Privacy Policy

1. About BizBase

BizBase (“we”, “us” or “our”) provides an online business-management platform that enables businesses to create and manage invoices, quotes and delivery notes, maintain customer and item records, and track sales, expenses and inventory.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information in accordance with the Protection of Personal Information Act, 2013 (“POPIA”), and other applicable South African laws.

BizBase acts as the responsible party for personal information processed for purposes such as user account administration, subscription management, platform security and customer support.

When a business uses BizBase to store personal information about its own customers, suppliers or other individuals, BizBase may process that information on the business’s behalf. In those circumstances, the business using BizBase is generally responsible for determining the purposes for which that information is collected and used, while BizBase processes it to provide the platform and its associated functionality.

2. Personal information we collect

The information we collect depends on how you use BizBase.

2.1 Account and authentication information

When you register for or use BizBase, we may collect:

• Your name and email address.
• Your telephone number, if provided.
• Your business name, address and contact details.
• Business registration and tax details, where entered.
• Account identifiers and authentication-related information.
• Your subscription plan, account preferences and subscription status.
• Information necessary to administer and secure your account.

You may register or sign in using Google authentication or email-based authentication. Where you use Google authentication, we may receive information made available through the authentication process, such as your name, email address and Google account identifier.

We do not require you to provide information that is unnecessary for the operation of your account, although certain information may be necessary to use particular features.

2.2 Business records and information entered into BizBase

BizBase allows users to create and manage business records. Depending on the features used, these may include:

• Customer and supplier names, email addresses, telephone numbers and addresses.
• Invoices, quotes, delivery notes and customer statements.
• Products, services, descriptions, quantities and prices.
• Sales, expenses, payment records and transaction details.
• Inventory quantities, stock movements, purchase costs and item records.
• Business correspondence and other information entered or uploaded by users.

These records may contain personal information relating to customers, suppliers, employees or other individuals.

Users are responsible for ensuring that they are legally entitled to collect and provide this information to BizBase and that they have complied with any applicable transparency and consent requirements.

2.3 Payment and subscription information

BizBase uses Paystack for payment processing.

When you subscribe to a paid plan or make a payment, relevant information may be processed by BizBase and Paystack, including information needed to identify your account, administer your subscription, reconcile payments and handle billing enquiries.

Payment information processed through Paystack may include transaction references, payment amounts, payment status and other information required to process or verify a transaction. The information collected by Paystack may also depend on the payment method used.

Payment processing is subject to Paystack’s applicable terms and privacy policy. We will not represent payment-card details as being stored exclusively by Paystack unless our payment integration has been verified to operate that way.

2.4 Technical and usage information

We may collect technical and operational information generated through your use of BizBase, to the extent supported by our systems. This may include:

• IP address and connection information.
• Browser type and device information.
• Login activity and session information.
• Error reports, diagnostic information and application activity.
• Information necessary to maintain platform security and troubleshoot technical issues.

We use this information for purposes such as operating, maintaining and securing the platform.

2.5 Information received from third parties

We may receive information from third parties involved in providing BizBase, including Google for authentication and Paystack for payment processing.

The information received depends on the relevant service, your settings and the functionality you use.

3. How we use personal information

We may process personal information for the following purposes:

• Creating, authenticating and managing user accounts.
• Providing access to BizBase and its features.
• Generating and managing invoices, quotes, delivery notes and other business documents.
• Maintaining customer, supplier, item, sales, expense and inventory records.
• Administering subscriptions, processing payments and reconciling transactions.
• Responding to enquiries and providing customer support.
• Sending essential account, security, service and billing communications.
• Diagnosing errors and improving the reliability and performance of the platform.
• Detecting fraud, abuse, unauthorised access and security threats.
• Enforcing our terms and protecting our legal rights.
• Complying with applicable legal and regulatory obligations.

Where required by law, we will obtain consent before processing personal information for a purpose that requires consent. We will not use personal information for purposes that are incompatible with the original purpose of collection unless permitted by law.

4. Customer records and user responsibilities

BizBase provides software tools that businesses use to manage their own operations. Users determine what information they enter into the platform and how they use that information.

Where you enter personal information about your customers, suppliers or other contacts, you are responsible for ensuring that your collection and use of that information comply with applicable data-protection laws.

BizBase will process this information as necessary to provide the platform, comply with applicable law and meet its contractual obligations.

Users should avoid entering sensitive personal information unless it is necessary for a legitimate business purpose and they are legally entitled to process it.

5. Third-party service providers

BizBase relies on third-party services to provide certain platform functions.

5.1 Lovable Cloud

BizBase uses Lovable Cloud for its application infrastructure and associated cloud functionality, including the database and storage services used by the platform.

Personal information may be stored or processed through this infrastructure to operate BizBase, maintain user accounts and retain business records.

