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Privacy Policy

A public-facing overview of how information is handled across the website and related product experiences.

This Privacy Policy explains how PvPower (Pty) Ltd (“we”, “us”, “our”) collects, uses, stores, shares, protects, and otherwise processes Personal Information when you access or use PodSync, including our website, web application, dashboards, driver-facing tools, delivery proof tools, document tools, notifications, APIs, integrations, support services, and related services (collectively, the “Service”).

PodSync is owned and operated by PvPower (Pty) Ltd.

This Privacy Policy should be read together with our Terms of Service.

1. Who we are

  • Legal entity: PvPower (Pty) Ltd
  • Service / trading name: PodSync
  • Website: https://www.podsync.co.za
  • Physical address: Unit C, 16 Liebenberg Street, Alrode, Alberton, South Africa
  • Email: info@podsync.co.za
  • Information Officer / Privacy contact: PvPower (Pty) Ltd Information Officer – info@podsync.co.za

2. Acceptance and updates

You must accept this Privacy Policy and our Terms of Service before using the Service.

If we update this Privacy Policy or the Terms of Service, we may require you to accept the updated documents before you can continue using the Service.

We may record acceptance information, including the user account, company or organisation account, document version, date and time of acceptance, IP address, browser, device, and user agent.

3. Privacy laws and platform requirements

Where applicable, we process Personal Information in accordance with the Protection of Personal Information Act, 2013 (“POPIA”).

Where the Service is used by persons in other jurisdictions, other privacy and data protection laws may apply, including the General Data Protection Regulation (“GDPR”), the UK GDPR, the California Consumer Privacy Act (“CCPA”) as amended by the California Privacy Rights Act (“CPRA”), and other applicable privacy, electronic communications, consumer protection, and direct marketing laws.

Where the Service is used with Meta or WhatsApp services, we also process relevant data in a manner intended to support compliance with applicable Meta Platform Terms, WhatsApp Business Terms, WhatsApp Business Solution Terms, WhatsApp Business Messaging Policy, WhatsApp Commerce Policy, and related Meta or WhatsApp requirements.

Depending on the context, we may act as a responsible party, operator, controller, processor, service provider, or similar role under applicable privacy laws.

4. Personal Information we collect

We may collect and process the following categories of Personal Information:

4.1 Account and identity information

  • name and surname;
  • business name;
  • job title or role;
  • email address;
  • cellphone or telephone number;
  • login details and account identifiers;
  • company, organisation, branch, workspace, or user role information.

4.2 Business and customer information

  • customer names;
  • delivery recipient names;
  • billing or delivery addresses;
  • contact persons;
  • invoice and delivery note references;
  • customer account references;
  • delivery, collection, and proof-of-delivery information.

4.3 Driver and delivery information

  • driver names;
  • driver contact details;
  • assigned delivery jobs;
  • delivery statuses;
  • recipient signatures;
  • delivery photos or attachments;
  • timestamps and completion records;
  • device and session information.

4.4 WhatsApp, SMS, email, and notification information

  • cellphone numbers and WhatsApp contact details;
  • WhatsApp identifiers where available;
  • message templates;
  • message content;
  • message delivery status;
  • timestamps;
  • opt-in records;
  • opt-out records;
  • communication logs;
  • support messages;
  • notification preferences;
  • message failure, retry, and delivery information.

4.5 Integration information

  • accounting platform connection details;
  • integration identifiers;
  • company or organisation IDs from connected platforms;
  • invoice, customer, product, and delivery data received from connected systems;
  • API logs and sync activity;
  • connection status and error information.

4.6 Payment, billing, and subscription information

  • plan information;
  • billing status;
  • subscription details;
  • payment references processed by PayFast or another authorised payment provider;
  • usage limits;
  • message credit usage;
  • storage usage;
  • invoice or billing contact details.

4.7 Technical and usage information

  • IP address;
  • browser type and version;
  • device type;
  • operating system;
  • log data;
  • session data;
  • feature usage;
  • interaction data;
  • diagnostic and error data;
  • performance data;
  • security logs;
  • cookies and similar technologies.

