Privacy policy

1. Introduction

This Privacy Policy explains how SmartQS ("we", "us", "our") collects, uses, and protects your personal information when you use the SmartQS platform and website. We process personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) and other applicable law.

2. Information we collect

We collect the following categories of information:

• Account information - name, email address, company name, and phone number you provide when registering or contacting us;
• Documents you upload - Bills of Quantities and related project files you submit for processing;
• Billing information - subscription plan, billing cycle, and payment status. Card details are handled by our payment providers (Stripe / Paystack) and never stored on our servers;
• Usage information - log data, device and browser information, and feature usage that help us operate and improve the Service.

3. How we use your information

We use your information to:

• provide, operate, and improve the Service, including processing and pricing your BOQs;
• manage your account, subscriptions, and payments;
• respond to support requests and demo bookings;
• send service communications, such as processing updates and billing notices;
• protect the Service against fraud and abuse, and comply with legal obligations.

4. Sharing of information

We do not sell your personal information. We share it only with service providers who help us operate the Service (such as hosting, email delivery, and payment processing), under agreements that protect your information, or where required by law.

5. Your documents

Documents you upload are private to your account. They are processed solely to deliver the Service and are not shared with other users or used to train third-party models. You may delete your projects at any time from your account.

6. Security and retention

Your data is encrypted in transit and protected with access controls at rest. We retain personal information for as long as your account is active or as needed to comply with legal obligations, after which it is deleted or anonymised.

7. Your rights

Under POPIA you have the right to access, correct, or delete your personal information, to object to certain processing, and to lodge a complaint with the Information Regulator of South Africa. To exercise these rights, contact us at sales@smartqs.co.za.

8. Cookies

We use essential cookies and local storage to keep you signed in and to remember your preferences. We do not use third-party advertising cookies.

9. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the Service or email. The "Last updated" date above reflects the latest revision.

10. Contact

For any privacy-related questions or requests, contact us at sales@smartqs.co.za.