or restrict information where the law allows.
• Object to certain processing or withdraw consent, without affecting earlier lawful processing.
• Opt out of direct marketing at any time.
• Lodge a complaint with South Africa’s Information Regulator.

Children and changes to this notice

This website is intended for adults arranging property services. A parent or guardian should contact us if a child has provided personal information without proper authorisation.

We may update this notice when our services, providers or legal obligations change. The latest version and effective date will remain available on this page.