Privacy Policy

Effective Date: 13 September 2025

Khula360 (“we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, store, and protect your data when you use our services, websites, and applications.

1. Information We Collect

We may collect and process the following types of information:

  • Account Information: Name, email address, phone number, organisation name, and login credentials.
  • Employee Data: Details added by organisations for HR and payroll purposes (e.g., names, contact information, job role, payroll data).
  • Financial Information: Invoices, expenses, payroll, and related accounting records.
  • Usage Data: Information about how you interact with Khula360, including IP addresses, browser type, and activity logs.
  • Support Requests: Any information you provide when contacting our support team.

2. How We Use Your Information

We use the information collected to:

  • Provide and manage the Khula360 services.
  • Facilitate HR, accounting, CRM, POS, and project management operations for your organisation.
  • Improve and personalise user experience.
  • Communicate with you about updates, service changes, or support.
  • Ensure system security and prevent fraudulent or unauthorised activity.
  • Comply with legal obligations under South African law, including POPIA.

3. Legal Basis for Processing

We process your information on the following legal grounds:

  • Consent: Where you have given explicit permission (e.g., marketing communications).
  • Contractual Necessity: To deliver services you have subscribed to.
  • Legal Compliance: To comply with South African tax, labour, and privacy laws.
  • Legitimate Interest: To improve services, maintain security, and ensure accountability.

4. Sharing of Information

We do not sell or rent your personal data. Information may only be shared with:

  • Authorised Employees/Users: Within your organisation, based on role permissions.
  • Service Providers: Trusted third parties that support hosting, backups, payments, and communication.
  • Legal Authorities: When required by law or to protect our legal rights.

5. Data Storage and Security

  • All data is stored on secure servers with encryption and regular backups.
  • Access is restricted to authorised personnel only.
  • We implement industry-standard measures (SSL, firewalls, 2FA options) to prevent unauthorised access.
  • In case of a data breach, you will be notified in accordance with POPIA requirements.

6. Data Retention

We retain personal data only as long as necessary:

  • For active subscriptions, data remains accessible and stored securely.
  • When accounts are terminated, data may be archived for legal compliance or deleted upon request.
  • Payroll and financial records may be retained for statutory periods under South African law.

7. Your Rights Under POPIA

You have the right to:

  • Request access to your personal data.
  • Correct or update inaccurate information.
  • Object to processing or request restriction of processing.
  • Request deletion of your personal data, subject to legal requirements.
  • Withdraw consent for marketing communications at any time.

To exercise these rights, contact us at info@khula360.co.za.

8. International Transfers

Although Khula360 is primarily hosted in South Africa, some service providers may operate internationally. In such cases, we ensure compliance with POPIA and equivalent data protection standards.

9. Cookies and Tracking

Our website and platform may use cookies to:

  • Remember user preferences.
  • Track performance and improve features.
  • Enable secure login sessions.

You can disable cookies in your browser settings, but this may affect functionality.

10. Children’s Privacy

Khula360 is not intended for individuals under 18 years old. We do not knowingly collect information from minors. If we become aware of such data, it will be deleted promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

12. Contact Us

If you have questions or requests regarding this Privacy Policy, contact us at:

Khula360
📧 Email: info@khula360.co.za
🌐 Website: www.khula360.co.za