Privacy Policy

Effective date: 22 October 2026

This Privacy Policy explains how Software X ("we", "us", "our") handles information when you use the Software X website, web applications, desktop application and mobile application (together, the "Service"). By using the Service you agree to this policy.

1. Information we collect

We only collect information that you or your organisation enter into the Service, or that is needed to operate it:

• Account information — such as your name, email address, phone number and company details, used to create and manage your account.
• Business data — records you create in the Service, such as employees, customers, invoices, stock, job cards, bookings and vehicles.
• Files and images — documents, receipts or photos you choose to upload.
• Technical information — basic information such as device type, app version and server logs, used only to keep the Service secure and working correctly.

2. Device permissions

The mobile app may ask for the following permissions. Each one is optional, is only used when you use the related feature, and can be turned off at any time in your device settings:

• Camera — to scan barcodes and capture receipts or photos that you choose to attach to a record. Text recognition on captured images is processed on your device.
• Location — only for location-related features you choose to use. We do not track your location in the background.
• Files and photos — to let you pick a file or image to upload.

3. How we use your information

We use your information only to:

• Provide, operate and maintain the Service;
• Sign you in and keep your account secure;
• Respond to your support requests;
• Send you important service messages, such as security or account notices.

We do not use your information for advertising, and we do not sell it.

4. No sharing with third parties

We do not sell, rent, trade or share your personal information or business data with any third party. Your data is visible only to you and to the users your organisation authorises within the Service.

The only exception is where we are required to disclose information by law, for example in response to a valid court order.

5. How we protect your information

We take the security of your information seriously and use appropriate technical and organisational measures to protect it, including:

• Encrypted connections (HTTPS/TLS) for all data sent between your device and our servers;
• Secure, access-controlled servers;
• Password hashing and secure storage of sign-in tokens on your device;
• Role-based access, so users only see what their organisation allows.

6. Data retention and deletion

We keep your information for as long as your account is active, or as needed to meet legal obligations (for example, tax and accounting record-keeping requirements).

You can ask us to delete your account and associated data at any time by emailing support@softwarex.co.za from the email address linked to your account. We will confirm your request and delete your data, except where the law requires us to keep it.

7. Your rights

In line with the Protection of Personal Information Act (POPIA) of South Africa, you have the right to:

• Ask what personal information we hold about you;
• Ask us to correct or update your information;
• Ask us to delete your information;
• Object to the processing of your information;
• Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, contact us using the details below.

8. Children's privacy

The Service is a business tool and is not directed at children under the age of 18. We do not knowingly collect personal information from children.

9. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

10. Contact us

If you have any questions about this Privacy Policy or how your information is handled, please contact us:

Software X
Email: support@softwarex.co.za
Website: softwarex.co.za