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EasyAdmin
POPIA & GDPR Compliant

Privacy Policy

Your privacy is important to us. This policy explains how EasyAdmin™ collects, uses, and protects your personal information in compliance with South African privacy laws.

Effective Date: January 1, 2025 | Version: 1.0
Table of Contents
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1. Introduction

This Privacy Policy describes how EasyAdmin™ ("we", "us", "our") collects, uses, discloses, and safeguards the personal information of users ("you", "your") of our web-based business management platform in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African laws.

By using EasyAdmin™, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1. Information You Provide Voluntarily

Full name
Email address
Company/business name
Contact information
Financial and billing details
Uploaded business documents
User-generated content (e.g. invoices, compliance data)

2.2. Information Collected Automatically

Device and browser information
IP address (for analytics, security, and visitor tracking)
Usage statistics (via analytics tools)
Session data and authentication tokens

IP Address Tracking

We collect and store your IP address to track visitor analytics, prevent fraud, ensure platform security, and understand geographic distribution of our users. IP addresses are treated as personal information and are protected in accordance with POPIA.

3. Purpose of Collection

We collect and process your personal information to:

Provide and manage your EasyAdmin™ account
Facilitate invoicing, payment, and compliance tracking
Enable document and expense management
Send service-related communications and support
Comply with legal and regulatory requirements
Improve platform functionality and user experience
4. Legal Basis for Processing (POPIA Compliance)

We process your personal information lawfully and fairly based on:

Consent

You have given clear permission.

Contractual necessity

To perform obligations under our user agreement.

Legal obligation

To comply with applicable laws (e.g. tax regulations).

Legitimate interest

To operate and improve EasyAdmin™ in a secure manner.

5. Data Sharing & Disclosure

We do not sell or rent your data.

We may share your data with:

Our service providers (e.g., Supabase, secure payment processing) to provide hosting, payments, or analytics
Legal or regulatory authorities if required by law
Other users in your organization (only where role-based permissions allow)

Each third-party provider is vetted for POPIA or equivalent compliance.

6. Data Storage & Retention

All data is stored securely using industry-standard encryption via Supabase and cloud storage services.

We retain your data:

As long as your account remains active
For up to 5 years after account deletion, for compliance with financial/legal regulations
Immediately upon request for erasure, unless retention is legally required
7. User Rights

As a data subject under POPIA, you have the right to:

Access the personal information we hold about you
Correct or update your personal data
Request deletion or de-identification
Object to processing or request restriction
Withdraw consent at any time (where consent is the basis)

Make a request: Email us at support@myeasyadmin.co.za

8. Security Measures

We implement appropriate technical and organizational measures to protect personal data, including:

Role-based Access Control

RBAC ensures users only access what they need

HTTPS Encryption

All data transmission is encrypted

Secure Payment Processing

Industry-standard payment security

Secure Authentication

Protected file storage and user sessions

9. International Data Transfers

Although we serve users in South Africa, your data may be processed outside of South Africa (e.g., by cloud providers). We ensure that adequate safeguards are in place to comply with Section 72 of POPIA.

10. Cookies & Tracking Technologies

EasyAdmin™ uses cookies and local storage to:

Maintain sessions
Track onboarding progress
Enhance user experience

You can control cookies via your browser settings.

11. Children's Privacy

EasyAdmin™ is not intended for use by persons under 18. We do not knowingly collect data from minors.

12. Updates to this Policy

We may update this Privacy Policy from time to time. You will be notified via email or in-app message for significant changes. Continued use of the platform after updates constitutes acceptance.

13. Contact Information

If you have questions or wish to exercise your rights under POPIA, contact:

Data Protection Officer

EasyAdmin™
support@myeasyadmin.co.za

Need Help?

Our support team is here to help you with any privacy-related questions or concerns.

Contact Support