Privacy Policy

1. Introduction

Khula ERP ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our enterprise resource planning software and related services.

By using Khula ERP, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

We collect several types of information from and about users:

Personal Information

• Name and contact details (email address, phone number)
• Company name and business information
• Billing and payment information
• Account credentials

Business Data

• Financial records (invoices, payments, transactions)
• Customer and supplier information you input
• Inventory and product data
• Employee records (if using HR modules)

Usage Information

• Log data and analytics
• Device and browser information
• IP address and location data
• Feature usage patterns

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send technical notices, updates, and support messages
• Respond to your comments, questions, and requests
• Monitor and analyse trends, usage, and activities
• Detect, investigate, and prevent fraudulent or unauthorised activities
• Comply with legal obligations and protect our rights

4. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction.

• All data is encrypted in transit using TLS 1.3
• Data at rest is encrypted using AES-256 encryption
• Multi-tenant architecture with strict data isolation
• Regular security audits and penetration testing
• Role-based access control (RBAC)
• Comprehensive audit logging

5. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

When you terminate your account, we will delete or anonymise your data within 90 days, unless we are required to retain it for legal or regulatory purposes.

6. Data Sharing

We do not sell your personal information. We may share your information with:

• Service Providers: The operators we rely on to run the service. Today these are our cloud hosting and managed database provider, and Resend, which delivers the email generated when you submit the contact form on this website. Resend is based in the United States, so a message you send us through this site is processed outside South Africa.
• Legal Requirements: When required by law, court order, or governmental authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorise us to share your information

7. Your Rights

Under the Protection of Personal Information Act (POPIA) and other applicable laws, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information
• Object to processing of your personal information
• Request restriction of processing
• Data portability (receive your data in a structured format)
• Withdraw consent at any time

To exercise any of these rights, contact our Information Officer at hello@khula-erp.com. We will respond within 30 days.

If you are not satisfied with how we have handled your personal information, you may lodge a complaint with the Information Regulator (South Africa): complaints.IR@justice.gov.za or inforegulator.org.za.

7b. Responsible party, operator and special personal information

Where you are a Khula customer, you remain the responsible party for the personal information you load into the system about your own employees, customers and suppliers. Khula acts as your operator under section 20 of POPIA: we process that information on your instruction and for no purpose of our own.

Khula's HR and workforce-compliance modules can hold special personal information under section 26 of POPIA, including race or population group, disability status and health information, because employment equity, B-BBEE and COIDA reporting require it. We process that data only to provide those features to you, and the lawful basis is section 27(1)(b) — processing necessary to comply with an obligation of law.

8. Cookies and Tracking

This website sets no cookies and runs no analytics or tracking of any kind. There is nothing here to consent to, which is why you have not been shown a cookie banner.

The Khula application itself (separate from this website) uses strictly necessary cookies to keep you signed in. Those are required for the service to work and carry no tracking. If we add analytics to this website we will update this section before doing so.

9. International Data Transfers

Some of our operators process data outside South Africa — in particular Resend, which handles email from this website's contact form, and our hosting provider. Section 72 of POPIA permits this where the recipient is subject to laws or binding agreements that give substantially similar protection, and our agreements with these operators are the basis on which we rely.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

We encourage you to review this Privacy Policy periodically for any changes.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: hello@khula-erp.com
• Phone: 0860 KHULA ERP
• Address: Sandton, Johannesburg, South Africa