Privacy Policy

Effective Date: 2025/04/10

Bowden IT Solutions is dedicated to the security and privacy of our customers’ data. This Privacy and Cookies Policy details how we collect, use, protect, and share information, ensuring compliance with privacy regulations, including the Protection of Personal Information Act (POPIA) in South Africa.

By accessing our websites or using our products (“Sites”), you accept this Privacy and Cookies Policy. We may update it periodically; any changes will take effect immediately upon posting.

1. Our Commitment to Privacy

Bowden IT Solutions values the privacy of our customers and partners. We follow strict guidelines to protect personal information and adhere to these principles:

No Sale or Rental of Personal Data: We do not sell or rent personally identifiable information.
Spam-Free Policy: We prohibit the use of our services for spam or unsolicited marketing.
Public Forums: Information disclosed in public forums, such as blogs or discussion boards, is not governed by this policy and may be accessed by others.

Our services are not intended for children under 13, and we do not knowingly collect data from children.

2. Information We Collect

We collect and store Business Information essential to providing our products and services:

Contact Information: This may include names, email addresses, phone numbers, and business details.
Product and Account Data: Information such as customer ID, product version, company details, and support plans helps us fulfil requests, manage accounts, and provide support.
Technical Data: We may collect IP addresses, browser types, and operating system details to secure our services and improve usability.

Data Collection Scenarios

Product Registration: Information like company name, product details, and customer ID is collected during registration to activate products and ensure account accuracy.
Customer Profile: Business Information, including company size, revenue, and products used, helps us tailor services and support to customer needs.
Support Services: When accessing support, we may ask for product-related information to help diagnose and resolve issues efficiently.
Cookies: Cookies enhance site navigation and allow us to provide personalised content. They also enable essential features like secure logins and custom settings.

3. How We Use Your Information

Deliver, maintain, and improve products and services
Process requests
Send product updates, support notices, and compliance information
Notify you of offers, discounts, and services that may interest you
Conduct surveys to enhance user experience and product relevance
Automate the extraction of relevant data from documents (e.g., invoices, quotes) using AI to reduce manual entry and improve processing efficiency

4. Data Sharing with Third Parties

We do not sell or rent your personal information. Data may be shared under specific circumstances:

Service Providers: We may share data with trusted third parties who support essential services, such as technical support, data hosting, and secure transactions. Where AI-based services are provided through trusted third-party platforms (such as natural language processing or data extraction tools), we ensure these providers are contractually obligated to comply with strict confidentiality, security, and data protection standards. Data processed via these AI tools is handled in accordance with POPIA and is never used for unrelated purposes or shared with unauthorised third parties.
Legal Requirements: Business Information may be shared to comply with legal obligations, enforce agreements, or protect rights, property, or safety.
Aggregate Data: Non-identifiable data may be shared for analytics and service improvement without revealing individual identities.

Third-Party Products and Partner Services

If you use third-party or co-branded services, the privacy policies of those providers will apply to any information shared, and Paperserve’s policy does not govern those interactions.

5. Cookies and Tracking Technologies

We use cookies to enhance user experience and understand site usage. Cookies help us:

Track user engagement and optimise content
Store user preferences and prevent repeated login requirements
Display tailored advertising based on user interests

You may adjust cookie settings in your browser, but note that some features may not be accessible without cookies enabled.

6. Security Measures

We implement industry-standard measures to protect your data, including:

Encryption: SSL is used to secure online transactions
Access Controls: Strict access protocols and confidentiality agreements protect your data internally
Third-Party Hosting: Our servers are co-located with secure, contracted providers equipped with firewalls

While we strive to maintain data security, we cannot guarantee absolute protection against unauthorised access, misuse, or loss.

7. International Transfers

Data submitted to us may be transferred to servers in South Africa. By using our Sites, you consent to this transfer, understanding that South African data laws may differ from those in other jurisdictions. If data is transferred to another country, we ensure that appropriate safeguards are in place.

8. Your Rights and Choices

We respect your choices regarding data privacy and offer the following options:

Access, Update, and Deletion: You have the right to access, correct, or request the deletion of your personal information by contacting us directly.
Object to Processing: You may object to the processing of your personal data in certain circumstances.
Opt-Out: To opt out of promotional emails, use the unsubscribe link in each email or contact us. Processing of opt-out requests may take up to 10 days.
Cookie Management: Manage cookie preferences in your browser settings.

For removal from all mailing lists, allow up to four weeks for processing.

9. Data Breach Notification

In the event of a data breach that may impact your personal information, Paperserve will notify you promptly, outlining the nature of the breach, the information involved, and any steps you can take to protect yourself.

10. Accountability and Information Officer

Paperserve has appointed an Information Officer responsible for ensuring compliance with the Protection of Personal Information Act (POPIA). You can contact our Information Officer at soc@paperserve.co.za for any privacy-related queries.

11. Changes to This Policy

We may update this Privacy and Cookies Policy. Your continued use of our Sites constitutes acceptance of any updated terms.

12. Contact Us

If you have questions about this Privacy and Cookies Policy, please contact us at: support@paperserve.co.za