Cookie Policy

Ann-Connect (Pty) Ltd (“Ann-Connect”, “we”, “our”, or “us”) uses cookies and similar technologies to operate, secure, maintain, and improve Workspace and the websites, applications, and services through which Workspace is made available. This Cookie Policy explains what cookies and similar technologies are, how we use them, the purposes for which information collected through these technologies may be processed, and the choices available to users regarding their use.

We recognise that cookies and similar technologies can involve the collection or processing of information relating to an identifiable or potentially identifiable individual. We therefore approach the use of these technologies in accordance with our broader privacy and data protection principles, including privacy by design, data minimisation, transparency, security, and accountability.

Workspace is an integrated platform that may provide meeting, collaboration, productivity, communication, AI-assisted, learning, assessment, and other functionality depending on the services enabled for a particular user or customer. As a result, cookies and similar technologies may be used differently depending on whether a person is visiting the Ann-Connect website, accessing Workspace, participating in a Room meeting, using administrative functionality, interacting with Nexa AI, or accessing other Workspace services.

This Cookie Policy should be read together with our Privacy Policy and Terms of Service. Where applicable, additional privacy notices or contractual terms provided to enterprise customers, institutions, or organisations may apply to specific Workspace services or deployments.

Cookies are small text files or similar pieces of information that may be placed on a user's browser, computer, mobile device, or other device when the user accesses a website or online service. Cookies allow a website or application to recognise a device, maintain a session, remember preferences, support security mechanisms, and understand how users interact with a service.

Cookies may be session cookies, which generally expire when the browsing session ends, or persistent cookies, which remain on a device for a defined period or until they are deleted by the user.

Cookies may also be first-party cookies, which are placed by Ann-Connect or a service operating on our behalf, or third-party cookies, which may be placed by an external provider whose services are incorporated into or used in connection with our websites or platform.

Cookies are only one form of technology used to perform these functions. Depending on the service, we may also use technologies such as local storage, session storage, pixels, SDKs, device identifiers, software development kits, tags, scripts, web beacons, and similar technologies.

We use cookies and similar technologies for a number of legitimate operational, security, functional, analytical, and user-experience purposes. The technologies used and the information collected will depend on the service being accessed and the configuration applicable to that service.

Essential and Strictly Necessary Technologies. Certain cookies and similar technologies are necessary for Workspace and our websites to operate correctly. These technologies may support functions such as user authentication, account access, session management, security controls, load balancing, fraud prevention, network management, user preferences, and the delivery of requested services.

These technologies cannot necessarily be disabled without affecting the functionality, security, or availability of the relevant service. For example, Workspace may need to recognise that a user has authenticated successfully in order to maintain an active session and prevent unauthorised access to an account.

We may also use essential technologies to detect suspicious activity, protect accounts, prevent abuse, maintain service integrity, and identify technical problems that could affect the availability or security of Workspace.

Functional Technologies. Functional cookies and similar technologies allow Workspace to remember information about how users have configured or interacted with the platform. These technologies may allow us to remember preferences such as language, interface settings, session preferences, previously selected options, or other configuration information.

The purpose of these technologies is generally to provide a more consistent and personalised experience without requiring users to repeatedly provide the same information or configure the same settings.

Analytics and Performance Technologies. Where enabled and permitted, we may use analytics and performance technologies to understand how users interact with our websites and services, including information such as pages visited, features accessed, approximate usage patterns, system performance, error occurrences, browser or device characteristics, and other technical information.

This information helps us understand how Workspace is being used, identify areas where users experience difficulties, diagnose performance issues, improve navigation and functionality, and make informed decisions about future product development.

Where analytics technologies involve personal information, we seek to apply appropriate safeguards and process the information in accordance with our Privacy Policy and applicable data protection requirements.

Security and Fraud Prevention. Cookies and similar technologies may be used to protect Workspace and its users against malicious activity, fraud, abuse, account compromise, automated attacks, and other security threats.

For example, these technologies may assist with identifying unusual access patterns, distinguishing legitimate users from automated or malicious traffic, maintaining secure sessions, detecting suspicious authentication activity, and protecting application infrastructure.

Security-related technologies may operate even where a user has disabled optional analytics or marketing technologies because they may be necessary for the secure operation of the service.

Preference and Experience Technologies. We may use technologies that remember a user's choices and preferences in order to improve the experience of using Workspace. These may include interface preferences, selected settings, consent preferences, meeting-related configurations, and other information required to provide a consistent experience.

Because Workspace is a platform containing multiple services and features, the specific technologies used may vary depending on the product, environment, device, browser, customer configuration, and services being accessed.

