POPIA Data Policy

1. Purpose

This policy explains how Swift Quote AI (Pty) Ltd processes personal information in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA), and sets out the rights you have as a data subject — whether you’re a SwiftQuote AI account holder or a client whose details were entered into the platform by one of our customers.

2. Responsible party

Swift Quote AI (Pty) Ltd is the responsible party for personal information processed through swiftquoteai.co.za and the SwiftQuote AI application.

Information Officer: Thabo Julian Mashego, Founder — registered with the Information Regulator under registration number 2026-048008 (registered 29 June 2026)

Contact: hello@swiftquoteai.co.za · 076 699 4391

3. Lawful basis for processing

We process personal information on the following bases:

• Contractual necessity — to provide the quoting, invoicing, and payment features you’ve signed up for.
• Legal obligation — to meet SARS tax invoice requirements and standard business record-keeping.
• Legitimate interest — to secure the platform, prevent fraud, and improve the product using de-identified usage data.
• Consent — for optional communications, such as product updates, which you can opt out of at any time.

4. Categories of personal information

• Account holder details: name, business name, contact details, VAT number.
• Client details entered by account holders: names, phone numbers, addresses, job details — this data belongs to and is controlled by the trades business using SwiftQuote AI, with us acting as an operator on their behalf for this category.
• Payment metadata (not full card details, which are handled by our payment processor).
• Technical and usage data.

5. Cross-border transfers

Some of the infrastructure and processing partners we rely on are located outside South Africa. We ensure these transfers meet POPIA’s conditions under section 72 — either an adequate level of protection in the destination country, or a binding agreement with the processor requiring POPIA-equivalent safeguards.

• Database — Supabase (Ireland, AWS eu-west-1). All account data, quotes, and job records are stored here.
• App hosting — Vercel (United States). Serves the application via a global edge network.
• AI processing — Anthropic (United States). Job description text is sent to Anthropic’s Claude API to generate quote estimates; no personal client information is included.

All data in transit is encrypted via TLS 1.2 or higher and all data at rest is encrypted using AES-256.

6. Data subject rights

Under POPIA, you have the right to:

• Be notified that your personal information is being collected.
• Access the personal information we hold about you.
• Request correction or deletion of inaccurate, outdated, or unlawfully processed information.
• Object to processing of your personal information, on reasonable grounds.
• Complain to the Information Regulator if you believe your rights have been infringed.

To exercise any of these rights, contact our Information Officer using the details in Section 2. We will respond within a reasonable time as required by POPIA.

7. Retention and deletion

Personal information is retained only as long as necessary for the purpose it was collected: for the duration of an active account, plus 90 days after cancellation to allow for data export or reactivation. After this period, data is permanently deleted. You may request earlier deletion, subject to any legal retention obligations (e.g. tax record-keeping).

8. Security safeguards

We apply reasonable technical and organisational measures — including encryption in transit, restricted access controls, and monitoring — to protect personal information against loss, unauthorised access, and misuse, as required under POPIA’s Condition 7 (Security Safeguards).

9. Operators and third parties

Where we use third-party service providers (payment processing, hosting, accounting integrations) to process personal information on our behalf, we require them to process it only for the purposes we specify and to apply appropriate security safeguards, in line with POPIA’s requirements for operators.

10. Changes to this policy

We may update this policy as our processing activities or legal obligations change. Material changes will be communicated by email or in-app notice.

11. Contact

• Swift Quote AI (Pty) Ltd
• Information Officer: Thabo Julian Mashego
• Email: hello@swiftquoteai.co.za
• WhatsApp / phone: 076 699 4391