Privacy Policy

Refresh Tech ("we", "us", "our") respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA") and other applicable South African laws. This Privacy Policy explains how we collect, use, store and share your personal information when you use our website and our digital services — including website design and development, domain registration and hosting, IT support and backup plans, business software (Basic Business Tools, Business Tools & CRM, online stores and booking systems), social media management, digital business cards and NFC cards, vehicle dealership and property management software, and marketing campaign services.

We collect information you provide directly to us, including:

• Contact and identity information: your name, email address, cellphone number and business address, and where required, identity details to verify you as an account holder or authorised signatory;
• Business information: your company or trading name, registration details, branches and departments, industry and the services or products you sell;
• Account information: login credentials for your user account (passwords are stored securely as one-way encrypted hashes) and your profile and role settings;
• Business records you capture in our software: as you and your team use tools such as the CRM, invoicing, booking system or online store, we process the records you create — including client and supplier details, quotes, invoices, bookings, orders, time-and-attendance records and team messages. Where your clients are the source of that information, you confirm you have their permission to capture it in our software;
• Digital business card details: the name, role, contact details, links, logo and images you choose to publish on your digital business card and physical NFC cards;
• Social media content: posts, images, connected account details and approval records you create through the social media management tool;
• Payment information: banking or card details where required for subscriptions, orders or payment gateway integration — card payments are processed by the payment gateway, and we do not store full card numbers on our systems;
• Support and project information: content, artwork, access credentials (stored securely) and details you provide for your website, store, campaign or support request;
• Communication records: messages you send through our contact form, email, WhatsApp or support channels.

We also collect limited technical information automatically, such as IP address, browser type, device details and pages visited, to operate, secure and improve the website and services.

We use your personal information to:

• provide the Services you subscribed to — including building and hosting your website, registering domains, providing IT support and backups, and operating your business software;
• create and program your digital business cards and NFC cards, and publish the card details you supply;
• bill subscriptions and orders, process payments and send invoices, receipts and renewal notices;
• communicate with you about your account, support requests and service updates;
• send automated service notifications connected to the Services — for example booking confirmations, invoice reminders and WhatsApp notifications where you have opted in;
• analyse aggregated usage to maintain, secure and improve the Services;
• maintain records required by law and by our service processes; and
• protect the website, prevent fraud and ensure security.

We do not sell, rent or trade your personal information to third parties for marketing purposes.

To deliver the Services, your personal information will be shared where strictly necessary with:

• Domain registries — for domain name registrations, renewals and transfers;
• Hosting and infrastructure providers — the providers that host our systems, databases, email and image delivery (e.g. Vercel, Convex, Resend, Cloudflare), under contractual confidentiality and security obligations;
• Payment gateways (e.g. PayFast, Yoco) — to process subscription and order payments securely;
• Printing and courier partners — to print and deliver physical NFC card orders, limited to the design and delivery details required;
• Communications platforms (e.g. Meta/WhatsApp) — where you use optional WhatsApp notifications or social media management features;
• Optional integrations you request — for example AutoTrader listing feeds for vehicle dealerships or Easy Systems lead notifications, limited to the data the integration requires;
• Analytics providers (e.g. Google Analytics) — aggregated, non-identifying usage data for website performance.

We share only the minimum information required for the specific purpose, and we may also disclose information where required by law, court order or to protect our legal rights.

Your information is stored securely, and access is restricted to personnel who need it to perform the Services. Passwords are stored using industry-standard one-way encryption, and all traffic to and from the website is encrypted (HTTPS). Sensitive credentials you supply (such as social account connections or domain access) are stored securely and used only to deliver the Services.

We retain your personal information and business records for as long as your account is active and for as long as necessary thereafter to provide the Services, to comply with our legal, tax and record-keeping obligations, and to resolve disputes. Information that is no longer required is securely deleted or de-identified.

While we take all reasonable technical and organisational measures to protect your information, no system is completely secure, and we cannot guarantee absolute security.

You have the right to:

• ask what personal information we hold about you;
• request access to, and correction or deletion of, your personal information;
• object to the processing of your personal information;
• withdraw consent where processing is based on consent;
• lodge a complaint with the Information Regulator of South Africa.

Please note that certain information must be retained to comply with statutory record-keeping obligations (for example invoice and tax records), and deletion of your account will not remove records of transactions we were required to process on your behalf.

We use essential cookies and similar technologies to keep you signed in, remember session state, and protect the website and your business software. Where Google Analytics is enabled, it uses cookies to collect aggregated, non-identifying usage statistics. We do not use advertising or third-party tracking cookies. You can control cookies through your browser settings, but disabling essential cookies may prevent the website from functioning correctly.

Our website and the software link to external websites and platforms — including social networks, payment gateways, registries and your own listings pages. We are not responsible for the privacy practices or content of those websites, and we encourage you to read their privacy policies. When you publish a digital business card, the details you choose to include are visible to anyone you share the card or NFC tap with — please only include information you are comfortable making available.

We may update this Privacy Policy from time to time. The current version is always published on this page, and continued use of the website after changes are published constitutes acceptance of the updated policy.

For privacy queries, access requests or corrections, contact us at info@refreshtech.co.za or via WhatsApp on +27 68 900 6679.