01 Who we are

Incasu (Pty) Ltd is a South African custom software and data management company, trading as Incasu.

• Registration number: 2000/010067/07
• Email: info@incasu.co.za
• Phone: 012 658 0018

Incasu operates as a fully remote business and does not maintain a public office address.

02 Our Information Officer

Under POPIA, every organisation must appoint an Information Officer responsible for how personal information is handled. Incasu’s Information Officer can be contacted at info@incasu.co.za for any question, request, or concern about how your personal information is processed.

03 Personal information we collect

Contact form enquiries

When you use our contact form, we collect the details you provide — such as your name, email address, the nature of your enquiry, and any information you choose to include about your business needs (for example, whether you’re asking about business intelligence, custom software, or system integration).

Job applications

If you apply for a role through our contact form’s “Employment Opportunities” option, we may collect your CV/résumé, cover letter, and any personal information contained in them — such as your employment history, qualifications, and referee contact details. This is used solely to assess your application.

Staff accounts and login security

Incasu staff who log in to our private staff area have a user account containing a username, email address, and password. If two-factor authentication or a passkey is set up, Wordfence (our security plugin) stores the related security data needed to verify future logins. We also log login activity and IP addresses for staff accounts, purely to detect and prevent unauthorised access.

Website security and activity logs

For registered users (staff), our security plugins keep a record of account-related activity — such as content created, updated, or removed while logged in — and general security events (like failed login attempts). This information is used only to protect the site and is not used for marketing or shared externally.

04 How we use your information

We use the personal information described above to:

• Respond to your enquiry and provide the information or service you’ve asked for
• Assess job applications submitted through our website
• Provide staff with secure access to our internal systems
• Detect, investigate, and prevent unauthorised access or misuse of our website
• Understand how visitors use our website, so we can improve it
• Meet our legal and regulatory obligations

We do not sell your personal information, and we do not use it for purposes beyond what’s described in this policy without asking you first.

05 Cookies and website analytics

Google Analytics

We use Google Analytics to understand how visitors use our website — such as which pages are viewed and how people find us — so we can improve the site over time. Google Analytics uses cookies to collect this information, which may include your IP address and general browsing behaviour on our site. This data is processed by Google in line with Google’s own privacy policy. You can opt out of Google Analytics tracking using your browser settings or Google’s browser opt-out add-on.

Caching

Our website uses caching (via LiteSpeed Cache) to load pages faster and provide a better browsing experience. This stores a temporary copy of pages you visit; cache files are never accessed by third parties except where necessary for technical support from the caching plugin’s vendor, and expire on a schedule we control. We may use QUIC.cloud services to process and cache website data temporarily — see QUIC.cloud’s privacy policy for details.

06 Sharing with service providers

We share limited personal information with trusted service providers who help us run our website and business, including:

• Our website hosting provider, which stores our website’s data
• Wordfence, which provides login security, two-factor authentication, and passkey services for staff accounts
• Google Analytics, for website usage insights
• QUIC.cloud, for website caching and performance

These providers only process personal information on our instruction and for the purposes described in this policy. We do not share your information with third parties for their own marketing purposes.

07 Cross-border storage and processing

Some of the service providers listed above (such as Google Analytics and QUIC.cloud) may process or store information on servers located outside South Africa. Where this happens, we rely on providers with their own recognised data protection standards, in line with POPIA’s requirements for information transferred across borders.

08 How long we keep information

• General enquiries: kept for up to 24 months, or until the matter is resolved and no further engagement is expected
• Job applications: kept for up to 12 months, unless you’re appointed (in which case it forms part of your employment record) or you ask us to remove it sooner
• Staff account data: kept for the duration of employment, plus any period required by law afterward
• Security and activity logs: retained only as long as needed for security purposes, on a rolling basis

09 How we protect your information

We use reasonable technical and organisational measures to keep your information secure, including two-factor authentication and passkey support for staff accounts, restricted access to our staff systems, regular security monitoring, and routine backups. No system is completely immune to risk, but we take these steps seriously and review them on an ongoing basis.

10 Your rights under POPIA

You have the right to:

• Ask us what personal information we hold about you
• Ask us to correct information that’s inaccurate or out of date
• Ask us to delete your information, where we’re not required to keep it
• Object to how we’re using your information
• Withdraw consent, where our use of your information is based on consent

To exercise any of these rights, contact our Information Officer at info@incasu.co.za.

11 Children’s information

Our website is intended for business use and is not directed at children. We do not knowingly collect personal information from children under 18.

12 Access to information (PAIA)

Separately from POPIA, the Promotion of Access to Information Act (PAIA) gives you the right to request access to information we hold. See our PAIA page for more detail — our PAIA manual is available on request via info@incasu.co.za.

13 Complaints

If you’re unhappy with how we’ve handled your personal information, please contact us first at info@incasu.co.za so we can try to resolve it. You also have the right to lodge a complaint directly with South Africa’s Information Regulator:

• Email: enquiries@inforegulator.org.za
• Phone: 010 023 5200 (Toll free: 0800 017 160)
• Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
• Website: inforegulator.org.za

14 Changes to this policy

We may update this policy from time to time as our website or business practices change. The “last updated” date at the top of this page reflects the most recent version — we recommend checking back periodically.

15 Contact us

If you have any questions about this policy or how we handle your personal information, contact us at:

• Incasu (Pty) Ltd (Reg. 2000/010067/07)
• Email: info@incasu.co.za
• Phone: 012 658 0018