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Privacy Policy

Version 1.0-draft Last updated 3 October 2026

PLACEHOLDER: [LEGAL COMPANY NAME], registration number [REGISTRATION NUMBER] ("YeboSmart", "we", "us") takes your privacy seriously. This policy explains what personal information we collect when you visit our website, create an account or subscribe, why we use it, who we share it with, how long we keep it and what your rights are under POPIA. It applies together with our Terms and Conditions.

1. Who is responsible

PLACEHOLDER: For the information about you and your company that we collect to sell and run the service, the responsible party is [LEGAL COMPANY NAME], [PHYSICAL ADDRESS]. Our Information Officer is [NAME], [EMAIL].

For the business data you store inside your own YeboSmart system (for example your customers, staff and suppliers), you are the responsible party and we act as your operator: we only process that information on your instructions to give you the service. [A DATA PROCESSING AGREEMENT MAY BE NEEDED].

2. What we collect

PLACEHOLDER: We collect the following, depending on what you do:

  • Account details: your name, email address, phone number, login name and a protected form of your password.
  • Company details: the company name, business type (company, sole proprietor or partnership), owner name, trading name, registration number, address and the domain name you ask for.
  • Tax details: your VAT number and other tax references, used on invoices and for tax records.
  • Logos and files: the company logo you upload, which we use to set up your system and on your documents.
  • Billing details: the plan you chose, invoices and payment records. Payments are made through PayFast. We receive the payment reference, amount, status and the token PayFast uses for the recurring payment. We do not receive or store your full card number.
  • Usage and technical data: logins, IP address, browser and device type, pages visited, error and security logs, and your messages to our support team.
  • Acceptance record: when you order we record the date and time, your IP address and the version of the Terms and the Privacy Policy you accepted.
  • Business data in your system: whatever you and your users enter. We process it as your operator (clause 1).

3. Why we use it

PLACEHOLDER: We use personal information to:

  • create your account and set up and run your YeboSmart system (to perform our contract with you);
  • take orders and payments, send invoices and keep financial and tax records (contract and legal duty);
  • send service messages such as payment problems, maintenance and security notices (contract and legitimate interest);
  • give support and improve the service and website (legitimate interest);
  • keep the service secure and prevent fraud and abuse (legitimate interest and legal duty);
  • send marketing only if you agreed, and you can withdraw that agreement at any time [REMOVE IF NO MARKETING].

We only collect what we need for these purposes.

4. Who we share it with

PLACEHOLDER: We do not sell personal information. We share it only as needed to give you the service, with:

  • PayFast (the payment provider), to take your first payment and the recurring payments. PayFast acts under its own privacy policy and terms.
  • Hosting and infrastructure providers that run our servers and backups: [HOSTING PROVIDER(S) AND COUNTRY].
  • Email and support tools that we use to contact you: [PROVIDERS].
  • Professional advisers such as accountants, auditors and attorneys, who are bound by confidentiality.
  • Authorities when the law requires it, for example SARS or a court order.

Providers who handle personal information for us must protect it and use it only for our purposes.

5. International transfers

PLACEHOLDER: Some of our providers may store or process information outside South Africa, in [COUNTRIES]. We only transfer personal information abroad where POPIA allows it, for example when the receiver is bound by law, binding rules or an agreement that gives similar protection, or when it is needed to perform our contract with you.

6. How long we keep it

PLACEHOLDER: We keep personal information only as long as needed for the purposes above or as the law requires.

  • Account and company details: while your subscription is active.
  • After a subscription is paused or cancelled, your system is archived and kept for a retention period of [NUMBER] days so you can come back or ask for an export. After that it is removed, unless the law requires us to keep it.
  • Invoices, payment and tax records: [5] years or as tax and company law require [CONFIRM].
  • Acceptance records (date, IP address and versions): for as long as we may need to prove the agreement, [PERIOD].
  • Security and server logs: [PERIOD].

7. Security

PLACEHOLDER: We use reasonable technical and organisational measures to protect personal information from loss, damage and unauthorised access, including encrypted connections (HTTPS), access controls, protected passwords, regular backups and limiting access to people who need it. [DESCRIBE MEASURES]. No system is completely secure. If personal information is compromised we will tell you and the Information Regulator as POPIA requires.

8. Your rights

PLACEHOLDER: Under POPIA you may:

  • ask whether we hold personal information about you and ask for a copy;
  • ask us to correct or delete information that is inaccurate, outdated or no longer needed;
  • object to us using your information, or withdraw a consent you gave;
  • object to direct marketing at any time;
  • ask for the business data in your system to be exported.

Write to our Information Officer at [EMAIL]. We may ask you to prove who you are and will answer within a reasonable time.

If you are not happy with how we handled your information you may complain to the Information Regulator (South Africa): JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001. Complaints: complaints.IR@justice.gov.za. General enquiries: inforeg@justice.gov.za. Website: www.inforegulator.org.za. [CHECK CURRENT DETAILS BEFORE PUBLISHING].

9. Cookies

PLACEHOLDER: Cookies are small files a website stores in your browser.

  • Necessary cookies keep the website working: your session and login, your shopping cart, security and your cookie choice. The website cannot work without them.
  • Preference cookies remember settings such as your language.
  • Analytics and marketing cookies are only used if you accept them in the cookie notice: [ANALYTICS / MARKETING TOOLS, IF ANY. REMOVE IF NONE].

You can change your choice in the cookie notice and delete or block cookies in your browser settings. Blocking necessary cookies may stop parts of the website from working.

10. Children

PLACEHOLDER: Our services are for businesses and are not meant for people under 18. We do not knowingly collect information from children.

11. Changes to this policy

PLACEHOLDER: We may update this policy. The version number and date at the top of this page show which version applies. When you order we record which version you accepted, and we tell you about important changes.

12. Contact

PLACEHOLDER: Information Officer: [NAME], [EMAIL], [PHONE], [POSTAL ADDRESS].