Privacy policy
What personal information Kwickly collects, how we use it and your rights under POPIA.
Last updated: 2 November 2026
In short: we collect what we need to run Kwickly. We never sell personal information. Some of our service providers are outside South Africa. You can ask to see, correct or delete your information at any time.
1. Who we are
Kwickly is run by TJ Software Solutions (Pty) Ltd ("Kwickly", "we", "us" or "our"). This policy explains what personal information we collect, why we collect it, who receives it, how long we keep it and what your rights are under the Protection of Personal Information Act 4 of 2013 (POPIA).
It applies to kwickly.co.za, the Kwickly app at app.kwickly.co.za, the websites we host for our customers and any emails or support we send you.
Our Information Officer is Jaco van der Merwe, registered with the Information Regulator under number 2026-067085. You can reach the Information Officer at admin@tjsoftwaresolutions.co.za or on 064 556 7711.
2. Our two roles
If you use Kwickly to build a website, we decide how your account information is used. We are the responsible party for that information.
If you visit a website built with Kwickly and send a message or make a booking, the business that owns that website decides what happens to your details. It is the responsible party, and we are its operator, which means we process your details on its behalf so that the website can work. Please contact that business first about how it uses your information. Its contact details are on its website. We will help it to answer your request, and we will pass on any request that reaches us.
3. What we collect from website owners
- Account details: your name, email address, phone number and your staff members' names and email addresses
- Sign-in details: your password, stored only in a scrambled form that we can't read, sign-in link records, device and browser type, and the dates of your sign-ins
- Business details: your business name, type, area, address, hours, services, prices and anything else you add to your site
- Your content: words, photos and logos you upload. This may include personal information about you, your staff or your customers, so please make sure you are allowed to share it
- Billing details: your plan, invoices, receipts, payment history and the details you ask us to put on invoices
- Domain details: the owner's name and contact details needed to register a web address through us
- Support details: what you send us by email or WhatsApp, and our replies
- Consent records: the versions of our terms and this policy that you accepted, and when
- Alert details: your device's alert subscription, if you turn on notifications
We don't receive or store your full card number. When card payments are available, you enter your card details on our payment provider's page.
4. What we collect from people who use a Kwickly website
- Contact forms: your name, contact details and message
- Bookings: your name, phone number, email address, the service you chose, and the date and time
- Spam protection: we use a scrambled form of your IP address for a short time to limit repeated submissions. We don't store the raw IP address for this purpose
Please don't include sensitive information, such as health details, in a contact form unless the business has asked for it and you are happy to share it.
5. What we collect from visitors to any of our sites
- Visit counts: we count page visits for each website, so that owners can see how many visits they had. These are totals, not records of individual people
- Technical details: our hosting providers process details like your IP address, browser and the pages you request. They need these to deliver the pages and to keep them secure
- Business name in our start form: if you type a name on kwickly.co.za, it stays in your browser until you continue, and is then sent to the Kwickly app to start your site
6. What you publish is public
Anything you put on a published site can be seen by anyone, and that includes names, phone numbers, photos and reviews. Search engines and other websites may copy it. If you remove something, copies may stay in their results for some time, and we can't control that. Only publish information about other people, such as staff or customers, if you are allowed to.
7. How and why we use information
POPIA requires us to have a lawful reason for what we do. Ours are shown after each use.
- To create your account, build, publish and host your site (needed for our agreement with you)
- To deliver messages and bookings, and to send booking confirmations and reminders (needed for the agreement, and on behalf of the business concerned)
- To send invoices, receipts, payment reminders and service notices (needed for the agreement)
- To register and connect web addresses (needed for the agreement)
- To send site owners a weekly summary, which they can stop at any time (our legitimate interest in helping you use Kwickly)
- To give support and fix problems (needed for the agreement, and our legitimate interest)
- To keep Kwickly secure, stop misuse and keep logs (our legitimate interest, and our legal duty to keep information safe)
- To keep accounting and tax records, and to answer lawful requests (our legal duty)
- To understand how Kwickly is used and to improve it, using totals or information that no longer identifies anyone (our legitimate interest)
- To show published sites as examples of Kwickly, unless the owner asks us not to (our legitimate interest)
You must give us the information marked as required when you sign up, order or pay, because we can't provide the service without it.
