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: Third-party vendors who assist in providing our services (hosting, payment processing, email delivery)
• 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 these rights, please contact us at hello@khula-erp.com.

8. Cookies and Tracking

We use cookies and similar tracking technologies to track activity on our service and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

We use essential cookies for authentication and security, and analytics cookies to understand how our service is used.

9. International Data Transfers

Your information may be transferred to and maintained on servers located outside of South Africa. We ensure that any such transfers comply with applicable data protection laws and that your information remains protected.

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