BoerBook Privacy Policy

1. Who we are (Responsible Party)

BoerBook (“we”, “us”, “our”) is the Responsible Party for personal information processed through the BoerBook service as described in this policy, as contemplated in the Protection of Personal Information Act 4 of 2013 (“POPIA”).

Plain language: We decide why and how your personal information is used in the app, and we must protect it.

2. Scope

This policy applies to:

BoerBook Web App: https://app.boerbook.co.za
BoerBook Website: https://www.boerbook.co.za

It covers personal information and related data you provide or we collect when you use BoerBook, including receipt storage and fuel logbook features.

3. What we collect

Account details Name, email, mobile number, company/business info (if provided), login credentials

Receipts & documents Images/PDFs of receipts, invoices, supporting notes, tags and metadata you add

Fuel logbook data Date/time, odometer, litres/amount, vehicle references, locations/notes (if you add them)

Technical/usage data IP address, device/browser info, logs, usage analytics, cookies/session data

Do not upload sensitive information (e.g., ID numbers, medical info, bank card details) unless it’s necessary for your own records and you accept the risk.

4. Why we process your information

To create and manage your BoerBook account
To provide core functionality: receipt storage, fuel logbook entry, search, reporting
To provide support and troubleshoot issues
To improve features, performance, reliability and security
To send service notifications (e.g., security alerts, important changes)
To prevent fraud, abuse, and unauthorised access

5. POPIA grounds for processing

We process personal information only where permitted under POPIA, including:

Consent (e.g., enabling WhatsApp/Telegram integrations)
Contractual necessity (processing required to deliver the BoerBook service)
Legal obligation (where the law requires retention or disclosure)
Legitimate interest (e.g., security, service improvement, preventing misuse)

6. Optional WhatsApp & Telegram integrations

BoerBook may offer optional integrations such as WhatsApp and Telegram for notifications or messaging. If you enable these features, we may process information needed to connect and send messages, such as your phone number and messaging identifiers.

You can disable integrations at any time in your account settings (where available).
Messages are transmitted via third-party platforms, and their terms/privacy policies also apply.
We do not sell your contact details to third parties.

Note: WhatsApp/Telegram may store or process messages on their systems. BoerBook controls what it sends, but not how those platforms operate.

7. Sharing, operators & third parties

We may share personal information only as necessary to operate the service, including with operators (service providers) who process data on our behalf under appropriate safeguards.

Hosting/infrastructure and storage providers
Email delivery providers (service emails)
Messaging providers (WhatsApp/Telegram — only if enabled)
Professional advisers (legal/accounting) as needed
Authorities where required by law or valid legal process

We never “sell” your personal information. We share it only to provide BoerBook or comply with law.

8. Security safeguards

We implement reasonable technical and organisational measures to protect information, including:

Encryption in transit (HTTPS/TLS)
Access controls and least-privilege permissions
Monitoring and logging for security events
Backups and recovery processes

No system is perfectly secure. You are responsible for maintaining the confidentiality of your password and access to your device/email account.

9. Data retention

We retain information for as long as necessary to provide the service, meet legal obligations, resolve disputes, and enforce agreements.

Account data is generally kept while your account is active.
You may request deletion of your account and associated data, subject to legal retention requirements.

10. Your rights under POPIA

Subject to POPIA and applicable law, you may request to:

Access your personal information we hold
Correct/update inaccurate or incomplete information
Object to processing in certain circumstances
Withdraw consent (e.g., for messaging integrations)
Request deletion or restriction where legally permitted
Lodge a complaint with the Information Regulator (South Africa)

How to exercise your rights: Contact the Information Officer details in section 15.

11. Cross-border transfers

Some service providers (operators) may process or store data outside South Africa. Where cross-border transfers occur, we take reasonable steps to ensure appropriate safeguards are in place consistent with POPIA.

12. Cookies

We use cookies/session technologies to keep you logged in, protect sessions, and understand usage. You can control cookies via your browser settings. Blocking certain cookies may affect functionality.

13. Children

BoerBook is not intended for children under 18. We do not knowingly collect personal information from minors.

14. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the app and/or website where reasonably possible. Continued use means you accept the updated policy.

15. Contact & Information Officer (POPIA)

POPIA provides for an Information Officer responsible for compliance. For privacy requests or questions:

Email support@boerbook.co.za

Phone 0769004109

Address 45 Hill street, Kroonstad, 9500

Information Officer Theunis Kruger

You may also lodge a complaint with South Africa’s Information Regulator. (We recommend contacting us first so we can help resolve the issue quickly.)

Information Regulator (South Africa):
Website and contact details are available via the official Information Regulator channels.