Privacy Policy

This Privacy Policy explains how [Boekly legal entity — e.g. Boekly (Pty) Ltd]("Boekly", "we", "us") collects, uses, shares and protects your personal information when you use the Boekly bookkeeping service at boekly.co.za (the "Service"). We process personal information in line with the Protection of Personal Information Act, 2013 ("POPIA").

Who we are

Boekly is operated by [Boekly legal entity], registration number [company registration number], registered address [registered address]. For any privacy question or to exercise your rights, contact our Information Officer at privacy@boekly.co.za.

Information we collect

We collect:

• Account information — your name, email address, business name, and login credentials.
• Financial and tax information you enter or import — invoices, quotes, bills, expenses, contacts, VAT and income-tax figures, and the receipts and documents you upload or forward.
• Bank transaction data — if you import a statement or connect a bank feed, the transactions you choose to bring in.
• Payment information — handled by our payment processor; we do not store your full card details.
• Usage and device data — basic logs needed to run, secure and improve the Service.

How we use your information

We use your information to provide and operate the Service: to keep your books, calculate your estimated SARS and VAT figures, read your receipts, answer your questions, process billing, provide support, keep the Service secure, and meet our legal obligations. We do not sell your personal information.

Automated and AI processing

To read receipts ("snap a slip") and power the "Ask Boekly" assistant, we send the relevant content to trusted AI processors to extract data or generate answers. We only send what is needed for the feature, and we do not permit these providers to use your content to train their models where their terms allow us to opt out. Boekly's estimates are generated automatically and are not a substitute for professional advice (see our Terms).

Who we share it with (operators / processors)

We share personal information only with service providers ("operators" under POPIA) who process it on our behalf under contract, including: Supabase (database and authentication), Vercel (application hosting), OpenAI and Anthropic (receipt reading and AI assistance), Paystack (payments), and our transactional email provider. We may also disclose information where required by law.

Cross-border processing

Some of these providers process information outside South Africa (for example in the European Union or the United States). Where this happens, we take reasonable steps to ensure the recipient is subject to laws, binding rules or contracts that provide adequate protection, consistent with POPIA.

How long we keep it

We keep your information for as long as your account is active and as long as needed to provide the Service. Because Boekly relates to tax and accounting records, some information is retained to help you meet record-keeping obligations (SARS generally requires records to be kept for five years). When no longer required, we delete or anonymise it. You can request deletion of your account and data at any time.

Your rights under POPIA

You have the right to:

• ask what personal information we hold about you and request access to it;
• ask us to correct or delete information that is inaccurate or no longer needed;
• object to certain processing; and
• lodge a complaint with the Information Regulator (South Africa) at inforegulator.org.za.

To exercise any of these, email privacy@boekly.co.za.

Information Officer & PAIA

Our Information Officer is [Information Officer name], reachable at privacy@boekly.co.za. Our manual under the Promotion of Access to Information Act, 2000 (PAIA) is available on request.

Security

We protect your information with encryption in transit and at rest, row-level database access controls, and least-privilege access. No system is perfectly secure, but we work to keep your financial information safe and to notify you and the Regulator of a compromise as POPIA requires.

Cookies

We use essential cookies needed to sign you in and keep your session secure. We do not use advertising cookies.

Children

The Service is intended for adults (18+) running or helping run a business or household.

Changes to this policy

We may update this policy from time to time. We will post the updated version here and change the "last updated" date; significant changes will be communicated to you.

Contact

Questions? Email privacy@boekly.co.za or write to us at [registered address].