5. How we collect Personal Information

We may collect Personal Information:

  1. directly from you when you register, use the Service, contact us, or submit information;
  2. from your employer, company, administrator, or organisation when they create or manage your user account;
  3. from customers or users who submit delivery, customer, recipient, or driver information;
  4. from connected accounting, communication, payment, hosting, or third-party platforms;
  5. from Meta, WhatsApp, WhatsApp Business Solution Providers, and communication providers where WhatsApp messaging is used;
  6. from PayFast or another authorised payment provider where payments or billing are processed;
  7. automatically when you access or use the Service;
  8. from cookies, logs, analytics tools, and similar technologies;
  9. from public or commercially available sources where lawful.

6. Why we process Personal Information

We may process Personal Information for the following purposes:

  1. to provide, operate, maintain, secure, and support the Service;
  2. to create and manage accounts;
  3. to authenticate users and secure access;
  4. to process delivery notes, invoices, delivery jobs, signatures, photos, and proof-of-delivery records;
  5. to send emails, SMS messages, WhatsApp messages, push notifications, service alerts, and system notifications;
  6. to manage opt-ins, opt-outs, delivery statuses, and communication logs;
  7. to connect with accounting platforms, communication providers, Meta, WhatsApp, PayFast, and other integrations selected by users;
  8. to process billing, payments, subscriptions, usage limits, credits, and invoices;
  9. to provide customer support;
  10. to monitor, maintain, troubleshoot, and improve the Service;
  11. to prevent fraud, misuse, abuse, unauthorised access, and security incidents;
  12. to comply with legal, tax, accounting, regulatory, and recordkeeping obligations;
  13. to comply with Meta, WhatsApp, payment provider, and third-party platform requirements where applicable;
  14. to enforce our Terms of Service and other agreements;
  15. to conduct analytics, research, reporting, forecasting, and business planning;
  16. to develop new products, services, features, reports, tools, and commercial insights;
  17. to market our services where permitted by law;
  18. to create Aggregated Data, anonymised data, and de-identified data.

7. Legal bases for processing

Depending on the circumstances, we may process Personal Information on one or more of the following legal bases:

  1. you have consented to the processing;
  2. processing is necessary to perform a contract with you or with the customer using the Service;
  3. processing is necessary to comply with a legal obligation;
  4. processing protects a legitimate interest of ours, a customer, a user, or a third party;
  5. processing is necessary to protect the security, integrity, and availability of the Service;
  6. processing is necessary to prevent fraud, misuse, or unlawful activity;
  7. processing is permitted or required by applicable law.

8. Customer-controlled Personal Information

Some Personal Information is submitted, controlled, or managed by our customers. This may include information relating to employees, drivers, customers, delivery recipients, invoices, delivery notes, WhatsApp recipients, and proof-of-delivery records.

In those cases, the customer is responsible for ensuring that it has the required lawful basis, consent, authority, and notices to provide that information to us and to use the Service.

If you are a driver, employee, customer, WhatsApp recipient, or delivery recipient whose information was submitted by one of our customers, you may need to contact that customer directly to exercise certain privacy rights.

9. WhatsApp Business communications

The Service may allow businesses to send and receive WhatsApp messages through the WhatsApp Business Platform, Meta services, approved WhatsApp Business Solution Providers, and related communication providers.

When WhatsApp messaging is used, we may process Personal Information including names, cellphone numbers, WhatsApp identifiers, message templates, message content, message delivery status, timestamps, opt-in records, opt-out records, support messages, delivery notifications, and related communication logs.

We use WhatsApp Data only to provide, operate, support, secure, monitor, and improve WhatsApp-related functionality within the Service, including sending and receiving messages, managing templates, recording opt-ins and opt-outs, detecting abuse, troubleshooting delivery issues, maintaining audit logs, and complying with applicable law and WhatsApp/Meta requirements.

WhatsApp messages may be used for service messages, delivery updates, account-related messages, customer support, transactional messages, and, where permitted and consented to, marketing messages.

WhatsApp messages are sent only where there is a lawful basis to do so, including where the recipient has opted in, where the message is necessary to provide a requested service, where the message relates to an existing business relationship and is permitted by law, or where otherwise permitted by applicable law and WhatsApp Business Platform rules.

