Privacy Policy

1 Who We Are

QuickBill is an online invoicing and business management platform operated by Kanvas CS, based in South Africa. We provide tools for creating invoices, quotations, managing customers, tracking payments, and communicating with clients via email, SMS, and WhatsApp.

This Privacy Policy applies to all users of quickbill.co.za, the QuickBill Android app, and any related services. By using QuickBill, you agree to the practices described in this policy.

Contact details for privacy matters:
Email: support@quickbill.co.za
Phone: +27 81 788 0727

2 Information We Collect

2.1 Information you provide directly

• Account information: name, email address, phone number, and password when you register.
• Business information: business name, address, VAT number, and logo used on your invoices.
• Client data: names, email addresses, and phone numbers of your customers that you enter into the system.
• Financial data: invoice amounts, payment statuses, and transaction references. We do not store full card numbers - payments are processed by PayFast.
• Communications: messages or queries you send to our support team.

2.2 Information collected automatically

• Usage data: pages visited, features used, and actions taken within QuickBill.
• Device information: device type, operating system version, and browser type.
• Log data: IP address, access times, and error logs.
• Cookies and similar technologies: session tokens and preference cookies (see Section 10).

2.3 Information from third parties

• PayFast: payment confirmation and transaction reference numbers (not card details).
• Firebase: push notification delivery tokens via Firebase Cloud Messaging.

3 How We Use Your Information

We use the information we collect to:

• Create and manage your QuickBill account.
• Generate, send, and track your invoices and quotations.
• Process payments via PayFast and notify you of payment status.
• Send invoices and quotes to your clients via email, SMS, or WhatsApp on your behalf.
• Provide customer management, reporting, and analytics features.
• Send you service-related notifications (payment received, subscription renewal, etc.).
• Respond to your support queries.
• Improve and develop the QuickBill platform.
• Comply with our legal obligations under South African law.

We do not use your data for advertising to third parties or sell your information to any third party.

4 Legal Basis for Processing (POPIA)

QuickBill processes your personal information in accordance with the Protection of Personal Information Act (POPIA), Act 4 of 2013. We rely on the following grounds:

• Contract performance: processing necessary to provide the QuickBill service you have subscribed to.
• Legitimate interest: improving our platform, preventing fraud, and ensuring security.
• Legal obligation: complying with applicable South African laws and regulations.
• Consent: for optional communications such as product updates or marketing emails, where you have opted in.

5 Sharing Your Information

We share your personal information only in the following circumstances:

• Service providers: trusted third parties who assist in operating QuickBill (hosting, email delivery, SMS gateway, payment processing). These providers are contractually bound to protect your data.
• Your clients: when you send an invoice or quote, we transmit the document to the recipient email address or WhatsApp number you specify.
• Legal requirements: when required by law, court order, or a South African regulatory authority.
• Business transfer: in the event of a merger or acquisition, your data may be transferred to the successor entity, subject to equivalent protections.

We never sell, rent, or trade your personal information to third parties for marketing purposes.

6 Third-Party Services

QuickBill integrates with the following third-party services. Each has its own privacy policy:

• PayFast - payment processing for subscription fees and invoice payments. PayFast is a registered South African payment gateway.
• WhatsApp Business API - used to deliver invoices and quotes to your clients' WhatsApp numbers when you choose this option.
• Firebase Cloud Messaging (Google) - used to deliver push notifications to the QuickBill Android app.
• Bulk SMS Gateway - used to send payment reminders and SMS notifications on your behalf.
• PHPMailer / SMTP - used to deliver email copies of invoices and quotes.

Links to external websites from QuickBill are provided for convenience only. We are not responsible for the privacy practices of those sites.

7 Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

• HTTPS encryption for all data transmitted between your browser or app and our servers.
• Hashed and salted password storage - we never store your password in plain text.
• Access controls limiting which team members can access personal data.
• Regular security reviews of our platform and infrastructure.

No method of data transmission or storage is 100% secure. If you suspect your account has been compromised, please contact us immediately at support@quickbill.co.za.

8 Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with the QuickBill service. Specifically:

• Account data: retained for the duration of your account plus 12 months after closure, to allow for account recovery and to resolve any outstanding disputes.
• Invoice and financial data: retained for a minimum of 5 years to meet South African tax record-keeping requirements.
• Support communications: retained for 3 years.
• Log data: typically retained for 90 days.

When data is no longer required, it is securely deleted or anonymised.

9 Your Rights

Under POPIA and applicable South African law, you have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete personal information.
• Delete your personal information, subject to legal retention requirements.
• Object to the processing of your personal information in certain circumstances.
• Data portability - receive a copy of your data in a structured, machine-readable format.
• Withdraw consent where processing is based on your consent.
• Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, contact us at support@quickbill.co.za. We will respond within 30 days.

You may also contact the Information Regulator (South Africa):
Website: inforegulator.org.za
Email: inforeg@justice.gov.za

10 Cookies

QuickBill uses cookies and similar technologies to:

• Session cookies: keep you logged in during your visit. These are deleted when you close your browser.
• Preference cookies: remember settings such as language and display preferences.
• Security cookies: help detect and prevent fraudulent activity.

We do not use third-party advertising cookies. You can disable cookies in your browser settings, but doing so may affect the functionality of QuickBill.

11 Children's Privacy

QuickBill is a business tool intended for adults aged 18 and older. We do not knowingly collect personal information from persons under the age of 18. If you believe a minor has provided us with personal information, please contact us and we will delete it promptly.

12 Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page and, where the changes are significant, notify you by email or via a notice within the QuickBill platform.

Your continued use of QuickBill after any changes constitutes your acceptance of the updated policy.

13 Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please get in touch: