Privacy policy

PRIVACY POLICY

ThriveVault Farm Solutions

Effective Date: 8 October 2026

Website: https://thrivevaultfarmsolutions.com

1. Introduction

ThriveVault Farm Solutions ("ThriveVault", "we", "us" or "our") is a South African sole proprietorship providing custom-developed agricultural software.

We respect the privacy of our customers, website visitors and individuals whose personal information may be processed through our services.

This Privacy Policy explains how we collect, use, disclose, store and protect personal information, including our obligations under South Africa's Protection of Personal Information Act (POPIA).

This Policy applies to our website, software enquiries, quotations, orders, licences, support communications and any personal information we process while providing our services.

2. Business and Privacy Contact

Business: ThriveVault Farm Solutions

Business owner and privacy contact: Anzél Swart

Location: Upington, 8800, South Africa

Email: thrive-vault@hotmail.com

Website: https://thrivevaultfarmsolutions.com

Requests relating to personal information may be sent to the email address above.

3. Personal Information We Collect

Depending on how you interact with us, we may collect:

Name and surname
Business and farm name
Email address and telephone number
Province and business contact details
Farming type and software requirements
Details submitted through enquiry forms
Quotations, invoices and order information
Payment references and payment confirmation details
Software registration and licence information
Activation and renewal dates
Customer correspondence and support requests
Files voluntarily supplied for technical assistance
Website usage and technical information collected through our website platform

We aim to collect only information reasonably necessary for our stated business purposes.

4. How We Collect Information

We may collect information when you:

Visit our website
Complete our Build My Farm Software request form
Contact us by email or another communication channel
Request or accept a quotation
Purchase software development services
Register or renew a software licence
Request technical assistance
Voluntarily provide files or records for authorised support

Some website technical information may also be collected automatically through Shopify and configured website technologies.

5. Why We Use Personal Information

We process relevant personal information to:

Respond to enquiries
Understand requested agricultural software functionality
Prepare quotations and proposals
Develop and deliver agreed software
Process and reconcile payments
Maintain customer and licence records
Arrange installation or initial setup
Send software activation and renewal communications
Respond to support requests
Maintain accounting and business records
Protect our systems and prevent misuse
Meet applicable legal obligations

We will not use personal information for an incompatible purpose without an appropriate lawful basis.

6. Voluntary and Required Information

Submitting an initial software enquiry is voluntary.

However, certain information, such as contact details and a description of software requirements, is necessary for us to respond meaningfully.

Where a customer proceeds with a paid service, additional information may be required for invoicing, performance of the agreement and recordkeeping.

Failure to provide necessary information may prevent us from supplying the requested service.

7. Lawful Processing

Depending on the circumstances, we process personal information where necessary for an agreed service, to comply with a legal obligation, with appropriate consent or on another basis permitted by POPIA.

Consent may be withdrawn where processing depends on consent, subject to applicable legal limitations.

We do not treat agreement to receive service communications as automatic consent to unrelated direct marketing.

8. Customer Farming Data

ThriveVault develops software for managing agricultural operational records.

Depending on the application, these records may include farm blocks, spraying, fertiliser, irrigation, livestock, production, inventory, employee administration and compliance information.

Our software applications generally store operational farming data locally on the customer's own computer, unless the particular project expressly provides for another storage arrangement.

ThriveVault does not automatically receive all farming records entered into locally installed software.

Customers retain control of their farming data, subject to applicable legal rights and responsibilities.

Where the customer uses software to manage employees' personal information, the customer is ordinarily responsible for establishing a lawful basis to collect and use that information.

The parties' respective POPIA responsibilities may require further agreement where ThriveVault processes information on the customer's behalf.

9. Local Storage and Backups

Local storage means farming information may remain on the customer's device instead of being automatically uploaded to an online database.

Some applications provide a manual Backup/Restore function.

Unless expressly agreed:

Automatic cloud backup is not included.
Local records are not continuously synchronised to ThriveVault.
Customers are responsible for maintaining appropriate backups.
Backup functionality depends on the specific software application.

Customers should store backup copies securely and protect devices against unauthorised access, theft, malware and accidental loss.

10. Remote Support and Customer Files

With appropriate authorisation, technical support may involve remote access to a customer's computer or the customer providing files for troubleshooting.

Depending on the issue, such files may contain operational records or personal information.

We will seek to access or receive only information reasonably required to provide the requested assistance.

Support information will be used for the authorised purpose and handled with reasonable security measures.