We don't use your customers' messages or bookings for our own purposes. We don't use your content to train artificial intelligence models. We don't make decisions about you by automated means that have legal or similarly serious effects. Our spam protection may automatically block a form submission that looks like it comes from a bot.
8. Marketing
We never sell personal information, and we don't share it with others for their marketing. Emails about your account, invoices, bookings and service changes aren't marketing, and we need to send them for as long as you have an account.
We only send you marketing if you have agreed to it, or if you are an existing customer and it's about similar services, as section 69 of POPIA allows. Every marketing email will include a way to stop receiving them.
9. Cookies and browser storage
Cookies are small files that a website saves in your browser. Similar tools, such as browser storage, work in much the same way.
kwickly.co.za doesn't use advertising or tracking cookies. It uses Cloudflare Web Analytics, which counts page views and measures speed without setting cookies or identifying you. When you close our cookie notice, your browser remembers that, so that we don't show it again. This is saved only in your browser. If you clear your browser data, the notice will come back.
The Kwickly app uses essential cookies to keep you signed in and to protect your account against certain attacks. A sign-in lasts up to 90 days. The app may also store your unfinished site in your browser, so that you don't lose your work. You can block or clear cookies in your browser settings, but you will be signed out, you won't be able to use the app, and unsaved work will be lost.
If we ever add cookies that aren't essential, such as for advertising, we will update this policy and ask for your consent first.
Websites built with Kwickly may contain things that are added by their owners, such as links to other websites.
10. Who receives information
We use these service providers. They act on our instructions, and we remain responsible for them under POPIA.
| Provider | What it does | Where |
|---|---|---|
| Fly.io | Runs our servers | Johannesburg, South Africa |
| MongoDB Atlas | Stores our database | Cloud provider data centres |
| Cloudflare | Delivers websites, stores published website files, connects web addresses and provides analytics | Data centres around the world |
| Amazon Web Services | Stores uploaded photos | Ireland |
| Brevo | Sends our emails | European Union |
| Paystack | Processes card payments, when they are available | Its own payment systems |
| Domains.co.za | Registers web addresses | South Africa |
Information may also go to:
- Domain registries, which must receive the owner's details for a web address, and which may publish some of them as their rules require
- Browser companies, such as Apple, Google and Mozilla, which deliver device alerts if you turn them on
- Google, if you press Show map on a website, because the map is loaded from Google, which then receives your IP address and browser details
- WhatsApp, if you press a WhatsApp button, because you leave the website and use WhatsApp under its own terms
- The business you contact, which receives your message or booking
- Our professional advisers, such as accountants and lawyers, when they need it
- Authorities and courts, when the law requires it or when we need to protect our rights or someone's safety
- A buyer of our business, if Kwickly is sold or restructured, under confidentiality protections
We may change our service providers over time. We will update this list when we do. Other websites and services that we link to have their own privacy policies, and we aren't responsible for them.
11. Sending information outside South Africa
Some providers listed above work outside South Africa, so your information may be stored or processed in other countries, including Ireland, other parts of the European Union and wherever Cloudflare has data centres. Section 72 of POPIA allows this where, for example, the recipient is bound by law or a contract that gives substantially similar protection, or where it's needed for our agreement with you. We use established providers and rely on their contracts and security measures.
12. How we protect information
- Connections to Kwickly are encrypted
- Passwords and sign-in tokens are stored in a scrambled form
- Sensitive fields are encrypted in our database
- Sign-in attempts are limited, and repeated failures lock further attempts
- Access to our admin system needs two-step verification, and sessions end after short periods
- Important actions are written to a security log that the app can't change
No system connected to the internet is completely secure. Please use a strong, unique password and keep your sign-in links private.
