Privacy Policy

1. What this policy covers

This policy explains what personal information Swift Quote AI (Pty) Ltd (“we”, “us”) collects through swiftquoteai.co.za and the SwiftQuote AI application, why we collect it, and how it’s handled. It should be read together with our POPIA Data Policy, which covers your rights under South African data protection law in more detail.

2. Information we collect

From you, when you sign up and use the platform:

• Name, business name, email address, phone number.
• Trade category, province, VAT number (if applicable), labour rates and pricing you configure.
• Account credentials.

From your use of the service:

• Quotes, invoices, job records, and client contact details you enter (your clients’ names, numbers, addresses, and job details).
• Usage data - pages visited, features used, device and browser type, for improving the product.

From payments:

• Deposit and payment activity processed through our payment partner. We do not store full card numbers; these are handled directly by the payment processor.

From WhatsApp integration:

• If you use the “Send via WhatsApp” feature, the quote link and message content are passed to WhatsApp to open a conversation with your client. We do not access your WhatsApp messages.

3. Why we collect it

• To provide the core service: generating quotes, invoices, and payment requests.
• To bill your subscription.
• To provide support (e.g. responding via WhatsApp or email).
• To improve the product based on aggregated, de-identified usage patterns.
• To meet legal obligations, including SARS invoicing requirements and record-keeping.

We do not sell your personal information or your clients’ information to third parties.

4. Who we share it with

• Payment processors, to collect deposits and subscription payments.
• Accounting integrations (Xero, Sage, QuickBooks), only if you actively connect them.
• Hosting and infrastructure providers, to run the platform securely.
• Law enforcement or regulators, only where legally required.

We do not share your client data with other SwiftQuote AI customers or use it to market to your clients directly.

5. Data retention

Your quotes, invoices, and client records are retained for as long as your account is active, and for 90 days after cancellation, so you can export your data or reactivate. After 90 days, data is permanently deleted in line with our POPIA obligations. You can request earlier deletion - see our POPIA Data Policy.

6. Security

We use industry-standard measures (encryption in transit, access controls) to protect your data. No system is completely secure, and we encourage strong, unique passwords on your account.

7. Your choices

You can access, correct, or export your data at any time from your account settings. You can request account and data deletion by contacting us (see below).

8. Cookies

Our website uses essential cookies to operate correctly and may use analytics cookies to understand site usage. You can control cookies through your browser settings.

9. Children

SwiftQuote AI is a business tool intended for trades business owners and staff aged 18 and over. We do not knowingly collect information from children.

10. Changes to this policy

We may update this policy from time to time. Material changes will be communicated by email or in-app notice.

11. Contact

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