Privacy Policy

1. Information we collect

We collect only what the service needs to work:

• From tradespeople using Sorted: your WhatsApp phone number, your business name, your logo if you send one, and the banking details you give us to print on your quotes (bank, account number, branch code).
• The quotes and bills you send us: customer names and addresses, the work described, line items and amounts, and any photos or documents you forward.
• From your customers: when a customer opens or pays a quote, we record that it was opened, the payment amount and status, and whatever contact detail you gave us to send the quote to.
• Technical data: basic, aggregated page analytics. Our analytics are cookieless and do not profile individuals.

We do not collect card numbers. Card details are entered directly with our payment processor and never reach our servers.

2. How we use it

We use your information to build and send your quotes, to display them on your dashboard, to send you WhatsApp notifications (a quote opened, a payment received, a bill due), to process payments your customers make, and to answer your support enquiries.

We do not sell your personal information, and we do not share it with third parties for their own marketing.

3. Legal basis

We process your information to perform the agreement you enter into with us when you start using Sorted, to comply with our legal obligations (including financial record-keeping), and on the basis of our legitimate interest in keeping the service secure and working.

4. Who we share it with

We use the following processors, each only to the extent needed to run the service:

• Meta Platforms (WhatsApp Business Platform) — sending and receiving your WhatsApp messages.
• Paystack — processing card payments from your customers. Paystack handles card data as its own responsible party under its privacy policy.
• Supabase — encrypted database hosting.
• Anthropic (Claude) — reading your message to extract the quote or bill details. Content sent for extraction is not used to train models.
• Vercel — application hosting and cookieless analytics.

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

5. Cross-border transfers

Some of the processors above store or process data outside South Africa. Where that happens, we rely on the provider's contractual data-protection commitments, which POPIA section 72 permits, and we transfer no more than the service requires.

6. How long we keep it

Quotes, bills and payment records are kept for as long as your account is active, and afterwards for five years where South African financial record-keeping rules require it. You can delete individual bills and quotes from your dashboard at any time.

To delete your account and everything associated with it, email us at hello@quotinghub.co.za from the address you use with us, or send us a WhatsApp from your registered number. We action deletion requests within 30 days.

7. Security

Data is encrypted in transit and at rest. Access to your dashboard requires a one-time code sent to your WhatsApp number, and every API request is authenticated with a signed session token. Access to production data is limited to the people who need it to operate the service.

8. Your rights under POPIA

You may ask us what personal information we hold about you, ask us to correct or delete it, object to processing, or withdraw consent where we relied on it. Email hello@quotinghub.co.za and we will respond within 30 days at no charge.

If you are not satisfied with our response, you may complain to the Information Regulator (South Africa) at inforegulator.org.za.

9. Children

Sorted is a business tool and is not intended for anyone under 18. We do not knowingly collect information from children.

10. Changes to this policy

If we change this policy materially, we will update the date at the top of this page and notify active users on WhatsApp before the change takes effect.