For example, Room may use essential session and security technologies to support authentication, meeting participation, participant management, communication, and real-time meeting functionality. Workspace collaboration functionality may use similar technologies to maintain authenticated sessions, save preferences, support project and productivity functionality, and maintain secure access to customer environments.

Nexa AI may also rely on technologies associated with authentication, session management, usage controls, service delivery, security, and platform functionality. The use of cookies does not necessarily mean that the contents of a user's AI interactions are stored in a cookie. Cookies and similar technologies are generally used to support the operation of the service rather than to store substantial customer content.

Some functionality provided through Workspace or the Ann-Connect website may depend on third-party providers. These providers may use cookies, SDKs, pixels, or similar technologies in order to provide services such as analytics, authentication, infrastructure delivery, customer support, payment processing, communications, security, integrations, or other functionality.

Where third-party technologies are used, the applicable third party may process certain technical or usage information in accordance with its own privacy documentation and contractual arrangements.

Ann-Connect does not permit third parties to use Workspace customer information for purposes that are inconsistent with applicable contractual restrictions or our privacy commitments. However, customers should understand that enabling a third-party integration may result in information being processed by that third party, and the third party's own terms and privacy practices may apply.

Workspace uses technologies that are necessary to authenticate users and maintain secure access to accounts. Authentication technologies may help determine whether a user is authorised to access a particular Workspace environment, organisation, meeting, project, document, or other resource.

These technologies may include session identifiers, authentication tokens, security cookies, or similar mechanisms. They may also be used to prevent session hijacking, unauthorised access, replay attacks, and other forms of account compromise.

Users should not attempt to modify, bypass, disable, or interfere with security-related cookies or similar mechanisms where doing so could compromise the security or functionality of Workspace.

Workspace may support subscription payments, purchases, AI credit purchases, upgrades, renewals, or other paid services. Where payment functionality is provided through Workspace, cookies and similar technologies may be used to support secure checkout processes, authentication, fraud prevention, payment-session management, transaction processing, and the continuity of the payment experience.

Payment card information may be processed directly by authorised payment service providers rather than being stored by Ann-Connect, depending on the payment method and payment architecture used. Users should refer to the applicable payment provider's privacy and security documentation for information regarding its processing of payment information.

Ann-Connect may retain transaction-related information such as subscription details, transaction identifiers, payment status, invoices, billing information, and other information necessary for account administration, financial reporting, fraud prevention, customer support, and legal compliance.

Where applicable, users may be presented with a cookie or privacy preference mechanism that allows them to control certain categories of optional cookies or similar technologies.

Users may also control cookies through their browser or device settings. Most modern browsers allow users to view, block, delete, or restrict cookies. However, disabling certain cookies may affect the functionality, security, or availability of Workspace.

For example, disabling authentication or session cookies may prevent a user from signing into Workspace or maintaining an authenticated session. Disabling certain functional technologies may cause preferences to be lost or require users to repeatedly configure settings.

Where a cookie preference centre is provided, the settings selected by the user will be respected to the extent technically and legally applicable.

Where Workspace is provided to an organisation or enterprise customer, the customer may have its own requirements relating to cookies, tracking technologies, analytics, security, and privacy. Enterprise customers may configure certain Workspace functionality or integrations in accordance with their organisational requirements and applicable contractual arrangements.

Where Ann-Connect processes information on behalf of an enterprise customer, the applicable customer may determine certain processing purposes and means in accordance with its role as Responsible Party or Controller. Users should therefore also consult their organisation's privacy policies where Workspace is provided through an employer, institution, or other organisation.

Information collected through cookies and similar technologies may be processed in jurisdictions outside the country in which the user is located. Where this occurs, Ann-Connect will apply appropriate safeguards in accordance with applicable data protection requirements, as described in our Privacy Policy.

Where applicable, this may include compliance with POPIA, GDPR, and other relevant privacy laws governing international transfers and processing.

We may update this Cookie Policy from time to time to reflect changes to our technology, services, legal requirements, privacy practices, or the technologies used by Workspace.

Where changes are material, we may provide additional notice through Workspace, our website, email, or other appropriate communication channels. The “Last Updated” date at the beginning of this policy indicates when the policy was most recently revised.

If you have questions regarding this Cookie Policy, the technologies used by Workspace, or how information collected through cookies and similar technologies is processed, you may contact Ann-Connect through our privacy or legal contact channels.

• Email: legal@ann-connect.com
• Telephone: 012 006 5187
• Website: ann-connect.com