Recipients may opt out of WhatsApp communications by following opt-out instructions in the message, replying with an opt-out instruction such as “STOP” where supported, contacting the relevant business, or contacting us at info@podsync.co.za.

To send, receive, route, secure, and monitor WhatsApp messages, we may share relevant Personal Information with Meta, WhatsApp, approved WhatsApp Business Solution Providers, hosting providers, communication providers, support providers, analytics providers, and other service providers involved in delivering or supporting WhatsApp communications.

We do not sell WhatsApp message content, WhatsApp contact details, opt-in records, opt-out records, or WhatsApp identifiers that directly identify a recipient.

We do not use WhatsApp message content for unrelated advertising purposes.

We may use aggregated, anonymised, or de-identified WhatsApp-related operational data for analytics, reporting, service improvement, deliverability monitoring, abuse prevention, benchmarking, and commercial insights, provided that such data does not directly identify a specific person and does not disclose the content of a specific person’s WhatsApp messages.

Use of WhatsApp messaging through the Service is subject to the WhatsApp Business Terms, WhatsApp Business Solution Terms, WhatsApp Business Messaging Policy, WhatsApp Commerce Policy, Meta platform rules, and applicable privacy, consumer protection, direct marketing, and electronic communications laws.

10. Aggregated, anonymised, and de-identified data

We may create aggregated, anonymised, statistical, or de-identified data from Personal Information, User Content, Usage Data, delivery activity, document activity, notification activity, integration activity, and other information collected or processed through the Service.

We may use, retain, disclose, licence, sell, share, transfer, commercialise, and otherwise exploit aggregated, anonymised, or de-identified data for any lawful business purpose, including analytics, benchmarking, research, product development, artificial intelligence development, commercial insights, market analysis, industry reports, forecasting, and data products.

We take reasonable steps designed to prevent aggregated, anonymised, or de-identified data from being used to directly identify a specific person.

We do not use aggregated, anonymised, or de-identified data in a way that is intended to directly identify a specific person, disclose the content of a specific person’s private messages, or sell directly identifiable WhatsApp contact details or WhatsApp message content.

11. Direct marketing

We may send service-related communications, administrative notices, billing notices, security alerts, and support messages.

We may send direct marketing communications where permitted by law or where you have consented to receive them.

You may opt out of direct marketing communications by using the unsubscribe instructions provided in the message or by contacting us. Opting out of marketing does not stop necessary service, billing, legal, or security communications.

12. Cookies and similar technologies

We may use cookies, pixels, local storage, analytics tags, and similar technologies to operate the Service, remember preferences, secure accounts, measure performance, understand usage, and improve our services.

You can control some cookies through your browser settings. If you disable cookies, some parts of the Service may not function correctly.

13. Sharing of Personal Information

We may share Personal Information with:

  1. hosting and infrastructure providers;
  2. database, storage, and backup providers;
  3. email, SMS, WhatsApp, push notification, and communication providers;
  4. Meta, WhatsApp, and approved WhatsApp Business Solution Providers where WhatsApp messaging is used;
  5. accounting platform and API integration providers;
  6. PayFast and other payment processors or billing providers;
  7. analytics, monitoring, logging, and security providers;
  8. customer support and helpdesk providers;
  9. professional advisers, including lawyers, accountants, auditors, and insurers;
  10. regulators, law enforcement, courts, tax authorities, and government authorities where required or permitted by law;
  11. business partners where necessary to provide or improve the Service;
  12. parties involved in a merger, acquisition, financing, restructuring, sale of assets, or similar business transaction;
  13. other parties where you have consented or where disclosure is otherwise lawful.

We require service providers who process Personal Information on our behalf to use appropriate safeguards and to process Personal Information only for authorised purposes.

14. Third-party platforms and integrations

The Service may connect to third-party platforms selected or authorised by you, such as accounting software including Sage, Xero, and QuickBooks; communication platforms including Meta, WhatsApp, email providers, and SMS providers; payment processors including PayFast; hosting providers; analytics tools; support tools; or other APIs.

When you connect a third-party service, Personal Information may be shared with or received from that service. The third party’s own terms and privacy policy may apply.

