Your information and your choices.

Who we are

KivoraFlow Accounting operates an online business software service. Contact support@kivoraflow.co.za for privacy questions, personal-information requests or concerns about this policy.

For account administration, security, subscriptions and our own support, KivoraFlow determines the purposes of processing. When a business adds customer, supplier or employee records to a workspace, that business determines how those records are used and KivoraFlow processes them to provide the service. Contact the business first about its records; we can help route a request where appropriate.

Information we collect and why

We receive account, sign-in and verified-email information to authenticate users, protect access and administer subscriptions. You provide information when you register, use workspace features, contact support or submit feedback.

Workspace information may include customer and supplier contacts, invoices, quotes, accounting and payment records, documents, employee and payroll details, leave records and appointment information. We process these records to provide the workflows requested by authorised users, subject to their workspace permissions.

Appointment information includes contact details, services, dates, time zones, calendar assignments, attendee places, waitlist requests, notification choices and change history. It supports booking, capacity checks, rescheduling, cancellation and requested confirmations or reminders.

We process technical and delivery information, such as request identifiers, device or network information, errors and email-delivery outcomes, to secure, operate and troubleshoot the service. Information required for authentication or a requested workflow must be provided for that workflow to function.

Payments, AI and browser storage

Payment providers process payment credentials through their own services. KivoraFlow retains relevant payment references, outcomes and available masked details for billing and reconciliation. Do not put full card details or unnecessary sensitive information in notes or support messages.

When you use Kivora AI, the supported workflow may process your prompt, permitted workspace context and files you choose to submit through the configured AI service provider. Workspace permissions and confirmation requirements still apply. The Google Calendar integration does not send Google Calendar data to AI providers.

Essential cookies and browser storage support authentication, security, workspace preferences and service operation. Where optional advertising measurement is configured, the website offers consent controls. You can change those choices through the privacy controls and manage browser storage in your browser; blocking essential storage can affect sign-in or other functions.

Optional Google Calendar access

Where Google Calendar sync is available, it starts only after an authorised workspace user grants access and selects a writable calendar. The requested permissions allow KivoraFlow to list subscribed calendars and view or edit events on calendars the Google account can access. Selecting a calendar in KivoraFlow directs the integration to that calendar; it does not narrow the underlying Google permission.

We use the calendar list for selection and process selected-calendar event identifiers, timing, time zones, busy status and sync metadata to protect availability and synchronise linked appointments. Access and refresh tokens are stored encrypted. This integration does not request Gmail, Google Contacts or Google Drive access.

Exported appointments use a generic event title. Customer contact details and private appointment notes are not included in exported events. Imported changes remain subject to booking rules and conflict checks.

KivoraFlow’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google Calendar data is used only to provide or improve the visible scheduling integration. It is not sold, used for advertising or used to train general-purpose AI models. Human access is permitted only with your affirmative agreement for specific data, where necessary for security, to comply with applicable law, or for permitted internal operations using aggregated and anonymised data under that policy.

Disconnecting stops sync and removes the stored Google credential. It does not delete events already in Google or retained appointment and audit history. You can also revoke access through your Google Account’s third-party connections settings. Contact support to request deletion of eligible retained integration information.

Who receives information

Authorised workspace users receive access according to their roles. Customers and other intended recipients receive documents, invitations or appointment messages sent through the service. Businesses are responsible for the recipients and access they authorise.

Service providers process information needed for authentication, hosting, storage, transactional email, payment processing and supported AI features. These include Clerk, Railway, Resend, PayFast and OpenAI where the corresponding feature is used. Google processes information when you choose to connect Google Calendar. Provider services also have their own privacy notices.

Information may be processed outside South Africa where a provider operates. We use applicable contractual and technical safeguards for those transfers. We may disclose information where required by law, to protect the service or people’s rights, or in a business transfer subject to applicable privacy obligations. We do not sell personal information.

Security and retention

We use access controls, workspace boundaries and encrypted connections to protect information. Calendar credentials are encrypted separately from ordinary booking records. No method of storage or transmission can guarantee complete security. Tell support promptly if you suspect unauthorised access.

We retain information for as long as needed to provide the service and meet applicable financial, legal, dispute-resolution and audit requirements. Retention depends on the record and purpose; cancelling an appointment or subscription does not automatically erase history. Eligible information is deleted or de-identified when it is no longer needed. Backup copies may remain until their normal replacement or expiry and are subject to access restrictions.

Your choices, requests and complaints

You may request access to or correction of your personal information, request eligible deletion, object to processing where applicable, or withdraw consent for optional processing. Withdrawal does not affect processing already lawfully performed. Legal, financial or audit obligations may limit deletion; we will explain applicable limits when responding.

Email support@kivoraflow.co.za with your request and enough information to identify the relevant account or business. Do not send passwords or full payment credentials. We verify identity and authority before releasing or changing protected records, and respond within applicable legal requirements. For records controlled by a workspace business, we may direct the request to that business.

You can manage appointment notification choices, use supported customer rescheduling and cancellation controls, disconnect Google Calendar and change optional advertising consent. You can raise a concern with us or lodge a complaint with South Africa’s Information Regulator.

Changes to this policy

We update this notice when the service or our processing practices change. The date above identifies the current version. We will provide additional notice of material changes where required and obtain consent where applicable.