Privacy Policy

Last updated: 31 August 2026

This is a plain-language starting template, not legal advice. Have a qualified attorney review it against South Africa's Protection of Personal Information Act (POPIA) and your specific setup before relying on it commercially.

1. What we collect

Category	Examples	Why
Account data	Your name, email, password (hashed, never stored in plain text)	To create and secure your login
Business data you enter	Clients, suppliers, employees, quotes, invoices, payments, expenses, price lists	To run the Service for you - this is your data, we're just storing/processing it on your behalf
Payment data	Subscription tier, billing history, PayFast transaction references	To bill your subscription. We never see or store your full card number - PayFast (our payment processor) handles that directly
Optional integration credentials	Your own SMTP login, your own Anthropic API key	Only if you choose to configure them - stored encrypted, decrypted only in memory for the immediate outbound request
Usage data	Login timestamps, basic error logs	Security (e.g. login lockouts) and troubleshooting

2. How we use it

To provide the core Service - generating quotes/invoices, tracking payments, payroll, bookkeeping, etc.
To process your subscription billing via PayFast.
To respond to support/feedback you send us through the in-app widget.
To send you account-related email (verification, password reset, billing receipts) and, if you send us a support message, a reply.

3. Who we share it with

We don't sell your data. It's shared only with the specific third parties needed to run the Service:

PayFast - processes your subscription payments.
Anthropic - if you enable AI features (quote drafting, paint estimation) with your own API key, the relevant text/images/PDFs you submit for that specific request are sent to Anthropic's Claude API to generate the response. This only happens for actions you explicitly trigger.
Your own SMTP provider - if you configure one, used only to send email on your organization's behalf, under your own credentials.

4. Multi-tenant data separation

Each organization's data is logically separated by organization ID at the database level, enforced on every request. Users only ever see data belonging to their own organization.

5. Data retention

Your data is retained for as long as your account is active, and for a reasonable period after cancellation in case you return, after which it's deleted on request. Encrypted credentials (SMTP password, AI API key) can be cleared at any time from Settings.

6. Your rights

Under POPIA, you can request access to, correction of, or deletion of your personal information. Most of your organization's own data (clients, quotes, settings) is directly editable/deletable by you inside the app at any time; for anything else, reach us via the in-app Feedback/Support widget.

7. Security

Passwords are hashed (never stored in plain text), sensitive credentials (SMTP passwords, AI API keys) are encrypted at rest, and login attempts are rate-limited against brute-force guessing.

8. The public demo

The no-signup demo account is shared publicly and its data is periodically wiped and reset - never enter real personal or business information into the demo.

9. Contact

Questions about this policy can be sent via the in-app Feedback/Support widget once you're logged in, or to the email address on your account confirmation.