Privacy notice and POPIA statement

Streamline is a task, workflow and document system from Interactive Systems Designs (Pty) Ltd (trading as ISD), registration number 2000/012374/07, of Somerset House, Block C, 11 York Street, Kensington B, Johannesburg, 2194. Streamline is the responsible party for the personal information described in this notice.

The appointed Information Officer is Stefan Schoeman, registered with the Information Regulator under registration number 2024-035946. See the Information Officer page at https://strmline.co.za/information-officer for their responsibilities and how to reach them.

Contact us at streamline@isd.strl.co.za or 011 886 0355.

We collect only what we need to answer you, quote you and run your account:

• Enquiry and quote details: your name, email address, phone number where given, business name, industry, number of users and what you told us you need.
• Reference call bookings: your name, contact details, chosen date and the questions you want to ask.
• Client portal accounts: your name, email address, chosen industry, and the password you set (stored only as an encrypted hash we cannot read).
• Account records: your quotes, approvals, invoices, booked tasks, outcomes and the messages you send us through the portal.
• Website behaviour: pages viewed, buttons viewed and clicked, how far you scroll, whether a form was started, abandoned or submitted, and which stage of the enquiry process you reached.
• Technical information needed to serve the site securely, such as your browser type and approximate request origin.

Our website measurement is first-party and stores page addresses, short button labels and an anonymous session identifier. It does not store your name, email address or any content you type into a form.

We do not knowingly collect special personal information or the personal information of children through this website. Please do not send it to us in a free-text field.

• To answer an enquiry and prepare a quote — at your request, as a step towards a contract.
• To provide the client portal, issue invoices and deliver the service — to perform our contract with your business.
• To send account emails such as quote confirmations, approvals, invoices and account welcome messages — necessary to perform the contract or as part of your existing relationship with us.
• To keep accounting and tax records — to comply with South African law.
• To measure how the website performs and improve it — our legitimate interest in running a workable business, using data that does not identify you.
• To keep the service secure and prevent abuse — our legitimate interest.

We do not sell your personal information, and we do not use it for unrelated marketing without your consent. Any direct marketing email carries a way to opt out, and we honour opt-outs automatically.

We share personal information only with the operators who run parts of the service on our behalf, under a written obligation to keep it confidential and secure:

• Our website and application hosting provider, which stores the site, the database and uploaded documents.
• Our transactional email provider, which delivers quote confirmations, approvals, invoices and account emails from notify.strmline.co.za.
• An AI provider used by our staff to draft follow-up wording and quote explanations. Only the saved quote facts needed for that draft are sent, the output is reviewed by a person before it is used, and it is not used to train public models by us.

We also disclose information where the law requires it, or to establish, exercise or defend a legal claim.

We keep a register of the operators we use and the countries in which personal information may be processed, and we will provide it to you on request.

Some of our providers process data outside South Africa. Where that happens, POPIA section 72 requires that the recipient is bound by rules providing an adequate level of protection, or that the transfer is necessary to perform the contract you asked for. We rely on those grounds.

• Enquiries and quotes that do not become clients: kept while we may still be in contact with you, then deleted on request.
• Client account, quote, invoice and job records: kept for the life of the account and thereafter for the period South African tax and company law requires.
• Website measurement records: kept in an aggregated, non-identifying form.

• The site is served over an encrypted connection.
• Portal access requires a personal account and password; passwords are stored only as encrypted hashes.
• Database access rules restrict every record to the client it belongs to, so one client cannot see another client's quotes, invoices, jobs or messages.
• Quote links sent by email use a single-purpose token that expires and can be withdrawn.
• Staff access is limited to team accounts that need it.

If a security compromise affects your personal information, we will notify you and the Information Regulator as POPIA section 22 requires.

You may, at any time:

• Ask what personal information we hold about you and request a copy.
• Ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date or obtained unlawfully.
• Object to processing we base on legitimate interest.
• Withdraw consent where we relied on your consent, without affecting what was done before.
• Opt out of direct marketing.
• Complain to the Information Regulator.

To exercise any of these, email streamline@isd.strl.co.za We may need to confirm your identity first. There is no charge for a reasonable request.

The Information Regulator (South Africa) can be contacted about a complaint. Their current contact details are published on the Regulator's own website.

We explain every cookie and measurement record separately in our cookie policy. Website measurement is off until you accept it: when you first arrive we ask, and nothing is recorded about your visit until you choose. Declining changes nothing about how the site or the client portal works, and you can change your choice at any time below.

Sign-in session storage is strictly necessary to keep you signed in to the client portal and is therefore not part of this choice.

We update this notice when the service or the law changes, and we show the review date at the top of this page. Material changes affecting client accounts will be communicated through the portal or by email.