Privacy Policy

1. Introduction

Welcome to Masmow's Privacy Policy. At Masmow, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our invoicing software platform.

By accessing or using our Service, you agree to the terms of this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you voluntarily provide to us when you:

• Register for an account: Name, email address, company name, phone number, and password
• Set up your organization: Business address, tax registration numbers, company logo, and branding information
• Use the Service: Customer information, invoice data, quotes, notes, products/services, payment information, and other business data you enter into the system
• Contact us: Any information you provide when you contact our support team or submit inquiries through our contact form
• Subscribe to a paid plan: Billing information including credit card details (processed securely through our payment processors)

2.2 Information Automatically Collected

When you access and use our Service, we automatically collect certain information, including:

• Usage Data: Information about how you interact with the Service, features used, pages visited, time spent, and actions taken
• Device Information: IP address, browser type and version, device type, operating system, and unique device identifiers
• Log Data: Server logs including access times, pages viewed, and system activity
• Cookies and Tracking Technologies: We use cookies, web beacons, and similar tracking technologies to track activity and store certain information (see Section 8 for more details)

2.3 Information from Third Parties

We may receive information from third-party services you connect to our platform, such as:

• Payment processors (to process subscription payments)
• Authentication services (if you use social login options)
• Analytics providers (to help us understand how our Service is used)

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 To Provide and Maintain the Service

• Create and manage your account
• Process invoices, quotes, and customer data
• Enable multi-user collaboration within your organization
• Generate reports and analytics for your business
• Provide customer support and respond to your inquiries

3.2 To Process Payments

• Process subscription fees and manage billing
• Detect and prevent fraudulent transactions
• Send payment receipts and invoices

3.3 To Improve and Optimize Our Service

• Analyze usage patterns to improve features and functionality
• Conduct research and development for new features
• Monitor and analyze trends, usage, and activities
• Test new features and optimize user experience

3.4 To Communicate with You

• Send service-related notifications and updates
• Respond to your comments, questions, and support requests
• Send administrative information such as changes to terms or policies
• Send marketing communications (with your consent, where required)

3.5 To Ensure Security and Prevent Fraud

• Detect, prevent, and address technical issues
• Monitor for suspicious activity and security threats
• Enforce our Terms and Conditions
• Comply with legal obligations

4. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

4.1 With Your Consent

We may share your information when you explicitly consent to such sharing.

4.2 Service Providers

We may share your information with third-party service providers who perform services on our behalf, including:

• Cloud hosting providers (for data storage and infrastructure)
• Payment processors (to process subscription payments)
• Email service providers (to send communications)
• Analytics providers (to analyze Service usage)
• Customer support tools

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.3 Business Transfers

If Masmow is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities, including to:

• Comply with legal obligations or court orders
• Protect and defend our rights or property
• Prevent or investigate possible wrongdoing
• Protect the safety of users or the public

4.5 Within Your Organization

If you are part of an organization account, other users within your organization (as determined by the account administrator) may access and view data you have entered into the Service.

5. Data Storage and Security

5.1 Data Storage Location

Your data is stored on secure servers. We use reputable cloud hosting providers with data centers that implement industry-standard security measures.

5.2 Security Measures

We implement appropriate technical and organizational security measures to protect your information, including:

• SSL/TLS encryption for data in transit
• Encryption for sensitive data at rest
• Regular security audits and vulnerability assessments
• Access controls and authentication requirements
• Regular backups to prevent data loss
• Employee training on data protection and security

5.3 Data Retention

We retain your information for as long as your account is active or as needed to provide you with the Service. If you cancel your account, we will delete or anonymize your data within a reasonable time period, except where we are required to retain it for legal or regulatory purposes.

5.4 Security Limitations

While we implement strong security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

6. Your Rights and Choices

6.1 Access and Update Your Information

You can access and update your account information at any time by logging into your account settings. You have the right to request a copy of the personal information we hold about you.

6.2 Data Portability

You have the right to export your data from our Service. We provide data export functionality within the platform.

6.3 Delete Your Account

You may delete your account at any time through your account settings. Upon deletion, we will remove or anonymize your personal information, except where we are required to retain it for legal purposes.

6.4 Opt-Out of Marketing Communications

You may opt out of receiving marketing emails by clicking the "unsubscribe" link in any marketing email or by updating your email preferences in your account settings. Please note that you cannot opt out of service-related communications.

6.5 Cookie Preferences

Most web browsers are set to accept cookies by default. You can usually adjust your browser settings to refuse cookies or alert you when cookies are being sent. However, some features of the Service may not function properly without cookies.

6.6 South African Data Protection Rights

Under the Protection of Personal Information Act (POPIA), South African residents have certain rights regarding their personal information:

• Right to access your personal information
• Right to correct or update inaccurate information
• Right to object to processing of your information
• Right to request deletion of your information
• Right to lodge a complaint with the Information Regulator

To exercise these rights, please contact us using the information in Section 12.

7. Children's Privacy

Our Service is not intended for children under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately, and we will take steps to delete such information.

8. Cookies and Tracking Technologies

8.1 What Are Cookies

Cookies are small text files stored on your device that help us provide and improve our Service. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device for a set period).

8.2 How We Use Cookies

We use cookies for the following purposes:

• Essential Cookies: Required for the Service to function properly, including authentication and security
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Help us understand how users interact with the Service
• Marketing Cookies: Track effectiveness of marketing campaigns (with your consent)

8.3 Third-Party Cookies

We may allow third-party service providers to place cookies on your device for analytics and advertising purposes. These third parties have their own privacy policies.

9. International Data Transfers

Your information may be transferred to and processed in countries other than South Africa. These countries may have different data protection laws. When we transfer your data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws.

10. Third-Party Links

Our Service may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, regulatory, or operational reasons. We will notify you of any material changes by:

• Posting the updated Privacy Policy on this page
• Updating the "Last updated" date at the top of this policy
• Sending you an email notification (for significant changes)

Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the updated policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: privacy@masmow.com
• Support Email: support@masmow.com
• Website: www.masmow.com
• Contact Form: www.masmow.com/contact

14. Data Breach Notification

In the event of a data breach that compromises your personal information, we will:

• Notify affected users within 72 hours of discovering the breach
• Report the breach to the Information Regulator as required by POPIA
• Provide details about the nature of the breach and steps being taken to address it
• Offer guidance on how to protect yourself from potential harm

15. Your Responsibilities

To help protect your privacy and security:

• Keep your account password secure and confidential
• Do not share your login credentials with others
• Log out of your account when using shared devices
• Keep your contact information up to date
• Review and understand the privacy practices of third-party services you connect to Masmow
• Ensure you have appropriate rights to any customer data you upload to the Service