Privacy Policy

The responsible party is Red Hot GRA & Mayo (Pty) Ltd, registration number 2020/010797/07, trading as Firmhub, of 31 Buffelsdoorn Street, Klerksdorp, 2157 (operating from 8 Klipspringer Street, Mbombela, 1201). Our Information Officer is Gerhard Visser, reachable at gerhard@firmhub.co.za or 013 747 2749.

• Responsible party. For information about website visitors, people who enquire, and the people who use Firmhub accounts, we decide why and how the information is used.
• Operator. For the client information that a practice loads into Firmhub, the practice is the responsible party. We process that information only on the practice's instructions and under our agreement with it. If you are a client of a practice that uses Firmhub and want to exercise your rights, please contact that practice.

• Enquiries and demos: name, practice name, email, phone number, number of staff, your message and booking details.
• Accounts and billing: user names, work email addresses, roles, billing contacts and subscription details. Card or bank details are handled by our payment provider Paystack.
• Technical: IP address, device and browser type, pages visited and cookies.
• Chat assistant: the messages you send to the AI assistant on our website.
• Client data loaded by practices: handled as an operator, as described above.

To respond to enquiries and book demos. To provide, support and bill for the Service. To keep the Service secure. To improve our website and the Service. To send you information about Firmhub, with your consent or where the law allows, and you can opt out at any time. To comply with the law.

Our website has an automated AI assistant. It is not a person. The messages you send may be processed by our software and AI providers to answer you, and may be stored. Please do not enter sensitive information in the chat, such as ID numbers, bank details or passwords.

We do not sell personal information. We share it only with: service providers who help us run Firmhub, such as hosting, communications and customer management, scheduling, payments, analytics and AI providers, who must protect it and use it only for our purposes; anyone the law requires us to disclose it to; and a buyer or successor if the business is sold or restructured, with the same protections.

Some providers may store or process information outside South Africa. When they do, we take steps to make sure the information receives protection equal to POPIA, as section 72 of POPIA requires. Firmhub client data is hosted in Mpumalanga, South Africa.

We use reasonable technical and organisational measures to protect personal information, including encryption in transit and role-based access. If a breach compromises personal information, we will notify the Information Regulator and the affected people as POPIA requires.

We keep personal information only as long as we need it for the purposes above or as the law requires. Enquiry information is kept for 30 days. Account information is kept while your subscription is active and for the period the law requires afterwards. We then delete or de-identify it.

You may ask whether we hold your personal information and for a copy of it. You may ask us to correct or delete it. You may object to our processing it, including for direct marketing, and you may withdraw your consent at any time, which does not affect processing already done. To do so, email our Information Officer. We may need to verify your identity first. You may also complain to the Information Regulator at complaints.IR@inforegulator.org.za or www.inforegulator.org.za.

We use cookies and similar tools to make the website work, to understand how it is used and measure our marketing. You can control cookies in your browser settings. Blocking some cookies may affect how the website works.

The Service is for businesses and is not intended for anyone under 18.

We may update this policy. The updated version will be posted on this page with a new date.

For privacy questions, contact our Information Officer at gerhard@firmhub.co.za or 013 747 2749.