This Privacy Policy explains how Naitive Accounting (“we”, “us”) collects, uses, and protects personal information when you visit our website or use our Service (statement conversion, bookkeeping, workspaces, billing, credits, referrals, coupons, and related features). Where the Protection of Personal Information Act, 2013 (POPIA) applies, we process personal information lawfully and for the purposes described below.
1. Information we collect
- Account and profile — name, email (often used as username), phone, account type (individual or company), company name and contact details, role, and preferences such as branding colours or logo you upload.
- Authentication — password hashes, email verification status, OTP codes and expiry (temporary), and session information.
- Workspace and team — company membership, roles, capability rights, and related admin actions.
- Usage and technical data — IP address, browser/user agent, device information, signup IP, referral click metadata, and activity/audit logs needed for security, billing, support, and abuse prevention.
- Documents and outputs — files you upload (for example PDF, CSV, or TXT bank statements), conversion status, page counts, stored output files, and bookkeeping category overrides.
- Billing and payments — plan, billing interval, licence dates, billing name/email/phone/address/VAT, payment order records, and payment provider references (for example via Yoco). Card details are handled by the payment provider, not stored by us as full card numbers.
- Credits, referrals, and coupons — credit balances and ledger entries; referral codes, share method, clicks, and reward records; coupon codes and redemption history.
- Communications — support messages, transactional email (OTP, notices, referral alerts), and where applicable marketing campaign delivery metadata if you are an intended recipient of an operational or promotional email we send.
- Analytics — limited website analytics (for example Google Analytics) on public pages to understand traffic and improve the product.
2. How we use information
We use personal information to create and manage accounts and workspaces; verify email addresses; deliver conversion, bookkeeping, history, and team features; meter page credits and process top-ups; operate referrals and coupons; send transactional email (including OTPs, billing, and referral reward notices); process subscriptions and invoices; prevent fraud, trial abuse, and referral abuse; improve accuracy and product performance; provide support (including limited operator access or impersonation under controls); maintain activity logs; and comply with legal obligations. We do not sell your personal information.
3. Bank statements and financial documents
Uploaded statements may contain sensitive financial data about you or your organisation’s customers. We process those files only to provide conversion, categorisation, storage, export, and related features you request. Access is limited to authorised users in your workspace and to operators under confidentiality where needed for support or security. You should avoid uploading documents you are not permitted to process and should configure team rights appropriately.
4. Sharing
We may share limited data with trusted processors solely to operate the Service, including hosting providers, email delivery services, analytics for product improvement, and payment providers such as Yoco. We may disclose information when required by law or to protect rights, safety, and security. Processors are expected to protect information and use it only for instructed purposes. Team members you invite can see shared workspace data according to their rights.
5. Referrals and promotional programmes
If you share a referral link, we record the referral code, share method (for example WhatsApp, copy link, or email), clicks, and whether the referred party signs up and activates an eligible package. We may notify the referrer by email and in-product alert when a reward is earned. Do not share personal information of others in referral messages without a lawful basis to do so.
6. Security and retention
We apply reasonable technical and organisational measures to protect data in transit and at rest. No method of transmission or storage is completely secure. We retain account, activity, credit ledger, referral, coupon, billing, and document information for as long as needed to provide the Service and meet legal, accounting, or security requirements, after which it may be deleted or anonymised according to our retention practices. After licence expiry or cancellation, access to stored conversions may be limited or revoked.
7. Your choices and rights
Subject to applicable law (including POPIA), you may request access to or correction of your personal information, or ask us to delete data where we are not required to keep it. You may update certain account and billing details in the product. Contact hello@naitiveaccounting.co.za.
8. International processing
Infrastructure or subprocessors may process data outside South Africa. Where that occurs, we take steps appropriate to the risk and applicable law to protect personal information.
9. Children
The Service is intended for business and adult users. We do not knowingly collect personal information from children for the purpose of providing the Service.
10. Updates
We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will change when we do. Continued use of the Service after an update constitutes acceptance of the revised policy where permitted by law.