Privacy Notice

This notice explains how Oliver Chifadza, an individual sole trader based in the Eastern Cape, South Africa, trading as SmartQuote, handles personal information. For the personal information described here, Oliver Chifadza is the responsible party (data controller) and decides why and how it is processed. Contact: ochifadza@gmail.com.

1. Information we collect and why

• Account information — name, email address and login credentials. Used to create and secure your account and to authenticate you. Legal basis: performance of our contract with you.
• Business profile — business name, contact details, address, logo, tax label, VAT number and registration status, default terms. Used to produce your quotes. Legal basis: performance of contract.
• Client and quote data you enter — your customers' names, contact details, addresses, notes, tags, reminders, and quote line items. Stored so we can provide the service to you. Legal basis: performance of contract. You are responsible for having a lawful basis to enter your customers' details.
• Support messages — the content of emails or contact form submissions. Used to answer you. Legal basis: legitimate interests in supporting our users.
• Usage and technical data — log data, device and browser type, IP address, pages viewed and error reports. Used for security, fraud prevention, troubleshooting and improving the product. Legal basis: legitimate interests.
• Marketing preferences — where you opt in, your email is used to send product updates. Legal basis: consent, which you can withdraw at any time.

Payment card details are collected and processed by Paddle at checkout — we never see or store your card number.

2. Who we share information with

• Merchant of Record — Paddle.com, who handles the sale of our subscriptions, payments, subscription management, invoicing, tax compliance and refunds.
• Service providers / operators — our hosting, database, authentication and email infrastructure providers, who process data on our instructions to run the service.
• Professional advisers — accountants or legal advisers where necessary.
• Authorities — where we are required to disclose by law or to protect our legal rights.

We do not sell your personal information.

3. International transfers

Some of our providers process data outside South Africa. Where information is transferred across borders, we rely on providers that offer a comparable level of protection through contractual safeguards, consistent with section 72 of POPIA.

4. Retention

We keep your account, client and quote data for as long as your account is active. If you close your account, we delete or anonymise your data within a reasonable period, except where we must keep records longer for tax, accounting or legal purposes. Billing records held by Paddle are retained under their own retention rules.

5. Your rights

Under the Protection of Personal Information Act (POPIA) you have the right to be told what personal information we hold about you, to request access to it, to ask us to correct or delete inaccurate or excessive information, to object to processing on reasonable grounds, and to withdraw consent where processing is based on consent. Where the GDPR applies to you, you also have rights of restriction and data portability.

To exercise any of these rights, email ochifadza@gmail.com. We aim to respond within one month. You may also lodge a complaint with the Information Regulator of South Africa, or your local supervisory authority if you are in the UK or EEA.

6. Security

We apply appropriate technical and organisational measures to protect your information, including encryption in transit, encrypted storage, access controls and row-level database security so that you can only access your own records. No system is perfectly secure, but we work to keep risk low and will notify you and the Regulator if a reportable breach occurs.

7. Cookies

We use essential cookies and local storage to keep you signed in and to maintain your session — the service cannot function without these. Paddle may set cookies during checkout to process your payment and prevent fraud. We do not use advertising cookies. You can clear or block cookies in your browser settings, but signing in will not work without the essential ones.

8. Children

SmartQuote is a business tool and is not intended for anyone under 18. We do not knowingly collect information from children.

9. Changes and contact

We may update this notice; the date at the top shows the latest revision, and material changes will be notified in the app or by email. Questions or requests: Oliver Chifadza, Eastern Cape, South Africa — ochifadza@gmail.com.