Privacy Policy

Last updated: 22 June 2026

SmartSource Digital ("we", "us", "our") is committed to protecting your privacy and the privacy of your clients. This Privacy Policy explains how we collect, use, store, and protect personal information in connection with SmartSalon. We comply with the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Information We Collect

We collect the following types of information when you use SmartSalon:

• Salon owner information: Your name, business name, email address, and WhatsApp number when you sign up.
• Client information: Names, contact numbers, email addresses, and service details submitted through SmartSalon's intake forms.
• Review data: Star ratings, written reviews, and feedback submitted through SmartSalon's review forms.
• Usage data: How you interact with the SmartSalon dashboard and tools.
• Payment information: Payment is processed by Paystack. We do not store your card details.

2. How We Use Your Information

We use the information collected to:

• Provide, operate, and maintain SmartSalon.
• Send automated review request emails on your behalf to your clients.
• Display client and review data on your SmartSalon dashboard.
• Process payments and manage your subscription.
• Communicate with you about your account and our services.
• Improve SmartSalon based on usage patterns.

3. Your Clients' Information

As a SmartSalon subscriber, you are responsible for ensuring you have the appropriate consent from your clients to collect and process their personal information. You act as the responsible party under POPIA for your clients' data. We act as the operator processing that data on your behalf.

4. Data Storage

Client and review data is stored in Google Sheets linked to your SmartSalon account. This data is stored on Google's servers, which may be located outside South Africa. By using SmartSalon, you consent to this cross-border transfer for the purpose of providing the service.

5. Data Sharing

We do not sell your personal information or your clients' personal information to any third party. We share data only with the following service providers strictly for the purpose of delivering SmartSalon:

• Google (data storage via Google Sheets)
• Make.com (automation)
• OpenAI (AI content generation — no client personal data is sent to OpenAI)
• Paystack (payment processing)
• Netlify (website hosting)

6. Data Retention

We retain your data for as long as your subscription is active. Upon cancellation, your data will be retained for 30 days and then deleted upon request. You may request deletion at any time by contacting us.

7. Your Rights Under POPIA

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your personal information.
• Object to the processing of your personal information.
• Lodge a complaint with the Information Regulator of South Africa.

8. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, or misuse. However, no system is completely secure, and we cannot guarantee absolute security.

9. Cookies

The SmartSalon website and dashboard may use basic cookies to maintain session information and improve user experience. We do not use tracking or advertising cookies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email. The latest version will always be available on our website.

11. Contact Us

For any privacy-related queries or to exercise your rights, please contact us:

• WhatsApp: 079 918 7860
• Email: support@smartsource.digital