Privacy Policy

1. Who We Are

SwiftQuote AI is a software-as-a-service platform built for South African trade businesses — including plumbing, electrical, solar, security and cleaning — providing AI-powered quoting, invoicing, job management and client tracking. We are committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

Our Information Officer can be reached at:

• Email: hello@swiftquoteai.co.za
• Website: swiftquoteai.co.za

2. What Personal Information We Collect

We collect only what is necessary to provide the service. This includes:

• Account information — your name, email address, phone number and password hash
• Business details — trading name, registered name, business address, trade licence numbers (IOPSA, CK/CIPC, ECB registration), VAT number, province
• Banking details — bank name, account holder name, account number and branch code. Used solely to populate your quotes and invoices — never processed for payments and never shared with third parties.
• Client data — names, phone numbers and email addresses of your customers, which you enter when creating quotes
• Business activity — quotes, invoices, jobs, notes and photos you create within the platform
• Voice input — if you use the Voice Input feature, your speech is processed entirely by your device's browser (Web Speech API). Audio is never transmitted to our servers or any third party. Only the final text transcript is stored as your job description.
• Usage data — pages visited, features used and session timestamps, used to improve the platform

3. Why We Collect It

We collect your personal information for the following purposes:

• To create and manage your account
• To populate your quotes, invoices and documents with your business details
• To process subscription payments via PayFast
• To generate AI-powered quote estimates using Anthropic's Claude API
• To send you transactional emails (quote notifications, account alerts)
• To provide customer support
• To improve and develop the platform
• To comply with our legal obligations under POPIA, the Consumer Protection Act 68 of 2008, and the Electronic Communications and Transactions Act 25 of 2002

We will not use your information for any purpose other than those listed above without your explicit consent.

4. Third Parties We Share Data With

We share your data only with the service providers necessary to operate the platform:

We do not sell, rent or trade your personal information to any third party.

5. Your Client's Data

When you enter client information (names, phone numbers, email addresses) into SwiftQuote AI, you are the responsible party for that data under POPIA. You must ensure you have a lawful basis for storing your clients' information.

We act as an operator processing that data on your behalf. We will never contact your clients directly or use their data for our own purposes.

6. How Long We Keep Your Data

• Active account data — kept for the duration of your subscription
• After cancellation — retained for 90 days so you can export records. Permanently deleted after that.
• Payment records — retained for 5 years as required by South African tax law and the VAT Act
• Support correspondence — retained for 2 years

7. Your Rights Under POPIA

• Access — request a copy of the personal information we hold about you
• Correction — ask us to update or correct inaccurate information
• Deletion — request deletion of your personal information (subject to legal retention obligations)
• Portability — request an export of your data in a machine-readable format
• Objection — object to the processing of your personal information
• Complaint — lodge a complaint with the Information Regulator

To exercise any of these rights, email hello@swiftquoteai.co.za. We will respond within 30 days.

8. How We Protect Your Data

• All data encrypted in transit (TLS/HTTPS) and at rest
• Row Level Security — users can only access their own records
• Passwords are never stored in plain text — hashed by Supabase
• Payment card details are never stored — handled by PayFast
• Voice audio is never transmitted — processed locally in your browser
• Accounting CSV exports are generated in your browser — invoice data does not pass through our servers

9. Cookies

We use essential cookies only — required for authentication (keeping you logged in) and basic platform functionality. We do not use advertising cookies, remarketing pixels, or third-party tracking scripts. No cookie consent banner is required.

10. Children

SwiftQuote AI is a business platform for adults operating registered businesses. We do not knowingly collect information from anyone under 18. Contact us immediately if you believe a minor has created an account.

11. Changes to This Policy

We will notify you of material changes via email at least 14 days before they take effect. Continued use of the platform after changes take effect constitutes acceptance.

12. Complaints to the Information Regulator

If you are not satisfied with how we have handled your personal information, you may lodge a complaint with the Information Regulator of South Africa:

• Website: www.inforeg.org.za
• Email: inforeg@justice.gov.za
• Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

13. Contact Us

• Email: hello@swiftquoteai.co.za
• Website: swiftquoteai.co.za