This Privacy Policy explains how KwikQuote (Pty) Ltd ("KwikQuote", "we", "us") collects, uses, and protects personal information when you use the KwikQuote service at kwikquote.co.za and via the KwikQuote WhatsApp assistant number. We comply with the Protection of Personal Information Act, 4 of 2013 ("POPIA").
1. Who we are
KwikQuote (Pty) Ltd is a private company registered in the Republic of South Africa, based in Johannesburg. We can be reached at support@kwikquote.co.za. Our Information Officer can be contacted at the same address.
2. Roles under POPIA
KwikQuote plays two different roles depending on whose information is being processed:
- Tradesman account holders ("you"): We are the responsible party for your account, billing, business profile, and the conversations you forward to us. You signed up directly; the relationship is between you and us.
- End-customers (the people you quote): We are an operator acting on your instructions. You are the responsible party for your customer's personal information. KwikQuote stores, transcribes, and chases payments on your behalf because you forwarded those messages to us. You are responsible for having a lawful basis to share your customer's information with KwikQuote.
3. Personal information we collect
3.1 Tradesman account data
- Name, email address, cellphone number, and login credentials
- Business name, registration number, VAT number (if applicable), physical address, contact number, and logo
- Banking details (bank, account name, account number, branch code) used on your quote and invoice PDFs
- Subscription plan, payment method token (held by PayFast — we do not store card numbers), invoice history
- Price-book items, quote templates, and brand settings you create in your account
3.2 Customer conversations (processed on your behalf)
- Customer cellphone numbers (in E.164 format) and any names or addresses you forward to us
- WhatsApp messages you forward to the KwikQuote assistant: text, voice notes, photos, and PDF attachments
- Audio transcripts produced from voice notes
- Quote and invoice data, payment status, and chase history
- Proof-of-payment images and the data extracted from them
3.3 Technical and usage data
- IP address, browser type, and operating system when you access the dashboard or marketing site
- Login timestamps, feature usage, and error logs for security and product improvement
- Cookies necessary for authentication (see Section 9)
4. How we use this information
- To run the service: receive your forwarded WhatsApp messages, transcribe voice notes, extract quote details using AI, generate branded PDFs, send quotes and invoices to your customers, and chase unpaid invoices on your behalf.
- To bill you for your subscription via PayFast and to send transactional emails (receipts, password resets, account notifications).
- To improve product quality, detect abuse, and resolve support requests.
- To comply with legal obligations (tax records, lawful requests from regulators).
We do not sell your personal information. We do not use it for behavioural advertising. We do not use customer conversations to train external AI models — see Section 5.
5. Third-party operators we use
To deliver the service we share data with the following sub-operators. Each is bound by their own data-processing terms and by South African law where applicable.
- Meta Platforms, Inc. (WhatsApp Business Cloud API): message transit between you, your customers, and KwikQuote. Subject to Meta's terms.
- Anthropic PBC (Claude API): AI extraction of quote details from forwarded messages. Claude is configured not to retain inputs or outputs for training under Anthropic's commercial terms.
- OpenAI, L.L.C. (Whisper API): transcription of voice notes you forward. OpenAI is configured not to retain inputs or outputs for training under OpenAI's API data policy.
- PayFast (DPO IT Services (Pty) Ltd): payment processing for your KwikQuote subscription and for your customer's payment links. Card numbers are held by PayFast; KwikQuote never sees them.
- Supabase, Inc.: primary database hosting.
- Cloudflare, Inc. (R2): media and PDF storage.
- Railway Corp. / Hetzner Online GmbH: application hosting.
- Resend, Inc. (or equivalent): transactional email delivery.
- Functional Software, Inc. (Sentry): application error reporting. Configured to scrub sensitive payload fields.
6. Cross-border transfers
Some of our sub-operators (Anthropic, OpenAI, Meta, Cloudflare, Sentry, Resend) host data outside South Africa, primarily in the European Union and the United States. POPIA permits cross-border transfers where the recipient is subject to a law, code, or contract that provides an adequate level of protection. We rely on our sub-operators' standard contractual terms to ensure this.
7. How long we keep data
- Active account data: retained while your subscription is active.
- Customer conversations, quotes, and invoices: retained while your subscription is active and for 5 years after account closure to meet South African tax-record requirements (s29, Tax Administration Act).
- Marketing site cookies: session lifetime only.
- Sentry error logs: 30 days.
You may request earlier deletion at any time — see Section 8.
8. Your rights under POPIA
As a data subject you have the right to:
- Know what personal information we hold about you
- Request correction of inaccurate, outdated, or excessive information
- Request deletion of your personal information (subject to legal record-keeping obligations)
- Object to processing, including direct marketing
- Withdraw consent where processing relies on consent
- Lodge a complaint with the Information Regulator (see Section 12)
To exercise any of these rights, email support@kwikquote.co.za. We will respond within 30 days. For tradesman accounts, account deletion is also available in Settings → Danger zone.
End-customers who wish to exercise their rights should contact the tradesman who quoted them in the first instance, since that tradesman is the responsible party for their information. If the tradesman cannot resolve the request, contact us and we will assist.
9. Cookies
KwikQuote uses strictly necessary cookies for authentication (session ID, CSRF token, "remember me" token). We do not use advertising or tracking cookies. Disabling cookies will prevent you from logging in.
10. Security
We protect personal information through HTTPS in transit, encrypted backups, role-based access controls, separation of tenants at the database layer, and signed webhooks for incoming WhatsApp and PayFast traffic. Despite reasonable precautions, no system is invulnerable; if a security incident affects your data we will notify you and the Information Regulator as required by POPIA s22.
11. Children
KwikQuote is intended for use by registered tradespeople and is not directed at children under 18. We do not knowingly collect personal information from children. If you believe we have, please contact us and we will delete it.
12. Information Regulator
You may lodge a complaint with the South African Information Regulator:
- Website: inforegulator.org.za
- Email: complaints.IR@inforegulator.org.za
- Postal address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
13. Changes to this policy
We may update this Privacy Policy from time to time. The "Effective date" at the top of this page shows the latest revision. Material changes will be communicated by email to active subscribers at least 14 days before they take effect.
14. Contact
For any privacy-related question, request, or complaint, email support@kwikquote.co.za.