Privacy Policy

1. Who is responsible for your information

KwicSpace (Pty) Ltd (registration number 2021/820233/07), trading as KwicSpace, of Grays Industrial Park, Unit 14, 5 Birmingham Street, Benoni, 1501, Gauteng, South Africa, is the responsible party for the personal information described in this policy. We process it in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA").

This policy covers our website, our booking and quoting platform, and the services we deliver at your property.

2. What we collect

• Contact and identity details: name, email address, telephone number and, for business accounts, company name and registration details.
• Property and project details: physical address, district, photographs and measurements of the surfaces to be quoted, finishes selected, and notes from your site visit.
• Account information: username, hashed password, role and activity within the platform.
• Transaction information: quotations, invoices, amounts, payment references, payment status and refund history.
• Communications: emails, WhatsApp and phone enquiries, chatbot conversations, reviews and support requests.
• Technical information: IP address, browser type, device, pages visited and session data, collected automatically when you use the site.

We do not collect or store your card number. Card details are entered directly on the secure, PCI-DSS compliant pages of our payment providers. We only receive a masked reference (such as the last four digits and card brand) so that we can identify and refund a payment.

3. Why we use it

• To respond to enquiries, prepare estimates and issue quotations.
• To schedule site visits and installations, and to allocate the right installer to your area.
• To take payment, process refunds, issue invoices and meet our tax and accounting obligations.
• To manage your account, subscription and credits.
• To keep you updated on your project, and to handle warranty claims and complaints.
• To improve our services, train our teams and maintain security — including detecting and preventing fraud.
• To send marketing about our services, only where you have asked for it or are an existing customer. Every marketing message includes an unsubscribe option.

We rely on your consent, the performance of our contract with you, our legitimate interests in running the business, and our legal obligations — depending on the purpose above.

4. Who we share it with

We do not sell your personal information. We share it only with the operators who help us deliver the service, under contracts that require them to protect it:

• Payment providers — Paystack, Ozow and PayJustNow — to process payments and refunds securely.
• Accredited installers and project managers assigned to your job, who receive only what they need to quote and complete the work.
• Hosting and infrastructure providers, including Amazon Web Services, where our application and uploaded files are stored.
• Communication tools used to send transactional email and notifications.
• Mapping and address services used to locate your property and confirm coverage.
• Professional advisers, auditors and regulators, where required by law or to protect our legal rights.

Some of these providers process information outside South Africa. Where that happens, we only use providers that are subject to laws or binding agreements offering protection substantially similar to POPIA.

5. How long we keep it

• Quotation, invoice and payment records: at least 5 years, as required by South African tax and company law.
• Project records, photographs and warranty documentation: for the duration of the warranty and a reasonable period thereafter.
• Enquiries that do not become projects: up to 24 months, then deleted or anonymised.
• Account data: while your account is active, and for a reasonable period after closure to meet legal obligations.

6. How we protect it

Our site is served over HTTPS, passwords are stored hashed, uploaded files are held in private storage that is not publicly accessible, and access to customer records is restricted by role. Payments are handled entirely by PCI-DSS compliant providers. If a security compromise affects your personal information, we will notify you and the Information Regulator as required by POPIA.

7. Your rights

Under POPIA you may:

• ask what personal information we hold about you, and request a copy;
• ask us to correct or delete information that is inaccurate, irrelevant, excessive or out of date;
• object to processing based on our legitimate interests;
• withdraw consent to marketing at any time;
• lodge a complaint with the Information Regulator.

To exercise any of these rights, email hello@kwicspace.co.za. We respond within 30 days and may ask you to verify your identity first. Requests are free unless they are repetitive or excessive.

8. Cookies

We use cookies and similar technologies to keep you signed in, remember your form progress, secure forms against cross-site request forgery, and understand how the site is used. You can block or delete cookies in your browser settings, but parts of the site — including sign-in and booking — will not work correctly without them.

9. Children

Our services are aimed at adults. We do not knowingly collect information from anyone under 18 without the consent of a parent or guardian. If you believe we hold such information, contact us and we will delete it.

10. Complaints to the regulator

If you are not satisfied with how we have handled your information, you may complain to the Information Regulator (South Africa) — JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 — by email to complaints.IR@justice.gov.za or via inforegulator.org.za. We would appreciate the chance to resolve it with you first.

11. Changes to this policy

We may update this policy as our services or the law change. The "last updated" date above shows when it was last revised, and material changes will be communicated to account holders by email.