ContractPulse ("we", "us", or "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA). This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our contract management platform.

1. Information Officer

Our designated Information Officer can be contacted regarding any privacy-related queries or requests:

Email: privacy@contractpulseapp.com
Company: Resolve4X (Pty) Ltd
Address: WeWork, The Link, 173 Oxford Road, Rosebank, Johannesburg, 2196

The Information Officer is responsible for ensuring compliance with POPIA and for addressing any concerns you may have about the processing of your personal information.

2. What Personal Information We Collect

Account Information

When you register for ContractPulse, we collect your name, email address, organisation name, role, and contact details necessary to create and manage your account.

Contract and Project Data

We process contract documents, project particulars, event records, notice templates, and related data that you upload or create within the platform. This may include contract values, parties' names, addresses, project descriptions, and correspondence.

Usage Data

We automatically collect information about how you interact with the platform, including pages visited, features used, timestamps, browser type, device information, and IP addresses.

3. Purpose and Legal Basis for Processing

We process your personal information for the following purposes, each supported by a lawful basis under POPIA:

Service Delivery

To provide our contract management services, including event tracking, automated notice generation, and document management. This processing is necessary for the performance of our contract with you.

Account Management

To create, maintain, and secure your account, manage authentication, and provide customer support. This processing is necessary for the performance of our contract with you.

AI Document Processing

To analyse contract documents and extract relevant particulars using artificial intelligence. Contract data is processed through our AI services solely for the purpose of delivering functionality to you. This processing is based on your consent and is necessary for service delivery.

Platform Improvement

To analyse usage patterns and improve our platform's performance, features, and user experience. This processing is based on our legitimate interest in improving our services.

Legal Compliance

To comply with applicable laws, regulations, and legal processes, including the retention requirements applicable to construction industry records in South Africa.

Communication

To send you service-related notifications, deadline reminders, and updates about your projects and contracts. Marketing communications are only sent with your explicit consent.

4. Third-Party Service Providers

We use the following third-party service providers to operate ContractPulse. Each provider processes data only as necessary for the services they provide to us:

Supabase

We use Supabase for authentication, database hosting, and storage. Supabase processes your account information and project data on our behalf, with data stored in secure, managed infrastructure.

OpenAI

We use OpenAI's API for AI-powered document analysis and contract particulars extraction. Data sent to OpenAI via the API is not used to train their models. Only the minimum necessary contract data is transmitted for processing, and it is not retained by OpenAI beyond the period required to deliver the API response.

Vercel

Our platform is hosted on Vercel, which processes usage data and provides hosting, analytics, and performance monitoring infrastructure.

Google Drive (Optional)

If you choose to connect your Google Drive, we access only the files and folders you explicitly authorise. This integration is entirely optional and can be revoked at any time through your account settings.

5. Cross-Border Data Transfers

Some of our third-party service providers operate outside of South Africa. In accordance with Section 72 of POPIA, we ensure that any cross-border transfer of personal information is subject to appropriate safeguards, including:

The recipient country having adequate data protection legislation
Binding contractual obligations that provide an adequate level of protection
Your consent to the specific transfer where required
The transfer being necessary for the performance of our contract with you

6. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected:

Account and project data: Retained for the duration of your active account plus 12 months after account closure
Construction records: Retained for a minimum of 5 years in line with industry record-keeping requirements applicable to the South African construction sector
Usage logs: Retained for 12 months, after which they are anonymised or deleted

7. Your Rights Under POPIA

As a data subject under POPIA, you have the following rights regarding your personal information:

Right of access: Request confirmation of whether we hold your personal information and obtain a copy of it
Right to correction: Request the correction or updating of inaccurate, misleading, or incomplete personal information
Right to deletion: Request the destruction or deletion of your personal information where it is no longer necessary for the purpose it was collected
Right to object: Object to the processing of your personal information on reasonable grounds
Right to withdraw consent: Where processing is based on your consent, you may withdraw that consent at any time without affecting the lawfulness of prior processing
Right to lodge a complaint: Lodge a complaint with the Information Regulator of South Africa at inforegulator.org.za

To exercise any of these rights, please contact our Information Officer at privacy@contractpulseapp.com. We will respond to your request within 30 days.

8. Security Measures

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, destruction, or damage, including:

Encryption in transit: All data transmitted between your browser and our servers is encrypted using TLS/SSL
Row-level security: Database-level security policies ensure that users can only access data belonging to their own organisation and projects
Secure authentication: Industry-standard authentication mechanisms with secure session management
Access controls: Role-based access controls limit data access to authorised personnel only

9. Cookies

Our platform uses cookies and similar technologies to provide and improve our services. For detailed information about the cookies we use and how you can manage your preferences, please see our Cookie Policy.

10. Children's Privacy

ContractPulse is a professional contract management platform and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child under 18, we will take steps to delete that information promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of any material changes by posting the updated policy on our platform and updating the "Last updated" date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the processing of your personal information, please contact us:

Email: privacy@contractpulseapp.com
Support: support@contractpulseapp.com
Company: Resolve4X (Pty) Ltd
Address: WeWork, The Link, 173 Oxford Road, Rosebank, Johannesburg, 2196