Legal & policies
Operator agreement
Last updated: 1 November 2026
1. What we process for you
| Data subjects | Your clients and their contacts, suppliers, employees, and your own users |
| Information | Names, contact details, addresses, quotes, invoices, payments, job notes, and for payroll: ID numbers, tax numbers, salaries and banking details |
| Purpose | Providing the service: storing records, producing documents, sending them on your instruction, calculating payroll and reports |
| Duration | For as long as your account is open, plus the deletion period in clause 7 |
2. Your instructions
We process this information only to provide the service and as you instruct through the app, unless the law requires otherwise (in which case we tell you first, if the law allows). We never use it for our own purposes, sell it or market to your clients.
3. Your responsibilities
You confirm that you have a lawful basis for the information you capture, that you have told your clients and employees how you use it, and that you will deal with their requests to access, correct or delete it. The app lets you edit or delete client records and export everything.
4. Confidentiality and security
Everyone at Trade a Quote with access to your data is bound by confidentiality. We keep appropriate, reasonable technical and organisational measures in place as POPIA s19 requires: encryption in transit, tenant isolation, hashed passwords, role-based access, access logging and least-privilege administration. Our staff access your data only to provide support you ask for, or to keep the service secure.
5. Sub-operators
You authorise us to use the following providers, each bound by written terms at least as protective as these:
| Provider | Purpose | Location |
|---|---|---|
| Vercel Inc. | Application hosting and delivery | United States / global edge network |
| Neon Inc. | Database hosting | United States / European Union |
| Functional Software Inc. (Sentry) | Error alerts from our servers, so we can fix faults quickly | United States / European Union |
| Resend Inc. | Sending transactional email | United States |
| Google LLC | Optional “Sign in with Google”; website analytics if you allow it | United States |
| PayFast | Taking subscription payments for Trade a Quote plans | South Africa |
| PayFast / Yoco | Card payments, only when a business connects its own account | South Africa |
We will give you at least 30 days' notice by email of a new sub-operator, so you can object or close your account.
6. Security compromises
We will notify you without undue delay, and in any case within 72 hours of becoming aware, if your data is accessed or acquired by an unauthorised person (POPIA s21(2)). We will give you the information you need to notify the Information Regulator and the people affected, and help you do so.
7. When you leave
You can export your data at any time. When you delete your account we delete your data from live systems immediately, and from backups within 30 days, unless the law requires us to keep it.
8. Audits and help
We will answer reasonable questions about how we protect your data, and help you respond to requests from data subjects and the Information Regulator. Contact support@tradeaquote.co.za.