Privacy Policy

Last updated: 8 June 2026

Syncra ("Syncra", "we", "us") is a product of CoastalTechSolutions. This policy explains what personal information we collect through the Syncra mobile app and website, how we use it, and the rights you have under South Africa's Protection of Personal Information Act (POPIA).

By creating a Syncra account you agree to this policy.

1. Who this policy covers

It covers two groups: account holders (contractors and their team members who use Syncra to run their business) and the customers whose details an account holder adds to manage quotes, jobs and invoices. If you are a customer of a Syncra account holder, that contractor is the responsible party for your data and Syncra processes it on their behalf.

2. Information we collect

Account & business details — your name, email, phone number, business name, logo, VAT number and banking details (used on your quotes/invoices).
Customer records you create — the names, contact details, addresses and notes you add for your own customers.
Business documents — quotes, jobs, invoices, payment records and service contracts you create.
Photos — job photos and a business logo you choose to capture or upload.
Contacts — only a contact you explicitly choose to import; we do not upload your address book.
Device & diagnostic data — error reports and a push-notification token, used to keep the app reliable and deliver reminders.

3. How we use your information

To provide the app — creating and syncing your quotes, jobs, invoices and schedule.
To send job reminders, payment alerts and other notifications you enable.
To generate branded PDF documents and, where you choose, send them by WhatsApp or email.
To secure your account (including biometric sign-in on your device) and prevent abuse.
To diagnose and fix problems via error reports.

We do not sell your personal information, and we do not use third-party advertising networks.

4. Permissions the app requests

Camera — to take job photos and capture your business logo.
Photos / storage — to attach images from your gallery.
Notifications — to send job and payment reminders.
Contacts — only when you choose to import a customer.
Biometrics — for optional fingerprint/face sign-in.

Each permission is requested only when needed, and the app continues to work if you decline (you can enter details or pick files manually instead).

5. Sharing & processors

We share data only with the service providers needed to run Syncra — for example cloud hosting and storage (Microsoft Azure), push notifications (Google Firebase) and, where you initiate a payment, your chosen payment gateway (e.g. PayFast, Yoco or Ozow). These providers process data under contract and only as instructed. We may disclose information if required by law.

6. Storage & security

Your data is stored on secured cloud infrastructure and transmitted over encrypted (HTTPS) connections. Syncra is offline-first: business data is also cached on your device so you can work without signal, and synced when you reconnect. We apply reasonable technical and organisational safeguards to protect your information.

7. Data retention

We keep your information only for as long as we need it. Our retention schedule:

While your account is active — we retain your organisation, business and customer data so the Service works.
After you cancel or your account is closed — we keep your data for 12 months so you can re-instate or export it. After that it is permanently deleted or anonymised, except as noted below.
Financial records (invoices, payments and tax-relevant records) — retained for 5 years as required by South African tax law (Tax Administration Act), in minimised form where possible, even after personal details are removed.
Backups — routine encrypted backups are rotated and purged within 90 days, so deleted data clears from backups within that window.
On an erasure request — we anonymise personal details promptly while retaining the financial records the law requires us to keep.

8. Your rights (POPIA)

You can, at any time:

Access and export your data — in the app under Settings → Data & Privacy.
Correct inaccurate information.
Request erasure — personal details are anonymised while financial records are retained for compliance.
Object to certain processing or withdraw consent.

Account holders can also action data export and erasure for their own customers from within the app.

9. Children

Syncra is a business tool intended for users aged 18 and over and is not directed at children.

10. Changes to this policy

We may update this policy from time to time. Material changes will be reflected here with a new "last updated" date.

11. Contact us

For any privacy question or to exercise your rights, contact us at privacy@syncra.co.za.