Privacy Policy
Effective Date: February 4, 2026
This Privacy Policy complies with the Protection of Personal Information Act (POPIA), Act No. 4 of 2013
1. Introduction
Boshoff Technology Service Solutions Pty Ltd, Registration Number 2022 / 002671 / 07 ("we", "us", or "our") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Mailm8 software ("Software").
This policy complies with the Protection of Personal Information Act (POPIA), Act No. 4 of 2013, and applies to all users of our Software in South Africa and internationally.
2. Information We Collect
2.1 Information You Provide
We collect information that you voluntarily provide when using our Software:
- Account Information: Name, email address, company name when registering for a trial or purchasing a license
- Payment Information: Billing information processed securely through PayFast (we do not store your payment card details)
- Support Communications: Information you provide when contacting us for support or reporting issues
2.2 Automatically Collected Information
When you use the Software, we automatically collect certain technical information:
- Device Information: Hardware ID, operating system, device type
- License Information: License key, activation status, license tier, expiry date
- Usage Data: Feature usage statistics, error logs, performance metrics
- Heartbeat Data: Periodic checks to validate license status and software version
2.3 Information We Do Not Collect
We do not collect or have access to:
- Contents of your documents or emails processed by the Software
- Recipient email addresses or any personal data within your mailmerge campaigns
- Your Gmail, Outlook, or other email account credentials (authentication is handled directly by the email providers)
3. How We Use Your Information
We use your personal information for the following purposes, in accordance with POPIA conditions for lawful processing:
- License Management: To issue, activate, validate, and manage your software licenses
- Payment Processing: To process payments and billing for paid licenses
- Customer Support: To provide technical support and respond to your inquiries
- Software Improvement: To analyze usage patterns, identify bugs, and improve Software functionality
- Security: To detect and prevent fraudulent activities, license abuse, and security threats
- Legal Compliance: To comply with applicable laws and regulations
- Communications: To send you important notices about your license, software updates, and security alerts
4. Legal Basis for Processing (POPIA Compliance)
Under POPIA, we process your personal information based on the following lawful grounds:
- Consent: You have given explicit consent for specific processing purposes
- Contract Performance: Processing is necessary to fulfill our contractual obligations under the license agreement
- Legitimate Interests: Processing is necessary for our legitimate business interests (e.g., fraud prevention, software improvement)
- Legal Obligation: Processing is required to comply with South African laws and regulations
5. Data Sharing and Disclosure
We do not sell your personal information. We may share your information in the following limited circumstances:
5.1 Service Providers
- PayFast: Payment processing for license purchases (subject to PayFast's privacy policy)
- Hosting Providers: For secure data storage and infrastructure (all data stored in South Africa where possible)
5.2 Legal Requirements
We may disclose your information if required by law, court order, or legal process, or to protect our rights, property, or safety.
5.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity, subject to the same privacy protections.
6. Data Security
We implement appropriate technical and organizational measures to protect your personal information:
- Encryption: All data transmitted between your device and our servers is encrypted using TLS/SSL
- Access Controls: Restricted access to personal information on a need-to-know basis
- Secure Storage: Data stored in secure databases with encryption at rest
- Regular Security Audits: Periodic assessments of our security measures
- License Verification: Cryptographic signatures to prevent license tampering
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
7. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law:
- Active Licenses: Information retained for the duration of your license plus 1 year
- Payment Records: Retained for 7 years in compliance with South African tax laws
- Support Communications: Retained for 3 years after the last interaction
- Usage Data: Aggregated and anonymized after 2 years
After the retention period, we will securely delete or anonymize your personal information.
8. Your Rights Under POPIA
Under POPIA, you have the following rights regarding your personal information:
- Right to Access: Request a copy of the personal information we hold about you
- Right to Correction: Request correction of inaccurate or incomplete information
- Right to Deletion: Request deletion of your personal information (subject to legal retention requirements)
- Right to Object: Object to certain processing activities, such as direct marketing
- Right to Restriction: Request restriction of processing in certain circumstances
- Right to Data Portability: Request your data in a structured, machine-readable format
- Right to Withdraw Consent: Withdraw your consent at any time where processing is based on consent
- Right to Lodge a Complaint: File a complaint with the Information Regulator of South Africa
To exercise these rights, please contact us using the information provided in Section 13.
9. Children's Privacy
Our Software is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.
10. International Data Transfers
Your personal information is primarily stored and processed in South Africa. If we transfer your information to other countries, we will ensure appropriate safeguards are in place to protect your information in accordance with POPIA and international standards.
11. Cookies and Tracking
Our website may use cookies and similar tracking technologies to improve your experience. The Software itself does not use cookies but may collect technical information as described in Section 2.2.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:
- Posting the new Privacy Policy on our website with an updated "Effective Date"
- Sending an email notification to registered users
- Displaying a notification in the Software
Your continued use of the Software after such changes constitutes your acceptance of the updated Privacy Policy.
13. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Information Regulator (South Africa):
If you are not satisfied with our response to your privacy concerns, you may lodge a complaint with: