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Precision QMS ("we", "us", "our") is committed to protecting personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This notice explains how information is processed when you use precision-qms.co.za, app.precision-qms.co.za, related portals and our consulting or support services.
Precision QMS is responsible for personal information used for our website, accounts, sales, consulting and support. When a customer uses the platform to manage its own QMS information, the customer generally determines why that information is processed and Precision QMS provides the platform as its operator. Privacy enquiries may be sent to info@precision-qms.co.za.
When you register or use our services, we may collect:
We use your information to:
Depending on the context, processing is necessary to perform a contract, take requested pre-contractual steps, comply with a legal obligation, pursue a legitimate operational or security interest, or act with consent where POPIA requires it. We do not sell or rent personal information or disclose it to third parties for their own advertising.
Some platform features allow an authorised user to request AI-assisted drafting, analysis or information extraction. When a user chooses to use one of these features, the information needed to fulfil that request is sent to a contracted AI service provider. AI output is provided as assistance, may be inaccurate and must be reviewed by a competent person before use.
Users should not submit unnecessary special, highly sensitive or third-party personal information to an AI feature. Customer administrators remain responsible for deciding which information their users may submit and for establishing an appropriate lawful basis.
We use carefully selected service providers where reasonably necessary for hosting, secure data storage, email delivery, service analytics, optional AI assistance and professional support. They may process information only for the contracted purpose and subject to appropriate confidentiality, security and data-protection obligations. Current service-provider information is available on reasonable request.
Information may be processed in South Africa and, where specialist service providers are used, in other countries. Where information is transferred outside South Africa, we apply an appropriate basis and safeguards consistent with section 72 of POPIA.
We use measures designed to protect information against unauthorised access, loss, alteration or disclosure, including HTTPS, password hashing, tenant separation, role-based access and audit logging. No system is completely secure. Confirmed security incidents involving personal information will be assessed and notifications made where POPIA requires them.
We retain information only for as long as required for the purpose for which it was collected, contractual commitments, security and audit needs, dispute resolution or applicable law. Different categories of records may require different retention periods.
A deletion request does not automatically require deletion of records that must lawfully be retained, that belong to the customer's controlled QMS record set, or that remain temporarily in protected backups. Where deletion is appropriate, we will delete or de-identify information within a reasonable period and explain any lawful limitation.
The application uses authentication and security technologies necessary to operate signed-in services. We also use limited first-party service analytics to understand website and feature usage. We do not use third-party advertising cookies. Where consent is required for a non-essential technology, we will request it before activation.
You have the right to:
To exercise these rights, email us at info@precision-qms.co.za.
You may also use the prescribed POPIA forms or lodge a complaint with the South African Information Regulator through inforegulator.org.za. We encourage you to contact us first so that we can investigate and respond.
The service is intended for business users and is not directed to children. Customers must not process children's or special personal information through the platform unless they have confirmed a lawful basis, any required authorisation and suitable safeguards.
We may update this Privacy Policy from time to time. We will notify you of material changes by email or a notice in the application. Continued use of our services after changes constitutes acceptance of the updated policy.
Privacy and Information Officer enquiries: info@precision-qms.co.za.