This Privacy Policy describes how KhayaPro, operated by Silver Spectrum Solutions (Pty) Ltd, handles personal information collected through the KhayaPro platform. By registering for or using KhayaPro, you confirm that you have read and understood this Privacy Policy.

We take your privacy seriously and are committed to protecting personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”) and other applicable South African law.

In this Privacy Policy, the following words have the meanings set out below:

• KhayaPro — the digital platform and application operated by Silver Spectrum Solutions (Pty) Ltd for household worker management.
• Personal Information — information about an identifiable, living, natural person (or juristic person) as defined in POPIA.
• Processing — any activity performed on personal information, including collecting, storing, using, sharing, or deleting it.
• Responsible Party — the person or entity that determines the purpose and means of processing personal information (Silver Spectrum Solutions (Pty) Ltd in most cases).
• Data Subject — the person whose personal information is being processed.
• Operator — a service provider that processes personal information on behalf of the responsible party.
• POPIA — the Protection of Personal Information Act, 4 of 2013 (Republic of South Africa).

This Privacy Policy applies to all users of KhayaPro, including homeowners, co-owners, co-administrators, workers, and prospective users. It applies to all personal information processed through the KhayaPro platform, whether accessed via the web application, mobile application, or any other channel.

By using KhayaPro, you agree to the processing of your personal information as described in this Policy. If you do not agree, you should not use KhayaPro.

KhayaPro is operated by Silver Spectrum Solutions (Pty) Ltd (Reg No: 2016/397862/07). Silver Spectrum Solutions acts as the responsible party for platform-level personal information processing. Household users who capture or upload information about workers and other persons may also have independent responsibilities under POPIA regarding such information.

Contact: support@khayapro.com / info@silverspectrumsolutions.co.za · Phone: +27 83 554 9197 · PO Box 3233, Cresta, 2118.

KhayaPro is operated by Silver Spectrum Solutions (Pty) Ltd (Reg No: 2016/397862/07), PO Box 3233, Cresta, 2118. Email: info@silverspectrumsolutions.co.za / support@khayapro.com. Phone: +27 83 554 9197.

Under the Protection of Personal Information Act, 4 of 2013 (“POPIA”), Silver Spectrum will usually act as the responsible party for platform-level processing, while household users may also have responsibilities regarding information they upload or manage about workers and third parties.

This Privacy Policy applies to personal information we collect from users during registration and subscription, during use of the Platform, through documents and forms completed in the Platform, through support requests, through payment interactions, and through attendance or location-based features where enabled.

It applies to account holders, subscribers, employers/owners, co-administrators, workers, next of kin, emergency contacts, and prospective users.

7.1 Owner, Co-Owner and Account Information
Full name, email address, mobile number, login credentials, household name, household address, account setup details, subscription status, billing history, and account role information.

7.2 Worker / Helper Information
First name, surname, nickname, profile photo, mobile number, gender, date of birth, ID number or passport number, nationality, work-permit information, home/postal address, emergency contacts, next-of-kin details, and employment records such as role, start date, work schedule, salary, contracts, payslips, leave records, attendance logs, and work history.

7.3 Sensitive or Higher-Risk Information
KhayaPro may allow users to enter medical conditions, allergies, medication details, identity documents, permit details, location information linked to attendance, and bank details. We aim to process only what is necessary for the relevant purpose.

7.4 Attendance and Location Data
If clock-in or clock-out is used, we may process timestamps, attendance logs, and GPS or location coordinates. Location is used for attendance verification, not continuous tracking.

7.5 Documents and User Content
We may process contracts, payslips, house rules, leave submissions, shopping items, task lists, supporting images, profile records, and notes.

7.6 Payment and Billing Information
Payment reference numbers, subscription status, billing cycle information, payment confirmations, and gateway transaction metadata. Card details are processed by PayFast and are not stored by KhayaPro.

7.7 Technical, Device and Usage Information
Device type, browser type, operating system, IP address, app version, log data, session activity, crash and diagnostic information, and security events.

We collect information when you register or subscribe, when a household owner invites a co-admin or worker, when users complete onboarding forms, when users upload content or generate documents, when workers use attendance, leave, or task tools, when you make payments, when you contact support, and from integrated service providers such as payment gateways and cloud providers.

• Create and manage your account and household
• Enable KhayaPro features and onboard employers, co-admins and workers
• Generate payslips and employment documents
• Maintain attendance and leave records
• Process subscriptions and payments
• Provide support and maintain platform security
• Improve platform performance and fix technical issues
• Comply with applicable South African legal obligations
• Handle disputes, complaints, or security incidents

We do not use your personal information for third-party advertising and we do not sell it.

Depending on the context, we may process personal information on the grounds of consent, performance of a contract, compliance with legal obligations, protection of a legitimate interest of the data subject, and our legitimate interests in operating and securing the Platform.

