Terms & Conditions

CRM System Terms and Conditions – POPIA Compliance

Effective Date: 03 May 2025

By accessing and using the CRM system provided by AOLC (Pty) Ltd, you acknowledge and agree to the following terms related to the Protection of Personal Information Act (POPIA), Act 4 of 2013:

1. Purpose of Processing

You understand and agree that any personal information captured in this system—whether your own or that of third parties (e.g., customers, suppliers, or staff)—is processed for legitimate business purposes including, but not limited to:

  • Client management and communication

  • Quoting and invoicing

  • Contractual and service fulfilment

  • Reporting, auditing, and compliance

2. Consent to Process Personal Information

By using this system, you:

  • Voluntarily provide personal information,

  • Confirm that you are authorised to input the information of any third party, and

  • Consent to the collection, storage, and processing of personal data in accordance with POPIA and AOLC’s Privacy Policy.

3. Data Ownership and Responsibility

  • You remain the lawful owner (responsible party) of the data you capture.

  • AOLC acts as the operator in respect of the CRM infrastructure and hosting.

  • You are responsible for ensuring that data entered into the system is accurate, relevant, and collected with valid consent.

4. Data Security Measures

AOLC implements reasonable technical and organisational safeguards, including but not limited to:

  • Secure user authentication

  • Role-based access control

  • Encrypted backups and secure hosting
    However, it remains your responsibility to maintain good data hygiene and user access control on your end.

5. Data Subject Rights

You (and your data subjects) have the right to:

  • Request access to personal data,

  • Correct or delete inaccurate or outdated data,

  • Object to processing or withdraw consent (where applicable).

Requests can be sent to: info@aolc.co.za

6. Third-Party Access

No personal information will be shared with third parties without lawful justification or consent, except where required by law or necessary for service delivery (e.g., integrations with Xero, email services, hosting providers).

7. Breach Notification

AOLC will notify affected parties of any data breach or security incident within the timelines prescribed by POPIA.

8. Audit and Monitoring

All CRM activity may be logged and monitored to maintain integrity, security, and audit compliance. Logs may include timestamps, user IDs, IP addresses, and action types.

9. Policy Updates

These terms may be updated to reflect changes in legal or business practices. Users will be notified of any significant changes upon login or via email.

✅ By continuing to use this CRM system, you confirm that you have read, understood, and agreed to these terms.