Privacy Policy & POPIA Notice

EncoreCRM is a South African software-as-a-service platform built for DJs, MCs and event professionals. This notice explains how we handle personal information when you interact with our website, request a Guided Consultation, or use the platform.

• name and surname
• email address
• phone or WhatsApp number
• business name
• login and account information
• client and event information that you enter into the platform
• usage and technical data such as device, browser and access logs
• messages you send to support

• to handle Guided Consultation and onboarding requests
• to create and manage your account
• to provide the SaaS platform and your workspace
• to provide support
• to keep the platform secure and prevent abuse
• to communicate with you about your account and the service
• to improve the product
• to handle billing once paid plans are introduced

We process personal information for legitimate business purposes, to perform our contract with you, with your consent where required, to comply with legal obligations and to protect the security of the platform.

When you enter your clients' personal information into EncoreCRM, you act as the responsible party for that information and must ensure you have a lawful basis to collect and process it. EncoreCRM acts as an operator processing that information on your behalf.

Information may be stored in secure cloud systems operated by reputable infrastructure providers. We use reasonable technical and organisational safeguards to protect it.

We share personal information only with service providers needed to operate the platform, where required by law, to prevent abuse or fraud, or where you instruct us to do so.

Some of our infrastructure providers may host data outside South Africa. Where this happens, we use reasonable safeguards to protect personal information, in line with POPIA's requirements for cross-border transfers.

You may request access to, correction of, or deletion of personal information we hold about you, subject to reasonable legal, operational and security limits. You may also object to certain processing or lodge a complaint with the Information Regulator (South Africa).

Requests are handled subject to applicable law and to reasonable operational, legal and security limits, including our need to retain certain information for the purposes set out below.

We keep personal information only for as long as reasonably needed for platform operation, legal, billing, support and security purposes.

Where an account, workspace or subscription is cancelled, suspended, overdue or terminated, EncoreCRM may retain personal information for a limited period where reasonably required for lawful purposes, including:

• account recovery and reactivation
• billing and payment records
• legal and regulatory compliance
• dispute resolution
• security and fraud prevention
• backup management
• audit purposes
• responding to user requests
• enforcing our Terms of Service

EncoreCRM will not retain personal information longer than reasonably necessary for the purposes for which it is processed, unless retention is required or permitted by law. After the applicable retention period, information may be deleted, de-identified or anonymised.

We use reasonable technical and organisational safeguards to protect personal information. No system can be guaranteed to be 100% secure, and we cannot accept responsibility for unauthorised access that occurs despite reasonable safeguards.

For details on how cookies and similar technologies are used, please see our Cookie Notice.

To protect our forms from automated abuse we use Google reCAPTCHA v3. When you submit a form on this site, reCAPTCHA collects hardware and software information (such as device data and browser information) and sends it to Google for analysis. The information is used only for spam and abuse prevention.

Use of reCAPTCHA is subject to the Google Privacy Policy and Terms of Service.

Privacy questions can be sent to privacy@encorecrm.co.za or support@encorecrm.co.za.