Privacy Notice

Effective date: 21 October 2026 · Version 1.0

This notice explains how Kgwebo collects and uses personal information, in line with the Protection of Personal Information Act, 2013 (POPIA). It covers two groups of people: you, our client and your users, and the people whose details you keep in your Kgwebo CRM.

1.Who we are

Kgwebo is operated by Kgwebo (Pty) Ltd, registration number 2025/525605/07, of 4B Tygerberg Road, Kraaifontein, Western Cape, 7570. Our Information Officer is Johan Kotze, reachable at verispectcrm@gmail.com.

2.Two different roles

For your own details (as a client, a user or someone who contacts us), Kgwebo is the responsible party. This notice explains what we do with them.
For the details you keep in your CRM (your customers, suppliers and staff), you are the responsible party and Kgwebo is your operator. We only handle that information to provide the service, as set out in section 8 of our Terms of Service.

3.What we collect about you

Registration details: name, surname, email, cellphone, business name and address, billing name, registration and VAT numbers, and the banking details you ask us to print on your own quotes and invoices.
Brand details: your logo, colours and terms of business.
Connection choices: the Google account, WhatsApp number and calendar settings you choose.
Payment status: whether your subscription is active, and the reference our payment provider gives us. We never receive your card number. Card and debit order details are typed on the payment provider's own secure page.
Support requests: what you tell us when you use the Help button, email us or WhatsApp us.
Website enquiries: the details you type into our contact or FREE DIAG form.

4.Why we use it

to set up your CRM, bill you and run your subscription (to perform our contract with you);
to support you and fix problems (contract and legitimate interest);
to keep accounting and tax records (legal obligation);
to tell you about important changes to the service, your trial or your account (contract); and
to improve Kgwebo, using only anonymised and combined usage figures (legitimate interest).

5.Status reports from your CRM

Once a day your CRM sends us a short status report so we can spot problems and help before you ask. It contains only: your package, the software version, how many users and devices are set up, when the CRM was last used, and how many deals and activities were added in the last 30 days.

It never contains your customers' names or contact details, messages, documents, prices or rand amounts.

6.Your customers' information

Your CRM runs in your own Google account, so your customers' information is stored there, not on our systems. We do not have standing access to it. If you ask for help and we need to look at your data, we ask you to share access, we use it only for that request, and you remove it afterwards. We record when we accessed it and why.

You are responsible for telling your customers how you use their information, and for having a lawful reason to contact them.

7.Who we share with

We do not sell or rent personal information. We share it only with:

Google, which hosts the CRM, email and files;
our payment providers (PayFast, Netcash) to process your subscription;
Meta, if you connect WhatsApp, for the messages you send and receive;
our accountant and auditors, for our financial records; and
authorities, when the law requires it.

8.Where it is stored

Google and Meta may store information on servers outside South Africa. Where that happens, we rely on their contractual and security commitments, which provide protection similar to POPIA, as section 72 of POPIA requires.

9.How long we keep it

Registration and billing records: for as long as you are a client, and then for 5 years for tax purposes.
Support requests: 2 years after they are closed.
Website enquiries that did not become clients: 12 months.
Status reports: while you are a client, and deleted within 30 days after you leave.

10.Security

We protect information with access controls, two-step verification on our accounts, secret keys on every status report and support request, and by keeping our access to client data to the minimum. If we have reason to believe your information has been accessed without authorisation, we will tell you and the Information Regulator as POPIA requires.

11.Your rights

You may ask us what information we hold about you, ask us to correct or delete it, object to how we use it, or withdraw consent where we rely on it. Email verispectcrm@gmail.com. If you are not happy with our answer, you may complain to the Information Regulator at inforegulator.org.za.

12.Marketing

We send marketing only to clients about similar services, or to people who opted in. Every marketing message has a way to opt out.

13.Changes and contact

We may update this notice. The current version is always on our website. Questions go to our Information Officer, Johan Kotze, at verispectcrm@gmail.com.