13. When our staff can see your account
Our authorised staff can view account information in our admin system to give support and run the service. Viewing certain contact details needs extra verification.
If support requires it, an authorised staff member can sign in to a customer's account. This needs two-step verification, lasts no more than 30 minutes and is recorded in our security log. A notice shows in the app during the session.
14. If there is a security problem
If we have reasonable grounds to believe that your personal information has been accessed by someone who shouldn't have it, we will notify the Information Regulator and you as soon as reasonably possible, as section 22 of POPIA requires. We may delay only if a public body responsible for detecting crime or the Regulator says that a delay is needed.
We will tell you by email or, if we can't reach you that way, by publishing a notice on our website. We will explain what happened, the likely consequences, what we are doing and what you can do to protect yourself. If the affected information belongs to a business's customers, we will tell that business without delay so that it can meet its own duties.
15. How long we keep information
We keep personal information for as long as we need it for the purposes in this policy. Some records are removed automatically after the period shown below. Other records are reviewed and deleted by our staff, or on request, so there is no automatic deletion date for them.
| Record | How long |
|---|---|
| Daily visit counts | Up to 90 days |
| Sign-in sessions | Up to 90 days |
| Domain owner details in a registration job | Deleted when the job ends |
| Security log | 3 years. It contains IDs, not email addresses or phone numbers |
| Invoices, receipts and payment records | As long as tax and company law require |
| Account, site, messages and bookings | While the account is active, and afterwards for as long as needed for the purposes above, or until deleted on request |
Deleted information may stay in backups for a limited time. If you want your information deleted sooner, ask us. We will delete it unless the law requires us to keep it or we need it for a legal claim.
16. Your rights
Under POPIA, you have the right to:
- ask whether we hold your personal information, and see it
- ask us to correct or delete information that is wrong, out of date, excessive or unlawfully held
- object to how we use your information, including for direct marketing
- withdraw consent, where we rely on it. This doesn't affect what we lawfully did before
- complain to the Information Regulator
Many details can be changed in your account. For anything else, email our Information Officer at admin@tjsoftwaresolutions.co.za. You can simply write to us, and we won't turn your request away because it isn't on a form. The official forms are Form 2 of the PAIA Regulations to see your information, and Form 1 (objection) or Form 2 (correction or deletion) of the POPIA Regulations.
We may need to confirm who you are first. We acknowledge requests within 5 business days and reply within 30 days. If a request is complex, we may extend this once by another 30 days, and we will tell you. Correcting or deleting information and objecting are free. We may charge the prescribed fee for copies. Ask us for our PAIA manual, which explains the records we hold and how to request them.
17. If you give us information about someone else
If you add your staff, customers or anyone else to Kwickly, you confirm that you are allowed to share their information and that they know how it will be used.
18. Complaints
Please contact us first, so that we can try to fix the problem. You may also complain to the Information Regulator on Form 5 under POPIA:
- Information Regulator (South Africa)
- Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
- Phone: 010 023 5200 or toll free 0800 017 160
- Website: inforegulator.org.za
19. Children
Kwickly accounts are for adults aged 18 or older. We don't knowingly create accounts for children. Some Kwickly websites, such as those of crèches or tutors, may be used by parents or guardians. If such a website collects a child's details, the business is responsible for having a competent person's consent. If you think that a child's information has reached us improperly, please contact us.
20. Changes to this policy
We will publish any changes here and update the date at the top. Kwickly doesn't track you across other websites, so we don't respond differently to browser "do not track" signals. If a change is important, we will email account holders before it applies.
21. Contact us
- Full name: TJ Software Solutions (Pty) Ltd, a private company registered in South Africa, trading as Kwickly
- Company registration number: 2026/087392/07
- Directors: Jaco van der Merwe and Tania van der Merwe
- Physical and postal address, and address for legal documents: 33 Sacharia Street, Centurion, 0152, Gauteng, South Africa
- Phone and WhatsApp: 064 556 7711
- Email: support@tjsoftwaresolutions.co.za
- Website: kwickly.co.za