Privacy Policy

Effective Date: April 14, 2026 – v1.0.0

Enterprise Suite (Pty) Ltd (“Enterprise Suite™”, “we”, “us”, or “our”) operates the Enterprise Suite™ CRM – Cloud solution and related websites and services. This Privacy Policy explains how we collect, store, use, share, and protect your personal data when you use our Services.

By using our CRM platform, dashboards, human resources, sales, support tickets, finance, project management tools, and reports, you agree to the processing of your data in accordance with this Privacy Policy and our Terms of Use. If you do not agree, do not use the Services.

1. Data We Collect

We collect personal data you provide directly, and data generated automatically during use.

1.1 Personal Data You Provide

In the CRM, you typically provide:

Contact details: name, email address, phone number, company name, job title, address.
HR and employment data for employees: employee ID, contact details, leave records, attendance, designation, department, contract details, notice periods, probation dates, shift schedules.
Finance and billing data: billing contact details, company VAT number, bank account information (for payouts or reconciliation), and payment details (via Payfast, as described in our Terms of Use).
Account and security data: username, hashed password, login history, role/permissions.

1.2 Usage and System Data

We may also collect:

Usage data: pages accessed, features used (e.g., dashboards, leads, tasks, reports), time spent, user actions, errors and performance logs.
Device and connection data: IP address, browser type, device type, operating system, screen resolution, referring URLs, and diagnostic logs.
Cookies and tracking technologies: session cookies, preference cookies, and analytics cookies to recognise users, remember preferences, and optimise the platform experience. You can manage cookies via your browser settings but disabling them may impair functionality.

2. How We Use Your Data

We use your data only for specified, lawful purposes, primarily to deliver and improve the Enterprise Suite ™ CRM service.

2.1 Providing and Operating the Service

To create and manage your CRM account and user roles.
To enable sales pipelines, lead management, HR dashboards, task tracking, project and time‑sheet tools, and finance workflows (proposals, quotations, invoices, payments, reports) etc.
To authenticate users, manage permissions, and ensure security of your CRM data.

2.2 Improving the Service and Marketing

To analyse usage patterns, errors, and performance and to improve, customise, and optimise the Enterprise Suite ™ CRM – Cloud solution.
To develop new features, integrations, and service offerings based on aggregated or anonymised data.
To send you service‑related communications (e.g., service updates, security alerts, important changes to these Terms or Policies).
To send marketing communications (e.g., product updates, offers, events, and newsletters) if you have opted in or where applicable law allows (e.g., soft‑opt‑in or legitimate‑interest‑based marketing with an opt‑out mechanism).

You may unsubscribe from marketing emails at any time using the “unsubscribe” link in each message or by contacting privacy@enterprisesuite.africa.

2.3 Data Not Shared or Sold

Enterprise Suite (Pty) Ltd will not share or sell your personal or business data to third parties for marketing, profiling, or any other purpose without your express prior consent.
Any anonymised or aggregated data used for benchmarking, research, or product‑improvement purposes will not identify you or your organisation.

3. Legal Bases for Processing

Depending on your jurisdiction and the data type, we rely on one or more of the following legal bases:

Consent for marketing communications and certain optional features.
Contractual necessity to provide the CRM service and support your account.
Legitimate interest to improve the platform, prevent fraud, and secure the service, always balanced against your rights.
Legal obligation where disclosure is required by law, court order, or regulatory authority.

4. Data Storage, Hosting, and Transfer

4.1 Where Data Is Stored

All files and content uploaded to the Enterprise Suite ™ CRM – Cloud solution (documents, attachments, images, exports) are stored with cloud hosting providers such as Amazon Web Services (AWS), Microsoft Azure, or similar providers, as technically appropriate including internal company servers.
Application‑level data (leads, clients, tasks, HR records, finance records, configurations, and metadata) is stored and processed on Enterprise Suite (Pty) Ltd‑managed servers and databases hosted within these cloud infrastructures.

4.2 Data Regions and Transfers

We may store or process your data in South Africa or other jurisdictions where our cloud‑hosting partners operate data centres.
If your data is transferred internationally, we ensure appropriate safeguards (e.g., contractual commitments and technical controls) consistent with POPIA and global data‑protection standards.
We do not transfer data to countries that lack adequate protection without implementing equivalent safeguards.

4.3 Data Retention

We retain your data for as long as needed to:
Deliver the CRM service and support your account.
Comply with legal, tax, or accounting obligations.
Resolve disputes or enforce our Terms.
After termination of your account, you may export your data within 30 days; beyond that, we may delete it in accordance with our retention schedule.

5. Sharing and Disclosure of Data

5.1 Service Providers and Processors

We may share data with trusted third‑party service providers and sub‑processors (e.g., cloud hosting, payment processing via Payfast, support tools, analytics and backup services) strictly for the purposes of:

Hosting and operating the CRM platform.
Processing payments.
Providing support, backups, analytics, and security monitoring.

These providers:

Have access only to the data necessary for their tasks.
Are contractually bound to protect your data and not to use it for unrelated purposes.

5.2 Legal and Safety Disclosures

We may disclose your data when required or permitted by law, including:

To comply with valid legal requests (e.g., court orders, subpoenas, or regulatory demands).
To protect our rights, property, or safety, or that of our users or the public.
To prevent or investigate fraud, security incidents, or abuse of the CRM platform.

6. Data Security

We implement reasonable technical and organisational measures to protect your personal data:

Encryption in transit (e.g., TLS/HTTPS) and at rest where practicable.
Access controls, role‑based permissions, and audit‑like logs for user activity.
Regular security reviews and vulnerability management for the CRM platform and underlying infrastructure.

However, no electronic transmission or storage system is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Data Subject Rights (POPIA / GDPR‑style)

Depending on your jurisdiction, you may have rights regarding your personal data, including:

Access to your data and information about how it is used.
Correction of inaccurate or incomplete data.
Erasure or restriction of processing in certain circumstances.
Portability of your data in a structured, machine‑readable format.
Objection or opt‑out from certain processing, especially direct marketing.

To exercise these rights, contact us at privacy@enterprisesuite.co.za, quoting your account details and the right you wish to exercise. We will respond within the timeframe required by applicable law.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Recognise returning users and maintain sessions.
Remember user preferences (e.g., language, theme, dashboard layout).
Measure site usage and performance (e.g., via analytics tools).

You can disable or block cookies in your browser settings, but doing so may limit some features of the CRM platform. More details are available in our Cookie Policy, if published.

9. Children’s Data

Our CRM Services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately so we can take appropriate steps to remove it.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. When we make material changes:

We will post the revised version on our website with a new effective date.
We may notify you via a banner in the CRM dashboard, email, or a notice on our homepage.

Your continued use of the Services after the effective date constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have any questions about this Privacy Policy, how we handle your data, or to exercise your data‑subject rights, please contact us at:

Email: privacy@enterprisesuite.africa

Postal Address:

Enterprise Suite (Pty) Ltd

Pretoria, Gauteng, South Africa