The underlying infrastructure providers, applicable data locations, retention arrangements and contractual safeguards must be assessed in accordance with the services and configuration actually used by BizBase.

5.2 Google authentication

BizBase supports Google authentication. Google may process information in accordance with its own privacy policy and the permissions associated with the authentication process.

You can review Google's privacy policy at https://policies.google.com/privacy.

5.3 Paystack

BizBase uses Paystack to facilitate payments. Relevant payment and transaction information may be shared with Paystack to process and verify payments and administer subscriptions.

You can review Paystack's privacy information at https://paystack.com/privacy.

5.4 Other service providers

BizBase may use additional service providers where necessary to operate and maintain the platform, including providers for email delivery, notifications, technical monitoring or security.

Where such providers process personal information, we will take reasonable steps to ensure that appropriate contractual and legal safeguards apply.

We do not sell personal information to third parties.

We may also disclose personal information where required by law, pursuant to a lawful request, or where reasonably necessary to establish, exercise or defend legal rights.

6. International transfers of personal information

Personal information may be stored or processed in South Africa or other countries, depending on the infrastructure and service providers used by BizBase.

Where personal information is transferred outside South Africa, BizBase will take reasonable steps to ensure that the transfer complies with section 72 of POPIA, where applicable.

This may require an assessment of the destination country's data-protection laws, the safeguards provided by the recipient and any applicable contractual arrangements.

The specific data locations and international-transfer arrangements associated with our cloud and payment providers should be confirmed against their current terms and our account configurations.

7. Security safeguards

BizBase takes reasonable and appropriate technical and organisational measures to protect personal information against loss, damage, unauthorised access, unlawful processing and unauthorised disclosure.

The safeguards applied will depend on the systems and services used and may include access restrictions, authentication controls, secure data transmission, restricted administrative access, backups and security monitoring.

No online platform can be guaranteed to be completely secure. Users are responsible for protecting their login credentials and should notify us promptly if they suspect unauthorised access to their accounts.

Where a security compromise occurs, BizBase will respond in accordance with applicable legal requirements, including the relevant notification obligations under POPIA.

8. Retention of personal information

BizBase retains personal information for as long as reasonably necessary to provide the platform, administer accounts and subscriptions, comply with legal obligations, resolve disputes and protect legitimate legal interests.

Retention periods may vary according to the type of information, the purpose for which it is processed and any applicable statutory retention requirements.

Deleting an account or cancelling a subscription may not result in the immediate deletion of every associated record. Certain information may need to be retained where required or permitted by law, including for accounting, tax, payment reconciliation or dispute-resolution purposes.

When personal information is no longer required, we will take reasonable steps to delete, destroy or de-identify it, subject to applicable legal requirements and legitimate retention needs.

Users should retain independent copies of any business records they are legally required to maintain.

9. Your rights under POPIA

Subject to applicable law and any relevant exceptions, you may have the right to:

• Request access to personal information we hold about you.
• Request correction or deletion of personal information that is inaccurate, irrelevant, excessive, outdated, incomplete, misleading or unlawfully obtained.
• Object to certain forms of processing in circumstances provided for by law.
• Object to the processing of your personal information for direct marketing, where applicable.
• Withdraw consent where processing is based on consent, without affecting the lawfulness of processing before withdrawal.
• Lodge a complaint with the Information Regulator of South Africa.

To exercise your rights, contact us using the details in the “Contact us” section. We may need to verify your identity before responding.

Where information about your customers or suppliers is stored in your BizBase account, requests concerning that information may need to be directed to your business in the first instance. BizBase will provide assistance where required by applicable law or our contractual obligations.

10. Cookies and similar technologies

BizBase uses essential cookies or similar technologies where necessary for core website or application functionality, such as maintaining sessions, supporting authentication and protecting the platform.

We do not currently intend to use non-essential analytics or advertising cookies as part of the website configuration described by this policy.

If we introduce analytics, advertising or other non-essential tracking technologies in the future, we will update this policy and implement any consent or preference controls required by applicable law before using those technologies where consent is required.

You can manage or block cookies through your browser settings. However, disabling essential cookies may prevent some parts of BizBase from functioning correctly.

11. Third-party websites and services

BizBase may provide links to third-party websites or integrate with third-party services. Those services may process personal information under their own privacy policies and terms.

BizBase is not responsible for the independent privacy practices of third parties. Users should review the relevant privacy policies before using external services.

12. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to BizBase, our service providers, our data-processing practices or applicable legislation.

The latest version will be published on our website with the date of the most recent update. Where required by law, we will provide additional notice of material changes.

13. Contact us

For questions about this Privacy Policy, requests concerning personal information or concerns about how BizBase processes personal information, please contact us:

Email: mgreen.think@gmail.com Telephone: 061 234 1015

You may also contact the Information Regulator of South Africa through its official website:

https://inforegulator.org.za/