Privacy policy
Version 1.1 · last updated 27 October 2026
In short: we collect only what we need to show you HireFlow, run your account and keep it secure. We never sell personal
information, we use no advertising or tracking cookies, and you can ask us at any time to see, correct or delete what we hold about you.
1.Who we are
This policy is from HireFlow (PTY) Ltd. (registration number 2026/828106/07), the company behind HireFlow ("we", "us"). Our address is 30 Vlottenburg Street Equestria pretoria 0184. It explains how we
handle personal information under the Protection of Personal Information Act, 2013 (POPIA). Our Information Officer is our director,
and you can reach them at buks@hireflow.cc.
2.Two different roles
- Our own information. For people who visit our website, ask for a demo, do the leak check or sign up, we decide what is collected and why. We are the "responsible party", and this policy covers that information.
- Our customers' information. Hire companies that use HireFlow capture information about their own customers, staff and drivers. For that information the hire company is the responsible party and we are only its "operator": we process it on the hire company's instructions to provide HireFlow, as set out in clause 6 of our terms and conditions. If you are a customer of a hire company that uses HireFlow, please contact that company about your information.
3.What we collect
- Leak check and demo requests: your name, company, phone number, email address and town, the answers you give about your business, and the date you sent them.
- HireFlow accounts: the name, email address and role of each user, your company's details, and your plan and payment records.
- Support: the questions you send us through the Help button, and the page you were on when you asked.
- Security and service records: sign-in times, IP addresses and an activity log of changes made in HireFlow, used to keep accounts safe and to stop misuse.
We don't collect special personal information (such as health or religious information) for ourselves, and HireFlow is not meant for children.
4.Why we use it
- To send you your leak check report, and to contact you about it and about a demo, because you ticked the consent box when you sent it.
- To create and run your HireFlow account, bill your subscription and give you support, because this is needed for our agreement with your company.
- To keep HireFlow secure, prevent fraud and abuse, and keep records the law requires, because these are our legal duties and legitimate interests.
- To improve HireFlow, using only combined, anonymous figures that identify no person or company.
5.Direct marketing
We only contact people about HireFlow by WhatsApp, phone or email when they have given consent (for example, by ticking the box on the leak check)
or when their company already uses HireFlow. You can stop this at any time: reply "stop" to any message, or email us, and we will
not contact you again for marketing.
6.Who we share it with
We never sell or rent personal information. We share it only with service providers that help us run HireFlow, and only as much as they need:
- Hetzner: hosts our servers and backups in the European Union.
- Brevo: sends our emails, such as leak check reports, sign-in emails and invoices.
- Anthropic: provides the AI that drafts messages and answers questions in HireFlow, including our support assistant in HireFlow, on our website and by email.
- PayFast: processes card and Instant EFT payments for HireFlow subscriptions. We never see or store your card number.
These providers must keep the information confidential and secure and may not use it for their own purposes. Some of them process information outside
South Africa; this happens only under the safeguards that section 72 of POPIA requires. We may also disclose information when the law requires it.
7.How we keep it safe
We use encrypted connections, store passwords only in a form that can't be read back, encrypt sensitive documents, limit access to the people who need it,
keep a sealed activity log, offer two-step sign-in and take nightly backups. If a security compromise affects your personal information, we will tell you and
the Information Regulator as POPIA requires.
8.How long we keep it
- Leak check and demo details: up to 24 months after our last contact with you, unless you ask us to delete them sooner.
- Account information: for as long as your company uses HireFlow, and then for 90 days so you can download your data, as our terms describe.
- Invoices, payment records and security logs: as long as tax and other laws require, usually 5 years.
9.Cookies
We use one essential cookie that keeps you signed in to HireFlow. We don't use advertising, analytics or tracking cookies, and we don't follow you to other websites.
10.Your rights
Under POPIA you may ask us to:
- confirm whether we hold personal information about you, and give you a copy of it;
- correct information that is wrong, or delete information we no longer need or should not have;
- stop using your information for direct marketing, or object to other uses;
- withdraw a consent you gave, without affecting what was done before.
Email buks@hireflow.cc and we will answer within 30 days. We may ask you to confirm who you are first. If you are not happy
with how we handled your information, you may complain to the Information Regulator of South Africa through its website,
inforegulator.org.za.
11.Changes to this policy
We may update this policy. The date at the top shows the latest version, and we will tell HireFlow customers by email about important changes.