POPIA Privacy Policy

1.Scope

QuickEasy Software SA (Pty) Ltd (“QuickEasy”, “we”, “us”) is the responsible party for the personal information it determines the purpose and means of processing. This policy applies to all personal information we collect, store, process, or transmit — in electronic or physical form — through our website, our software and services, and our business operations. It applies to everyone whose information we handle, including website visitors, enquirers, customers, and suppliers.

Where we process personal information on behalf of a customer through BOS or a system we host or built (for example, our customer's own end-user data), we act as an operator and the customer remains the responsible party; that relationship is governed by our Software Terms and any data processing addendum.

2.Information Officer

We have appointed Zoe van der Vyver as our Information Officer, responsible for overseeing our compliance with POPIA, allocating resources to protect personal information, and acting as the point of contact for data subjects and the Information Regulator. Our Information Officer is registered with the Information Regulator as required by POPIA.

You can reach our Information Officer at info@quickeasysoftware.com or +27 87 820 7272.

3.What personal information we collect

Depending on how you interact with us, we may collect:

• Contact and enquiry details — name, company, email address, telephone number, and the content of your message, when you complete a form, book a demo, or contact us.
• Customer and account details — the information needed to quote for, contract, implement, support, and invoice your use of BOS, including the details of your designated contacts and users.
• Supplier and partner details — the information needed to manage our relationship with you.
• Website and technical data — information collected automatically through cookies and similar technologies, such as pages visited and general usage, as described in section 12.

4.Why and how we process it

We process personal information for clearly defined, lawful purposes, including to: respond to your enquiries and provide demonstrations; quote for, deliver, implement, and support BOS; manage billing and our contractual relationship; provide customer support through our Helpdesk; improve our website and services; and comply with our legal obligations.

We rely on lawful bases permitted by POPIA — including your consent, the performance of a contract with you, our legitimate interests, and compliance with the law. We collect only the personal information we reasonably need for these purposes and do not use it for unrelated purposes without a lawful basis.

5.Our POPIA commitments

We are committed to the eight conditions for the lawful processing of personal information under POPIA:

• Accountability — we take responsibility for compliance through our Information Officer.
• Processing limitation — we process personal information lawfully, minimally, and with a valid justification.
• Purpose specification — we collect for specific, explicitly defined purposes.
• Further processing limitation — further processing stays compatible with the original purpose.
• Information quality — we take reasonable steps to keep information accurate and up to date.
• Openness — we are transparent about what we do, through this policy.
• Security safeguards — we protect information with appropriate measures (section 9).
• Data subject participation — we honour your rights over your information (section 11).

6.Sharing and operators

We do not sell your personal information. We share it only where necessary — for example with trusted service providers who host or support our systems, or where required by law. Where a third party processes personal information on our behalf, we require them, by written contract, to process it only on our instructions and to keep it secure, consistent with sections 20–21 of POPIA.

7.Cross-border transfers

Some of the service providers and cloud infrastructure we use may store or process personal information outside South Africa. Where we transfer personal information across borders, we do so only on a basis permitted by section 72 of POPIA — for example, where the recipient is subject to laws or binding agreements that provide an adequate level of protection, where the transfer is necessary to perform a contract, or with your consent.

8.Retention

We keep personal information only for as long as necessary to fulfil the purposes for which it was collected, or for as long as the law requires or permits (for example, tax and company-law record-keeping). When information is no longer needed, we securely delete or de-identify it.

9.Security safeguards

We maintain appropriate, reasonable technical and organisational measures to protect personal information against loss, damage, and unauthorised access or processing, consistent with section 19 of POPIA. We identify reasonably foreseeable risks, put safeguards in place, and review them regularly. Our staff and contractors are bound by confidentiality obligations and receive training on their responsibilities under this policy and POPIA.

10.Breach notification

If we have reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and the affected data subjects as soon as reasonably possible after discovering the compromise, as required by section 22 of POPIA. The notification will describe the breach, its possible consequences, and the measures we are taking to address it.

11.Your rights

Subject to POPIA, you have the right to:

• ask what personal information we hold about you, and request access to it;
• request that we correct or delete information that is inaccurate, irrelevant, excessive, or out of date;
• object, on reasonable grounds, to our processing of your information;
• withdraw consent where we rely on it (this does not affect processing already carried out);
• opt out of direct marketing at any time; and
• lodge a complaint with the Information Regulator (section 14).

To exercise any of these rights, contact our Information Officer at info@quickeasysoftware.com.

12.Cookies

Our website uses cookies and similar technologies, some of which may constitute personal information under POPIA. We ask for your consent before setting non-essential cookies, and you can change your choice at any time. How cookies are used is described in our Website Terms & Privacy notice.

13.Access to information (PAIA)

The Promotion of Access to Information Act 2 of 2000 (“PAIA”) gives you the right to request access to records we hold. Our PAIA manual describes the records we keep, how to request access, and the applicable procedures and fees. You can request our PAIA manual, or make a PAIA request, by contacting our Information Officer at info@quickeasysoftware.com.

14.Complaints

If you are concerned about how we handle your personal information, please contact our Information Officer first so we can try to resolve it. You also have the right to complain to the Information Regulator: