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Privacy Policy

Effective Date: 23 February 2026

1. Introduction

BillingOnline (“BillingOnline”, “we”, “us”, “our”) is committed to protecting the privacy of our clients, customers, and website users. This Privacy Policy explains how we collect, use, share, and protect personal information in line with the Protection of Personal Information Act, 2013 (POPIA) in South Africa.

By using our website, portals, dashboards, or related services (collectively, the “Platform”), you agree to the practices described in this Policy.

2. Information We Collect

We may collect the following categories of personal information:

  • Contact Information: Name, email address, phone number, and physical address.

  • Account Information: Login details and basic profile information (where applicable).

  • Identification Information: ID numbers or other government-issued identification (only where required for onboarding, compliance, or contractual purposes).

  • Metering / Service Information: Property or site details, meter numbers, consumption or usage readings, and related service data (where applicable).

  • Usage Data: How you use our Platform, services, and features.

  • Technical Data: IP address, device identifiers, browser type, operating system, and similar data collected through cookies and related technologies.

3. How We Collect Information

We collect personal information through:

  • Direct interactions: When you fill in forms, request a quote, contact us, register an account, or use our services.

  • Automated technologies: Cookies and similar tools when you use or browse the Platform.

  • Third parties: Service providers, partners, or authorized representatives (only where they have a lawful basis to share the information with us).

4. Why We Collect Personal Information (Purpose)

We use your personal information to:

  • Deliver services: Provide access to metering dashboards, reports, billing-related insights, and support services.

  • Customer support: Respond to requests, queries, troubleshooting, and account assistance.

  • Platform operations: Maintain, improve, secure, and optimize performance and user experience.

  • Marketing (where permitted): Send updates or promotional communications only where you have consented or where lawful.

  • Legal and compliance: Meet legal obligations, prevent fraud, enforce terms, and protect our rights.

5. Disclosure / Sharing of Personal Information

  • We may share personal information with:

    • Service providers: Trusted third parties that help us operate the Platform (hosting, communications, analytics, support tools, payment processors, installers/field service teams where applicable).

    • Legal authorities: Where required by law, court order, or to protect our legal rights.

    • Business transfers: If BillingOnline is involved in a merger, acquisition, restructuring, or sale of assets, personal information may be transferred as part of that transaction, subject to confidentiality and lawful processing.

    We do not sell your personal information.

6. Cross-Border Data Transfers

If we transfer personal information outside South Africa, we will ensure there are appropriate safeguards in place, including (where applicable) that the recipient country has adequate data protection laws or that contractual protections are implemented to safeguard your information.

7. Data Security

We implement reasonable technical and organisational security measures to protect personal information against unauthorised access, loss, misuse, alteration, or destruction.
No system is 100% secure, but we work hard to keep your data protected.

8. Data Retention

We retain personal information only as long as necessary for the purposes set out in this Policy, unless a longer retention period is required or permitted by law (for example, record-keeping and compliance requirements).

9. Your Rights Under POPIA

You have the right to:

  • Access: Request confirmation of whether we hold your personal information and access to it.

  • Correction: Request correction or updating of inaccurate, incomplete, or outdated information.

  • Deletion: Request deletion of personal information (where legally allowed).

  • Objection: Object to the processing of your personal information in certain circumstances.

  • Withdraw consent: Where processing is based on consent, you may withdraw consent at any time (this won’t affect prior lawful processing).

  • Complain: Lodge a complaint with the Information Regulator of South Africa.

10. Cookies & Tracking Technologies

We use cookies and similar technologies to:

  • improve user experience,

  • understand traffic and usage patterns,

  • help the Platform function properly.

You can control cookies through your browser settings. Disabling cookies may affect certain Platform features.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our Platform. Changes take effect from the updated effective date displayed at the top.

12. Contact Us

If you have questions about this Privacy Policy or how we process personal information, contact:

BillingOnline
Email: info@billingonline.co.za

13. Suspension & Termination

We may suspend or terminate access (with or without notice) if:

  • we suspect unauthorized use, fraud, abuse, or security risk;

  • you breach these Terms; or

  • required to do so by law or a competent authority.

14. Changes to These Terms

We may update these Terms at any time. Updates will be posted on this page and become effective immediately from the posted effective date. Continued use after changes means you accept the updated Terms.

15. Governing Law

These Terms are governed by the laws of the Republic of South Africa, and disputes will be handled in South African courts with appropriate jurisdiction.

16. Contact Us

For any questions about these Terms, contact:
BillingOnline
Email: info@billingonline.co.za