Privacy Policy

ClientManager Privacy Policy

Introduction

Welcome to the ClientManager Privacy Policy! This document explains how ClientManager (Pty) Ltd ("Service Provider," "we," "us," or "our") collects, uses, and protects your data when you use our web-based financial planning customer relationship management system (the "Services"). This policy works hand-in-hand with our Software as a Service Terms and Conditions, which you can find on our website at www.clientmanager.co.za or www.financial-planning.co.za.

We're committed to protecting your privacy and handling your personal information responsibly and in compliance with all applicable data protection laws, especially South Africa's Protection of Personal Information Act 4 of 2013 ("POPI").

What Information Do We Collect?

When you use ClientManager, we collect different types of information, primarily what we call "Customer Data." This is the data that you, as the Customer, and your Authorised Users input into the system to use the Services. This includes:

Personal Information: This has the same meaning as defined in POPI. For financial planning services, this typically includes information about your clients ("Clients") that you enter into the CRM. This could be names, contact details, financial details, and other information relevant to their financial planning.
Operational Data: Information related to your practice task management, client relationships, and client interactions.
Usage Data: While not explicitly detailed as collected in the TOS, our systems might implicitly gather information about how you and your Authorised Users interact with the Services to ensure smooth operation and identify areas for improvement. However, we won't collect anything beyond what's necessary for providing the Services.

How Do We Use Your Information?

We use your Customer Data for the following purposes:

Providing the Services: The core reason we collect your data is to enable you and your Authorised Users to use the ClientManager CRM system effectively. This includes managing client relationships, tracking tasks, and facilitating client interactions.
Service Improvement: We may use aggregated and anonymised data to understand how our Services are being used, which helps us to make improvements and develop new features.
Customer Support: To provide you with the support services outlined in our Support Services Policy (Annexure A of our TOS), we may need to access your data to troubleshoot issues or answer your queries.
Billing and Account Management: To manage your subscription and process payments for the Software Plan you've chosen.
Security and Compliance: To ensure the security and reliability of our Services and to comply with our legal obligations under Data Protection Laws.

Who Do We Share Your Information With?

ClientManager is committed to keeping your data confidential. We won't share your Customer Data with third parties except in very limited circumstances:

Third-Party Providers: As mentioned in our Terms and Conditions (Clause 7), our Services may enable you to access or interact with third-party programmes. If you choose to use these, you do so at your own risk, and any data you share with them will be subject to their own privacy policies. ClientManager does not endorse or approve these third-party programmes.
Legal Requirements: We may disclose your information if required to do so by law, by any court of competent jurisdiction, or by any regulatory or administrative body.

We want to be clear: we will treat all your Customer Data as Confidential Information and won't sell or rent your personal information to anyone.

Data Security and Storage

We take the security of your Customer Data very seriously. Here's what we do:

We implement appropriate and reasonable technical and organisational measures to prevent the loss of, damage to, or unauthorised destruction of Customer Data and the unlawful access to or processing thereof.
We identify and maintain appropriate safeguards against reasonably foreseeable internal and external risks to your data.
We maintain a back-up of your Customer Data for a maximum period of 30 rolling calendar days . We highly recommend you download your own back-ups at regular intervals as well.

Please note that while we take extensive measures to protect your data, no data transmission over the internet or electronic storage method can be 100% secure.

Your Responsibilities Regarding Data

As the Customer, you have important responsibilities regarding the data you upload to ClientManager:

You are solely responsible for the legality, reliability, integrity, accuracy, and quality of your Customer Data, including any Personal Information.
You warrant that where Customer Data includes Personal Information (e.g., your Clients' data), you have obtained the necessary consent from those Clients to collect, process, and distribute their Personal Information, both inside and outside South Africa. This is crucial for your compliance with POPI.
You must ensure that your Customer Data is kept up to date .
You are responsible for downloading a back-up of your Customer Data maintained by the Service Provider at regular intervals.

International Data Transfers

We warrant that no Personal Information will be processed or sent outside the Republic of South Africa. However, if you access content from, correspond with, interact with, or use products and services of third parties via third-party programmes as part of the Services, we cannot warrant that your data won't be processed or sent outside South Africa by those third parties.

Data Breach Notification

In the unfortunate event of an unlawful or unauthorised access, disclosure, copying, destruction, or amendment to your Customer Data, or if it is suspected, we will notify you as soon as reasonably possible. This notification will include sufficient information to enable you to report the incident appropriately, as required by Data Protection Laws.

Your Rights

Under Data Protection Laws, you and your Clients may have certain rights regarding your personal information, such as the right to access, correct, or delete your data. For any requests related to your data or your Clients' data within ClientManager, please contact us using the details below.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any amendments will supersede and replace any previous Privacy Policies and will be made available as part of the Services and Documentation. Your continued use of the Services and Documentation after such changes signifies your acceptance of the updated policy.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please don't hesitate to get in touch:

ClientManager (Pty) Ltd
252 Gouws Avenue, Celtisdal, Centurion, 0157
Email: support@financial-planning.co.za