We are not responsible for the privacy practices, security, availability, or content of third-party services that we do not control.

15. Cross-border transfers

We may process, store, or transfer Personal Information outside South Africa where our service providers, infrastructure, support systems, communication providers, Meta, WhatsApp, PayFast, or business partners are located.

Where required by POPIA, GDPR, UK GDPR, or other applicable law, we will take reasonable steps to ensure that cross-border transfers are subject to appropriate safeguards, contractual protections, consent, adequacy decisions, recognised transfer mechanisms, or another lawful basis.

16. Security

We use reasonable technical and organisational measures designed to protect Personal Information against loss, unauthorised access, misuse, disclosure, alteration, and destruction.

These measures may include access controls, authentication, encryption where appropriate, logging, monitoring, backups, administrative controls, and internal security procedures.

No system is completely secure. You are responsible for protecting your account credentials, devices, users, and internal systems.

17. Account deletion, data deletion, and data export

Users may request account and data deletion at https://www.podsync.co.za/delete-account or by emailing info@podsync.co.za.

Users may request access, correction, deletion, or export of their Personal Information by emailing info@podsync.co.za.

Company data export requests may depend on the requesting user’s role, permissions, legal authority, contractual rights, technical feasibility, and applicable law.

We delete or anonymise Personal Information within a reasonable period after a valid deletion request, unless we need to retain it for legal, tax, accounting, security, fraud-prevention, dispute, backup, platform compliance, or other lawful purposes.

18. Data retention

We retain Personal Information for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods may depend on:

  1. the type of information;
  2. the purpose for which it was collected;
  3. contractual requirements;
  4. legal, tax, accounting, audit, and regulatory requirements;
  5. security, fraud prevention, and dispute requirements;
  6. whether the information forms part of backups, logs, or archived records;
  7. Meta, WhatsApp, communication provider, payment provider, or third-party platform requirements where applicable.

We may retain Aggregated Data, anonymised data, and de-identified data indefinitely where lawful.

19. Your privacy rights

Subject to applicable law, you may have the right to:

  1. request confirmation of whether we hold Personal Information about you;
  2. request access to your Personal Information;
  3. request correction or update of inaccurate, outdated, incomplete, or misleading Personal Information;
  4. request deletion or destruction of Personal Information where legally permitted;
  5. object to processing in certain circumstances;
  6. withdraw consent where processing is based on consent;
  7. object to direct marketing;
  8. request restriction of processing where applicable;
  9. request portability where applicable;
  10. opt out of certain sharing or sale of Personal Information where applicable law grants that right;
  11. submit a complaint to the Information Regulator of South Africa or another applicable regulator.

We may need to verify your identity before responding to a request. We may refuse or limit requests where permitted by law.

20. How to exercise your rights

To exercise your privacy rights, use https://www.podsync.co.za/delete-account for deletion requests or contact us at info@podsync.co.za.

Please include enough information for us to identify you and understand your request.

If your information is controlled by one of our customers, we may direct you to that customer or assist the customer in responding to your request where required.

21. Children’s Personal Information

The Service is intended for business use and is not directed at children.

We do not knowingly collect Personal Information from children without the consent of a competent person where such consent is required by law.

22. Data breach notifications

If we become aware of a security compromise involving Personal Information, we will take reasonable steps to assess, contain, and address the incident.

Where required by law, we will notify affected parties and/or the relevant regulator.

23. Business transfers

If we are involved in a merger, acquisition, sale of assets, financing, restructuring, change of control, or similar transaction, Personal Information may be transferred as part of that transaction, subject to applicable law.

24. Links to other websites

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices, content, or security of those third-party websites or services.

25. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

If changes are material, or if we decide that re-acceptance is required, we may require you to accept the updated Privacy Policy and/or Terms of Service before you can continue using the Service.

Your continued use of the Service after an updated Privacy Policy becomes effective means you acknowledge the updated Privacy Policy, unless we require express re-acceptance.

26. Contact us

For questions about this Privacy Policy or our privacy practices, contact us at: info@podsync.co.za.

27. Information Regulator contact details

You may contact the Information Regulator of South Africa if you believe your privacy rights have been infringed.