Privacy Policy

1. Who we are and what this policy covers

This Privacy Policy explains how PrintPilot ("we", "us") collects, uses and protects personal information when you use the PrintPilot application. It applies to registered users of the application.

We act as the "responsible party" under the Protection of Personal Information Act 4 of 2013 (POPIA) for the personal information described here.

2. Personal information we collect

Account information: your name, email address, password (stored only as a cryptographic hash by our authentication provider) and account role.

Age verification: your date of birth, collected once at registration, used solely to enforce the 16-year minimum age requirement. It is visible only to you and our administrative staff, never to other users.

Business profile: the business details you enter in Settings (name, contact details, VAT number, addresses, logo and document preferences).

Business records you create: products, customers, quotes, invoices, orders and related documents, including personal information you enter about your customers (names, contact details, addresses, VAT numbers). You are responsible for having a lawful basis to provide that information to us.

Support requests: messages you send us through the Support section.

3. Technical and session information

We and our hosting provider record information necessary to operate the service, such as authentication events and request metadata. Our hosting infrastructure manages sessions; we do not maintain our own session or IP address tracking database within the application.

We do not run advertising trackers in PrintPilot.

4. How we use your information

To provide the service: authenticate you, store your business data, calculate prices, generate quotes, invoices and job cards, and display your dashboard.

To keep the service secure: verify eligibility, record consent, detect and prevent abuse, and investigate support and security reports.

To communicate with you: service announcements, security alerts and responses to your support requests.

5. Legal basis (POPIA)

We process personal information to perform the contract between us (providing the service), because we have a legitimate interest in operating and securing the service, to comply with legal obligations, or with your consent where required.

6. AI processing

We do not currently send your business data, documents or personal information to third-party AI providers. If AI-assisted features are introduced, this policy will be updated to describe exactly what is processed before any such feature is enabled.

7. Cookies and analytics

PrintPilot uses only the cookies and local storage strictly necessary to keep you signed in and to remember interface preferences. We do not use advertising or cross-site tracking cookies.

8. Sign-in with Google or Apple

If you choose to sign in with Google or Apple, that provider authenticates you and shares the minimum information needed to create your account (typically your name and email address). We do not receive or store your provider password.

Your use of the provider's service remains subject to that provider's terms and privacy policy.

9. Payment processing

Subscription payments, where enabled, are processed by our payment provider. We do not store your card details; payment data is handled by the provider under its own compliance regime, and we receive only the status and identifiers needed to manage your plan.

10. Third-party processors

We use service providers to host the application, deliver email (verification codes, password resets), store uploaded files and process payments. They process data only on our instructions under appropriate agreements, and only for the purposes of delivering the service.

11. Security measures

We protect your data with measures including: encryption of data in transit; centrally managed authentication; server-side record-level access rules that ensure each user can only access their own business data; consent and audit records; and least-privilege administrative access.

We describe controls at a high level only, so as not to compromise them. No measure guarantees absolute security.

12. Data retention

We retain your business data while your account is active. When you delete your account, your business data is deleted; records we must retain for legal purposes (for example tax or accounting records) are retained only for the legally required period and then deleted.

13. Your rights

Subject to POPIA, you may request access to your personal information, correction of it, deletion of your account and data, and object to certain processing. You can exercise the practical options directly in Settings (Export data, Delete account), or contact us through Support.

You may lodge a complaint with the Information Regulator of South Africa if you believe your rights have been infringed.

14. International transfers

Our hosting and service providers may process data outside South Africa. Where that happens, we rely on appropriate safeguards to ensure your information remains protected to a standard consistent with POPIA.

15. Children

PrintPilot is not intended for children. Accounts are restricted to users aged 16 and over, verified at registration.

16. Data breaches

If we become aware of a security breach affecting personal information, we will take reasonable steps to contain it, assess the impact and notify affected users and the Information Regulator where legally required.

17. Changes to this policy

We may update this Privacy Policy. Material changes will be brought to your attention in the application. The version and effective date are shown on the Privacy page.

18. Contact

Privacy questions can be sent through the in-app Support section or to johannvdlprivate@gmail.com.