Privacy Policy

1. Introduction

At Octrivium, we are committed to protecting your privacy and handling your personal and financial data responsibly. This Privacy Policy explains how we collect, use, store, and protect your information when you use our services.

This policy is intended to align with South Africa's Protection of Personal Information Act (POPIA) and other applicable data protection requirements.

2. Information We Collect

2.1 Account Information

• Name, email address, and phone number
• Business name and registration details
• Billing and payment information
• Encrypted login credentials

2.2 Financial and Operational Data

• Bank account details you choose to store
• Invoices, quotes, expenses, receipts, and customer information
• Tax information such as VAT numbers and registration details
• Payroll and employee information where payroll tools are used
• Reports, statements, and other records generated in the platform

2.3 Usage and Technical Information

• Log data such as IP address, browser type, and pages visited
• Device and operating system information
• Product usage patterns and feature interactions
• Performance, diagnostics, and error information

3. How We Use Your Information

We use your information to:

• Provide and operate the service
• Generate invoices, reports, and other documents you request
• Process payments, subscriptions, and billing-related actions
• Respond to support requests and communicate important service updates
• Improve product quality, security, and performance
• Meet legal, regulatory, and compliance obligations

4. Data Sharing and Disclosure

4.1 We Do Not Sell Your Data

We do not sell, rent, or trade your personal or financial information to third parties.

4.2 Service Providers

We may share information with trusted service providers who help us operate the platform, such as:

• Hosting and infrastructure providers
• Payment processors
• Email and communications providers
• Analytics and monitoring providers

These providers are expected to handle your information only as necessary to provide their services to us.

4.3 Legal Requirements

We may disclose information when required by law or when reasonably necessary to:

• Comply with legal obligations or lawful requests
• Protect our rights, property, or safety
• Investigate fraud, abuse, or security incidents
• Enforce our agreements and platform rules

5. Data Security

We use reasonable technical and organizational measures to help protect your information, including:

• Encryption in transit
• Access controls and authentication safeguards
• Secure hosting and infrastructure practices
• Monitoring, diagnostics, and operational reviews

No system can be guaranteed to be completely secure, but we work to protect your information responsibly.

6. Data Retention

We retain information for as long as reasonably necessary to operate the service and meet legal obligations.

• Active account data is retained while your account remains in use
• Certain financial records may be retained longer where required by law
• Backups may be retained for operational continuity and disaster recovery

7. Your Rights

Subject to applicable law, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate information
• Request deletion where legally permitted
• Object to certain processing activities
• Lodge a complaint with the relevant regulator

To exercise these rights, contact us at support@octrivium.co.za. We will respond within a reasonable time.

8. International Data Transfers

Depending on the tools and infrastructure used to operate Octrivium, some information may be processed outside South Africa. Where that happens, we aim to use reasonable safeguards appropriate to the service.

9. Third-Party Services

Octrivium may link to or integrate with third-party services. Their privacy practices are governed by their own policies, and we encourage you to review those where relevant.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we may notify users through the service, email, or by updating the date above.

11. Contact Us

For privacy-related questions, concerns, or data requests, contact us at:

Information Regulator (South Africa):
Email: inforeg@justice.gov.za
Website: www.justice.gov.za/inforeg