Privacy policy
In short
- We collect only what we need to run our services, bill you and support you.
- We never sell your personal data.
- Card details go straight to our payment provider. We never see your full card number.
- You can ask to see, correct or delete your data at any time: [email protected].
- We follow Botswana's Data Protection Act, 2024.
1. Who is responsible
Vikaranet (Pty) Ltd, company number BW00010041782, Plot 360, Independence Avenue, Extension 4, Gaborone, is responsible for your personal data under this policy. For anything about your data, email [email protected].
When a business uses our software to process its own customers' or employees' data, for example payroll in ThebeLedger, that business is responsible for that data and we act on its instructions. Please contact that business first.
2. What we collect and why
| Data | Why we use it | Legal basis |
|---|---|---|
| Name, email, phone, company and job title | To create your account, answer enquiries, send quotes and provide support | Contract, or your request |
| Billing details: invoices, payments, billing address | To bill you, keep accounting records and meet tax law | Contract and legal obligation |
| Card details | Collected and processed by our payment provider to take payment. We receive only a confirmation and the last four digits. | Contract |
| What you store in our apps | To provide the service you signed up for | Contract |
| Technical data: IP address, device and browser, error logs | To keep our services secure, prevent fraud and fix problems | Legitimate interest |
| Voice recordings and messages sent to Tsala AI | To answer you and, only if you agree, to improve Tsala's Setswana | Your consent |
| Marketing preferences | To send news about our products, only if you opt in | Your consent |
3. Who we share it with
We share personal data only with service providers that help us run our business, under contracts that require them to protect it:
- Payment providers, to process card and mobile money payments;
- Cloudflare, which hosts our websites and web apps;
- Email and communication providers, to send messages you ask for;
- Google, if you buy through Google Play, and Google Fonts, which loads the typefaces on our website.
We may also disclose data where the law requires it, for example to BURS or a court. We never sell personal data.
4. Data sent outside Botswana
Some of our providers, including Cloudflare and Google, store or process data outside Botswana. We only use providers that protect personal data to a standard the Data Protection Act accepts, through adequacy, contractual safeguards or another lawful basis under the Act. DPA Manager is an exception: it runs on your own servers, so its data stays where you keep it.
5. How long we keep it
- Account data: while your account is open, then up to 12 months.
- Invoices and payment records: 7 years, as required for tax and accounting.
- Data in our apps: deleted within 30 days of the end of your subscription, unless you ask for an export.
- Enquiries that don't become customers: up to 2 years.
6. How we protect it
We use encryption in transit, access controls, multi-factor authentication for staff, activity logging and regular security reviews. If a breach affects your personal data and is likely to put you at risk, we will tell you without undue delay and notify the Information and Data Protection Commission within 72 hours, as the law requires.
7. Your rights
Under the Data Protection Act you can:
- ask for a copy of the personal data we hold about you;
- ask us to correct it, or to delete it where we no longer need it;
- object to our use of it, including for direct marketing at any time;
- withdraw consent you have given, without affecting what we did before.
Email [email protected]. We may ask you to confirm your identity and will reply within 30 days. If you are unhappy with our answer, you can complain to the Information and Data Protection Commission of Botswana.
8. Children
Our business services are for adults. Tsala AI can be used by children only with a parent or guardian, who gives consent on the child's behalf. We do not knowingly collect children's data without that consent, and we delete it if we learn we have.
9. Cookies
Our website uses no advertising or tracking cookies. Our web apps use essential cookies or local storage to keep you signed in and remember your settings. These are needed for the apps to work.
10. Changes
We will post any changes here with a new effective date, and tell account holders about important changes by email.