If you submit, capture, or upload personal information about another person (such as a worker, next of kin, emergency contact, or co-owner), you confirm that you are authorised to provide that information or have obtained the necessary consent or other lawful basis. POPIA's requirements around lawful, minimal, and purpose-specific processing still apply.

KhayaPro may process information that requires additional care, such as medical notes, allergies, medication details, identity documents, permit details, and location records. We aim to process only what is necessary and to apply additional safeguards such as access controls and secure transmission.

KhayaPro is not directed at or intended for independent use by persons under the age of 18. We do not knowingly collect personal information from minors for their own user accounts. Any child-related records uploaded (such as dependants or emergency contacts) must be done lawfully and where necessary and authorised.

KhayaPro subscriptions may be billed through PayFast or another third-party payment gateway. We may receive limited transaction information such as transaction identifiers, payment status, and subscription references. We do not store card details. Payment processing is handled by the gateway under its own security and privacy controls.

We may use session cookies required for secure authentication. We may use local storage to remember preferences such as light or dark mode. We do not use third-party advertising cookies. If analytics or diagnostics technologies are introduced, they will be used for platform improvement and security, not for selling personal information.

We do not sell personal information. We may share it only where necessary with:

• Supabase — cloud hosting, authentication, and database services
• PayFast — payment processing (card details not shared with KhayaPro)
• App store or platform providers
• Diagnostics and security service providers
• Legal or regulatory authorities — where required by law
• Professional advisers — lawyers, auditors, or insurers where necessary
• Authorised household users — within the access permissions of the Platform

Service providers are expected to process information only for authorised purposes and with appropriate safeguards.

KhayaPro uses Supabase for database, authentication, storage, and cloud infrastructure. Data may be stored on secure, encrypted infrastructure and may be subject to Supabase's own privacy and security terms. Where Supabase or any other provider processes information outside South Africa, we will take reasonable steps to ensure the transfer is lawfully protected under POPIA.

Some of our service providers may store or process information outside South Africa. If this occurs, we will take reasonable steps to ensure such transfers are lawful and appropriately protected, including by using providers that maintain appropriate safeguards or contractual commitments.

We take reasonable technical and organisational measures to protect personal information, including:

• HTTPS/TLS encrypted connections for data in transit
• Hashed passwords and PINs — never stored in plain text
• Role-based access controls and environment safeguards
• Monitoring, incident response processes, and regular security reviews

While we take reasonable precautions, no digital system is completely immune to risk. Use a strong password, keep your login details private, and notify us if you suspect unauthorised access.

If there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will investigate and take steps required by applicable law, including notifications to the Information Regulator and affected data subjects where required.

We retain personal information for as long as reasonably necessary for the purposes described in this Policy, including active subscription administration, service delivery, record-keeping, dispute resolution, legal, tax, accounting, and regulatory obligations. Payslip, attendance, leave, and employment-related records may be retained to meet labour, tax, accounting, or dispute-resolution obligations.

You may request deletion of your account and personal data by contacting us. We aim to action valid deletion requests within 30 days, unless a longer period is required or retention is required by law, contractual obligation, dispute resolution, security, accounting, or regulatory requirements.

We take reasonable steps to keep personal information accurate and up to date. Users are also responsible for updating their own information and ensuring that information uploaded about others is correct, relevant, and not excessive.

Depending on the circumstances, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate, outdated, or incomplete information
• Delete your personal information (subject to legal obligations)
• Object to certain processing
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, contact us at support@khayapro.com.

Information Regulator (South Africa): inforegulator.org.za · POPIAComplaints@inforegulator.org.za · Toll-free: 0800 017 160

We may send service-related communications necessary for your subscription, account, billing, security, support, or important Platform updates. If we send promotional communications, we will do so in accordance with applicable law and you may opt out. Opting out of marketing will not stop essential service, billing, or security messages.

KhayaPro may contain links to third-party sites, products, or services. Those third parties operate under their own privacy terms and policies. We are not responsible for their privacy practices. You should review their privacy notices before sharing information with them.

KhayaPro operates in a digital environment involving electronic contracting, electronic communications, and electronic records. South Africa's Electronic Communications and Transactions Act provides the general legal framework for electronic transactions.

We may update this Privacy Policy from time to time to reflect legal, operational, technical, or product changes. The latest version will be made available through the Platform. We will notify users of significant changes via the app, website, or email where reasonably practical. Continued use of KhayaPro after changes take effect may amount to acceptance of the updated Policy, subject to applicable law.

For questions, access requests, correction requests, deletion requests, objections, complaints, or privacy-related concerns, contact:

Silver Spectrum Solutions (Pty) Ltd
Attention: Privacy / Information Officer
support@khayapro.com / info@silverspectrumsolutions.co.za
Phone: +27 83 554 9197
PO Box 3233, Cresta, 2118