Privacy policy

Effective 8 October 2026. Version 2026-10-08.

This policy explains how FusionSplice ("FusionSplice", "we") collects, uses, protects and shares personal information on the FusionSplice platform, as required by the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Two kinds of information, two roles

Information about you, our customer. When your business signs up, we collect the details of your business and of the people who use the platform. For this information we are the responsible party under POPIA.

Information you put into the platform. Your business uses the platform to keep records about its own customers, staff, suppliers and members, for example invoices, bookings, rosters, emails and documents. For this information your business is the responsible party and FusionSplice is its operator: we process it only on your instructions and only to provide the platform to you (sections 20 and 21 of POPIA).

2. What we collect

• Business details: registered and trading name, registration, VAT, tax and PAYE numbers, B-BBEE level, addresses and contact details.
• User accounts: name, email address, job title, phone number, role, an encrypted (hashed) password, sign-in times and, if switched on, two-factor sign-in settings.
• Platform records: whatever your business enters or connects, in the modules on your plan, such as customers, invoices, stock, sales, bookings, staff and shifts, jobs, documents, emails, chat conversations, members and assets.
• Technical information: IP address and browser details when you sign in, used for security (for example to stop repeated sign-in attempts) and kept in our server logs.
• Billing: what you pay FusionSplice and your payment status.

We use one cookie, to keep you signed in. We don't use advertising or tracking cookies.

3. Why we use it

• To provide the platform and the modules on your plan, and to support you.
• To keep accounts secure, prevent fraud and investigate problems.
• To bill you and keep the financial records the law requires.
• To produce reports for your business, such as the dashboard and the monthly business insights report.
• To tell you about changes to the platform or these terms.

We rely on our contract with you, our legal obligations, and our legitimate interest in running a secure service. We do not sell personal information, and we do not use your records for marketing.

4. AI features

Some modules (the email assistant, the customer chat assistant, document reading and the monthly insights report) send the information needed for that task to our AI provider, Anthropic, to produce a result. Under our agreement with them it is not used to train their models. We send only what the task needs. The monthly report is built from totals and your own names for products, suppliers and staff, not from the text of your customers' emails or chats.

5. Who we share it with

• Service providers who help us run the platform, under contracts that require them to protect it: our hosting provider, our AI provider, and, where you switch them on, email and WhatsApp messaging services.
• Your agency partner. If an agency onboarded your business, they see your business details, the services they handle for you and your messages with them. They do not see your module records unless you share them.
• Where the law requires it, for example a court order or SARS.

6. Where it is stored

Information is stored on secure servers run by our hosting provider, Hostinger. Some of our providers, including our AI provider, are outside South Africa. We only use providers in countries with adequate data protection laws, or bound by agreements that protect your information to the standard POPIA requires (section 72).

7. How we protect it

• All traffic is encrypted in transit (HTTPS).
• Passwords are stored hashed, never in plain text. Mailbox passwords, API keys and messaging tokens are encrypted.
• Each business can only ever see its own records. Users only see the modules their company admin gives them.
• Two-factor sign-in is required for FusionSplice staff with access to client information, and available to every user.
• Repeated failed sign-ins lock the account for a while.

If we become aware of a security compromise affecting your information, we will tell you and the Information Regulator as soon as reasonably possible, as section 22 of POPIA requires.

8. How long we keep it

We keep your records while your account is active. When you leave, your company admin can download everything and ask us to delete it. We then delete your module records, uploaded files and company profile, and close and anonymise your users' logins. We keep FusionSplice's own invoices and payment records for five years, because tax law requires it, and a short log of the deletion itself.

9. Your rights

You may ask what personal information we hold about you, ask us to correct or delete it, object to how we use it, and complain to the Information Regulator.

• Company admins can download all of their business's data at any time from Company settings, Your data.
• For any other request, contact our information officer (details below). We may need to confirm who you are first.
• If your request is about a business that uses FusionSplice (for example, you are one of their customers), please contact that business. We will help them respond.

Information Regulator (South Africa): inforegulator.org.za, complaints.IR@inforegulator.org.za.

10. Changes

If we change this policy in a way that matters, we will ask you to read and accept it again the next time you sign in.

Contact us

FusionSplice.
Information officer: contact us at the address below
Email: your FusionSplice account manager