Privacy Policy

1. Introduction

8tend ("8tend", "we", "our", "us") is a mobile-first operational visibility platform that helps organisations — schools, churches, clubs, academies, tutoring centres, aftercare and similar — manage scheduling, attendance, and communication with parents and members. 8tend is operated by SimpleApps (PTY) LTD.

This Privacy Policy explains how 8tend collects, processes, stores, and protects personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

By using 8tend — as an organisation, a staff member, or a parent — you acknowledge that you have read and understood this Privacy Policy.

2. Our Role Under POPIA

Under POPIA, 8tend acts in two capacities:

a. Operator (POPIA Section 20)

We process personal information on behalf of the organisations that use 8tend — schools, churches, clubs, academies, and similar. The organisation remains the Responsible Party, meaning it determines what data is collected, why, how long it is stored, and who within it may access it.

b. Responsible Party (limited cases)

We act as the Responsible Party only when collecting information directly from users of our website or platform, such as contact-form submissions, login information, support correspondence, and billing details.

3. Information We Collect

a. Organisation & member data (Operator role)

• Names and surnames of staff, parents, and students/members
• Email addresses and mobile/WhatsApp numbers
• Group, class, and schedule assignments
• Attendance records (present / absent / late / excused)
• Parent–child links and guardianship relationships
• Announcements, communications, and exclusion messages
• Organisation branding (logo, cover photo) and public profile details

b. System & technical data

• IP addresses, browser and device information
• Usage and system-access logs
• Push-notification device tokens (where notifications are enabled)

c. Account & billing information

• Organisation name and contact person
• Billing email and subscription/payment records (via Paystack)

4. How We Use Personal Information

a. To provide the service

• Managing schedules, sessions, and attendance
• Showing parents real-time visibility of their children's day
• Sending absence alerts, invites, and announcements via push notification and WhatsApp
• Hosting and storing organisation data with tenant isolation

b. To maintain security

• Access control, activity logs, system monitoring, fraud prevention

c. To support and maintain the platform

• Troubleshooting, technical support, bug fixes, and upgrades

d. To comply with South African law

Where required by applicable legislation.

5. How We Store & Protect Information

All data is stored securely using:

• Encrypted PostgreSQL databases
• Secure servers hosted in South Africa
• Strong password hashing and role-based access control
• Hard multi-tenant isolation (every record is scoped to its organisation)
• Firewalls, regular backups, and strict access logging

We do not sell data, share it with third parties for marketing, or mine/analyse organisation data for our own benefit.

6. When We Share Information

We only share personal information with:

• Cloud hosting providers
• Communication providers (push notifications via Firebase Cloud Messaging; WhatsApp and email for invites and alerts)
• Payment gateway (Paystack) for subscriptions
• Integrated services approved by the organisation

We never share information without contractual safeguards and the organisation's instruction.

7. Data Retention

Retention is determined by the organisation (Responsible Party). When an organisation deletes data, 8tend permanently removes it from the live system, and backups are purged on a scheduled basis.

8. Access by 8tend Staff

Access is strictly limited to support technicians, system administrators, and developers — and only when necessary to resolve technical issues, maintain the platform, or assist with a legitimate request. Access is audited. No 8tend employee may access or use organisation or parent data for any other purpose.

9. Rights of Data Subjects

Under POPIA, individuals have the right to:

• Access their information
• Request correction
• Request deletion (subject to the organisation's retention requirements)
• Withdraw consent (where applicable)
• Lodge a complaint with the Information Regulator

Requests may be submitted to hello8tend@gmail.com. We will coordinate the request with the relevant organisation (Responsible Party).

10. Children's Information

8tend is designed around students and children. Organisations using 8tend are responsible for obtaining parental or guardian consent where required before capturing a minor's information. Parents see only their own linked children, and child records are visible only to authorised staff within the same organisation.

11. Cookies & Tracking

8tend uses cookies and local storage for session management, security, and user preferences (such as keeping you signed in and remembering your organisation). You may disable cookies, but some features may not work.

12. Data Transfers Outside South Africa

8tend infrastructure is hosted in South Africa. Where a sub-processor (for example a push-notification provider) processes limited data outside SA, this is done under binding agreements and adequate protection per POPIA Section 72.

13. Organisation Responsibilities

Organisations using 8tend must:

• Ensure they have lawful grounds to collect personal information
• Inform their staff, parents, and members of their own POPIA compliance
• Obtain consent when required (including for minors)
• Keep login credentials secure and report any suspected breach

8tend cannot be held responsible for misuse of data by an organisation's staff.

14. Security Breach Notification

If a breach occurs we will:

• Notify affected organisations immediately
• Assist in notifying affected data subjects and the Information Regulator
• Support investigation and mitigation

15. Contact Information

For POPIA or privacy-related queries:

8tend — SimpleApps (PTY) LTD
📧 hello8tend@gmail.com
📍 South Africa

16. Changes to This Policy

We may update this policy from time to time. Changes will be posted on this page. Continued use of 8tend constitutes acceptance of the updated policy.