Privacy Policy

1. Introduction

This Privacy Policy explains how Travel Connections (Pty) Ltd ("we", "us", or "our") collects, uses, discloses, and protects your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) of South Africa.

By using our email signature management platform, you consent to the collection and use of your personal information as described in this Privacy Policy.

2. Personal Information We Collect

2.1 Account Information

When you register for an account, we collect:

• Full name
• Email address
• Password (encrypted)
• Account creation date

2.2 Signature Profile Information

To generate your email signature, we collect:

• First name and last name
• Job title/position
• Work email address
• Phone number
• Fax number (optional)
• Company website URL
• Company physical address
• Social media profile URLs (LinkedIn, Twitter, Instagram, Facebook) - optional

2.3 Technical Information

We automatically collect:

• IP address
• Browser type and version
• Operating system
• Device information
• Login timestamps
• Activity logs (actions performed within the system)

2.4 Consent Records

We maintain records of your consent to this Privacy Policy, including:

• Date and time of consent
• IP address at time of consent
• Version of Privacy Policy accepted

3. How We Use Your Personal Information

We process your personal information for the following lawful purposes under POPIA:

3.1 Service Provision (Contractual Performance)

• Create and maintain your user account
• Generate personalized email signatures
• Allow you to edit and update signature information
• Provide template assignment and management
• Enable signature export in various formats

3.2 System Administration (Legitimate Interest)

• Maintain system security and prevent fraud
• Monitor and analyze system performance
• Troubleshoot technical issues
• Audit system activities through activity logs
• Ensure compliance with our Terms of Service

3.3 Communication (Consent)

• Send welcome emails to new users
• Send password reset notifications
• Provide system notifications and updates
• Respond to support inquiries

3.4 Legal Compliance

• Comply with legal obligations
• Respond to lawful requests from authorities
• Protect our rights and interests

4. How We Share Your Information

We do NOT sell, rent, or trade your personal information. We may share your information only in the following limited circumstances:

4.1 Within Your Organization

Super Administrators within your organization can view:

• User account information
• Assigned templates
• Activity logs
• Signature profile data

4.2 Service Providers

We may share information with third-party service providers who assist us in:

• Cloud hosting services
• Email delivery services
• System monitoring and analytics

All service providers are contractually bound to protect your information and use it only for specified purposes.

4.3 Legal Requirements

We may disclose your information if required by law or in response to:

• Court orders or subpoenas
• Lawful requests from government authorities
• Legal proceedings
• Protection of our rights, property, or safety

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encryption: Passwords are encrypted using industry-standard hashing algorithms
• Secure Transmission: All data transmitted is protected using HTTPS/SSL encryption
• Access Controls: Role-based access controls limit who can view personal information
• Activity Logging: All system activities are logged for security monitoring
• Regular Backups: Data is regularly backed up to prevent loss
• Security Updates: Systems are regularly updated with security patches

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as:

• Your account remains active
• Needed to provide you with our services
• Required by law (e.g., tax, accounting requirements)
• Necessary for legitimate business purposes (e.g., security, audit)

When you delete your account, we will delete or anonymize your personal information within 30 days, unless we are required by law to retain it longer.

Activity Logs: System activity logs are retained for 12 months for security and audit purposes.

8. Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your login session
• Remember your preferences
• Provide security features (CSRF protection)
• Analyze system usage and performance

Essential Cookies: Required for the platform to function (e.g., session management, authentication)

You can control cookies through your browser settings, but disabling cookies may affect platform functionality.

9. Children's Privacy

Our platform is not intended for children under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. International Data Transfers

Your personal information is processed and stored in South Africa. If information is transferred outside of South Africa, we ensure appropriate safeguards are in place to protect your information in accordance with POPIA requirements.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated policy on this page
• Updating the "Last Updated" date
• Sending email notifications for material changes

Continued use of our platform after changes constitutes acceptance of the updated Privacy Policy.

12. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact: