Privacy Policy

1. Introduction

SimpleApps (PTY) LTD ("SimpleApps", "we", "our", "us") provides software solutions that help organisations manage data, automate workflows, and provide digital services. These include—but are not limited to—RealEstate QR, Church Portal, Freebill/PayBot, AI Email Assistant, and custom integrations.

This Privacy Policy explains how SimpleApps collects, processes, stores, and protects personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

By using any SimpleApps system, website, or mobile interface, you acknowledge that you have read and understood this Privacy Policy.

2. Our Role Under POPIA

Under POPIA, SimpleApps acts in two capacities:

a. Operator (POPIA Section 20)

We process personal information on behalf of our clients, such as:

• Churches
• Real estate agents/agencies
• Businesses using automation tools for payments, communication, or CRM
• Any organisation using a SimpleApps system

The client remains the Responsible Party, meaning they determine:

• what data is collected
• why it is collected
• how long it is stored
• who within their organisation may access it

b. Responsible Party (limited cases)

We act as the Responsible Party only when collecting information directly from users of our website or platform, such as:

• contact forms
• login information
• support correspondence
• billing/administration details

3. Information We Collect

We collect and process information depending on which systems our clients use.

a. Client Data (Operator Role)

This includes personal information captured inside a SimpleApps product, such as:

• Names & surnames
• ID numbers (if provided by the client)
• Email addresses
• Phone numbers
• Residential/physical addresses
• Membership details (for churches)
• Pastoral care notes (only if entered by the church)
• Property information and client leads (RealEstate QR)
• Financial/payment information (Freebill/PayBot)
• Communication records (AI Email Assistant)
• Uploaded files and images
• Any custom fields created by the client

b. System & Technical Data

Automatically collected:

• IP addresses
• Browser type
• Device information
• Usage logs
• System access logs

c. SimpleApps Account Information

For clients only:

• Company name
• Contact person details
• Billing email
• Payment records (if applicable)

4. How We Use Personal Information

SimpleApps processes personal information only for the following purposes:

a. To provide our software services

• Managing church membership databases
• Processing real estate leads
• Recording pastoral care information
• Automating communications and workflows
• Generating invoices and payment links
• Hosting and storing client data
• Facilitating communication between data subjects and clients

b. To maintain security

• Access control
• Activity logs
• System monitoring
• Fraud prevention

c. To support and maintain the systems

• Troubleshooting
• Technical support
• Bug fixes
• System upgrades

d. To comply with South African law

Where required by applicable legislation.

5. How We Store & Protect Information

All data is stored securely using:

• Encrypted Postgres databases
• Secure servers (including VPS hosting)
• Strong password hashing
• Role-based access control
• Firewalls
• Regular backups
• Strict access logging

We do not:

• sell data
• share data with third parties for marketing
• mine or analyse client data for our own benefit

6. When We Share Information

We only share personal information with:

• Cloud hosting providers
• Email/communication providers
• Payment gateways (e.g., Paystack or Yoco, if used)
• Integrated services approved by the client

We do not share information without:

• contractual safeguards, and
• the client's instruction

7. Data Retention

Retention is determined by the client (Responsible Party). If a client deletes data, SimpleApps permanently removes it from the system. Backups are also purged on a scheduled basis.

8. Access by SimpleApps Staff

Access is strictly limited to:

• Support technicians
• System administrators
• Developers (only when necessary for support)

Access is audited and controlled, and only for:

• resolving technical issues
• maintaining systems
• assisting clients with legitimate requests

No SimpleApps employee may access or use client data for any other purpose.

9. Rights of Data Subjects

Under POPIA, individuals have the right to:

• Access their information
• Request correction
• Request deletion (subject to the client's retention requirements)
• Withdraw consent (where applicable)
• Lodge a complaint with the Information Regulator

Requests may be submitted to: warren@simpleapps.co.za

We will coordinate the request with the relevant client (Responsible Party).

10. Cookies & Tracking

Some systems may use cookies for:

• session management
• security
• analytics
• user preferences

Users may disable cookies, but some features may not work.

11. Data Transfers Outside South Africa

If SimpleApps or its hosting providers store or process data outside SA, this is done under:

• binding agreements
• adequate protection per POPIA Section 72

12. Client Responsibilities

Clients using SimpleApps must:

• Ensure they have lawful grounds to collect personal information
• Inform their members/customers of their own POPIA compliance
• Obtain consent when required
• Use personal information responsibly
• Keep their login credentials secure
• Immediately report any suspected breach

SimpleApps cannot be held responsible for misuse of data by the client's staff.

13. Children's Information

Some clients (e.g., churches) may store information relating to minors. Clients are responsible for obtaining parental or guardian consent where required.

14. Security Breach Notification

If a breach occurs:

• We will notify affected clients immediately.
• We will assist the client in notifying affected data subjects and the Information Regulator.
• We will support investigation and mitigation.

15. Contact Information

For POPIA or privacy-related queries:

SimpleApps (PTY) LTD
📧 warren@simpleapps.co.za
📍 South Africa

16. Changes to This Policy

We may update this policy from time to time. Changes will be posted on our website. Continued use of SimpleApps systems constitutes acceptance of the updated policy.