Where applicable, additional arrangements may be required for sensitive information, employee data or other records supplied during technical support.

11. Shopify and Service Providers

Our website uses Shopify to provide online-store functionality, including website hosting, customer enquiries, orders and administrative services.

Shopify and other service providers involved in website operation, communications, invoicing or technical support may process relevant personal information for their respective services.

We aim to share only information reasonably necessary for a legitimate business purpose.

Service providers may be subject to their own privacy terms and applicable data-protection obligations.

For additional information about Shopify's processing practices, visit:

https://www.shopify.com/legal/privacy

12. Payments and Financial Information

Where payment is made through electronic funds transfer (EFT), we may receive payment confirmations, bank payment references and related transaction information.

We use this information to reconcile invoices and maintain appropriate financial records.

We do not require customers to send their internet banking passwords or confidential banking login credentials.

Customers should only make payments using banking instructions confirmed through our authorised business communications.

13. Cookies and Website Analytics

Our Shopify website may use cookies and similar technologies to support essential website functions, security, performance and, depending on our enabled settings, analytics or other features.

Some cookies may be necessary for the website to operate.

Additional cookies or tracking technologies may require user choice or consent, depending on applicable law and the technologies enabled.

Visitors should consult any available cookie banner or privacy preference controls to manage their choices.

We will review website tracking settings and update this Policy where necessary if additional analytics, advertising pixels or marketing integrations are introduced.

14. Information Sharing

We do not sell customer farming records as a business service.

We may share relevant personal information where reasonably necessary to:

Operate our website and business systems
Provide agreed services
Receive professional accounting or legal assistance
Process business communications
Comply with lawful requests or legal obligations
Protect legitimate rights or investigate suspected misuse

We do not authorise third parties to use confidential customer farming records for unrelated purposes merely because technical assistance has been requested.

15. International Processing

Some online platforms and service providers, including Shopify, may process or store information outside South Africa.

Where cross-border transfers occur, we will take reasonable steps to ensure an appropriate lawful basis and safeguards in accordance with applicable POPIA requirements.

The applicable countries, infrastructure and safeguards depend on the providers and services in use.

16. Information Security

We aim to implement reasonable technical and organisational safeguards appropriate to the information we process.

These may include access restrictions, account protection, controlled sharing of files and reasonable precautions when providing technical assistance.

No electronic system or transmission method is entirely free from risk.

Customers are responsible for protecting their own devices, software access details and local farming data.

Where a security compromise involving personal information occurs, we will assess and respond to it in accordance with applicable law, including any required notifications.

17. Information Retention

We retain personal information only for as long as reasonably necessary for the relevant purpose, an applicable agreement, legitimate recordkeeping requirements or legal obligations.

Different retention periods may apply to enquiries, invoices, licence registrations, correspondence and support materials.

Information that is no longer required will be deleted, destroyed or de-identified where appropriate and legally permitted.

Customer farming information held exclusively on the customer's own computer is not automatically deleted or controlled by ThriveVault.

Support files received by ThriveVault will be handled according to the purpose for which they were provided, relevant operational requirements and applicable law.

18. Your POPIA Rights

Subject to applicable legal requirements, individuals may request to:

Confirm whether we hold personal information about them
Obtain access to their personal information
Request correction or updating of inaccurate information
Request deletion or destruction where legally appropriate
Object to processing in circumstances permitted by law
Withdraw consent where processing is consent-based
Lodge a complaint with the South African Information Regulator

Requests may be submitted to thrive-vault@hotmail.com.

We may request reasonable identity verification before disclosing or changing personal information.

Requests will be handled in accordance with applicable legal requirements.

19. Children's Personal Information

Our services are intended primarily for farming businesses and authorised adult users.

We do not intentionally solicit personal information directly from children for independent software purchases.

If a software application is required to process children's personal information, the customer must ensure that an appropriate lawful basis and any necessary safeguards or authorisations are in place.

20. Changes and Contact

We may update this Privacy Policy to reflect changes to our services, data handling practices, technology or applicable legal requirements.

The effective date will be updated when appropriate.

For privacy questions, access requests, correction requests or concerns about personal information, contact:

ThriveVault Farm Solutions

Privacy contact: Anzél Swart

Upington, 8800, South Africa

Email: thrive-vault@hotmail.com

Website: https://thrivevaultfarmsolutions.com

You may also contact the South African Information Regulator through its official website:

https://inforegulator.org.za

ThriveVault Farm Solutions

Your Farm. Your Needs. Your Software.