Privacy policy
1. Introduction
Smartbook (“Smartbook”, “we”, “us”, “our”) is committed to protecting your privacy and ensuring that your personal information is collected and used properly, lawfully, and transparently in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA).
This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website https://www.smartbookie.co.za and our services.
2. Personal Information We Collect
We may collect the following personal information:
Contact information: full name, ID or passport number, phone number, email address, physical address
Company information: business name, registration number, director information, tax details, and supporting documents
Payment information: bank details or card data (as applicable)
Usage data: IP address, browser type, device, website usage data, and referral source
Communication: emails, support messages, chats, or other forms of communication
3. How We Collect Information
We collect information when you:
Visit and browse our website
Fill in forms or submit documentation
Communicate with us via email, phone, or live chat
Use or purchase any of our services
4. Purpose of Collection
Your personal information is collected and processed to:
Provide and manage our services
Register companies or interact with CIPC, SARS, and other relevant bodies on your behalf
Verify your identity and prevent fraud
Respond to your enquiries and support requests
Process payments and issue invoices
Send updates, legal notices, and marketing communications (if you opt in)
Fulfil our legal and compliance obligations
5. Disclosure of Information
We only share your personal information when necessary:
With third-party service providers involved in service delivery (e.g. CIPC, SARS, payment providers, and email systems)
When required by law or legal process
With your explicit consent
If our business is sold or merged in the future
We do not sell or rent your personal information to any third parties.
6. Data Security
We implement reasonable technical and organisational safeguards to protect your personal data, including:
SSL encryption
Secure servers and limited access controls
Regular monitoring and backups
Staff confidentiality obligations
7. Retention of Information
We retain your information only for as long as:
Required by law or regulation
Needed to deliver our services or complete transactions
Required for internal audit or dispute resolution purposes
After that, your data will be safely deleted or anonymised.
8. Your Rights
You have the right to:
Access and obtain a copy of your personal information
Request corrections or deletions
Object to certain types of processing
Withdraw consent where applicable
Lodge a complaint with the Information Regulator of South Africa
9. Cookies
Our website uses cookies and similar tools to:
Improve your browsing experience
Understand how visitors use our site
Serve relevant ads and marketing (if applicable)
You can disable cookies via your browser settings.
10. Children
Our services are not directed at individuals under the age of 18. If we become aware that we’ve collected information from a minor without proper consent, we will delete it.
11. International Transfers
If your personal data is transferred outside South Africa (e.g. to cloud hosting providers), we will ensure such transfers are lawful and subject to adequate protection.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on our website, and the latest version will always apply.