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Privacy Policy

This Privacy Policy will help you understand how Flex collects your personal information, and how this data is used, managed and secured.

Last updated 05/12/2024

Parties

Flex is a product of Codeo (Pty) Ltd (Registration Number: 2016/503663/07) ("Codeo"). When we refer to "Flex", "we", "our", or "us" in this Privacy Policy, we mean Codeo and its affiliated companies. When we refer to you, the user of Flex and our Services, we refer to you as the "User", "you", or "your", as appropriate.

Agreement

This Privacy Policy applies to your use of Flex and any related services (the "Services"). By using Flex, you agree to the terms of this Privacy Policy. If you do not agree with any part of this Privacy Policy, please do not use our services.

Data we collect

• Personal Data: When you use our website, we may collect personal data such as your name, email address, phone number, company name, and other information you provide through forms or account registration.
• Usage Data: We collect information about your interactions with our website, such as IP address, browser type, pages visited, and the time and date of your visit.
• Cookies and Tracking Technologies: We use cookies and similar technologies to enhance your experience on our website. You can manage your cookie preferences through your browser settings.

How we use your data

We process your personal data for the following purposes:

• To Provide and Improve Our Services: We use your data to operate and improve our website and to respond to your inquiries.
• To Communicate with You: We may use your email address or phone number to send you updates, marketing communications, and other information that may be of interest to you. You can opt-out of marketing communications at any time.
• To Ensure Security: We use your data to protect our website from fraud, abuse, and other illegal activities.
• To Comply with Legal Obligations: We may process your data to comply with applicable laws, regulations, and legal processes.

Legal basis for processing

Under GDPR, we rely on the following legal grounds to process your personal data:

• Consent: Where you have given us consent to process your data for specific purposes.
• Contractual Necessity: Where processing your data is necessary to perform a contract with you or to take steps at your request before entering into a contract.
• Legitimate Interests: We may process your data to pursue our legitimate interests, provided these interests are not overridden by your rights and freedoms.
• Legal Obligation: Where processing is necessary to comply with our legal obligations.

Data sharing and transfers

• Service Providers: We may share your data with third-party service providers who assist us in operating our website, conducting our business, or providing services to you.
• Legal Requirements: We may disclose your data if required by law or to protect our rights or the rights of others.
• International Transfers: If we transfer your data outside of the European Economic Area (EEA), we will ensure that appropriate safeguards are in place to protect your data, such as Standard Contractual Clauses or reliance on the Privacy Shield framework.

Your rights

Under GDPR and other applicable privacy laws, you have the following rights concerning your personal data:

• Right to Be Informed: You have the right to receive information about how your personal data is collected, used, and shared.
• Right of Access: You have the right to request access to the personal data we hold about you.
• Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data.
• Right to Erasure: You have the right to request, subject to certain limitations, that your personal data be erased from our possession (also known as the "Right to be Forgotten").
• Right to Restrict Processing: You have the right to request the restriction of how and why your personal data is used or processed.
• Right to Object: You have the right, in certain situations, to object to how or why your personal data is processed.
• Right to Data Portability: You have the right to receive the personal data we have about you and the right to transmit it to another party.
• Right to Withdraw Consent: If you have given consent to the processing of your personal data, you have the right to withdraw your consent at any time.
• Right to Not Be Subject to Automated Decision-Making: You have the right to object to (and prevent) any decision that could have a legal or similarly significant effect on you from being made solely in accordance with an automated process.

To exercise any of these rights, please contact us.

Data retention

We retain your personal data only as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law. Once your data is no longer needed, we will securely delete or anonymize it.

Security of your data

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, loss, or misuse. However, no system is completely secure, and we cannot guarantee the absolute security of your data.

Use of sub-processors

In providing our Services, we work with affiliated companies and third-party service providers ("Sub-Processors"), who assist us in operating and maintaining our platform, supporting services, and ensuring security. These Sub-Processors are contractually bound to comply with GDPR and other applicable privacy laws. A list of these Sub-Processors and their privacy policies is available upon request.

Cross-border data transfers

We are based in South Africa and the Flex software is hosted in Ireland. Your personal data may be transferred to, stored, and processed in countries outside of the EEA. We take all necessary steps to ensure that any data transferred outside of the EEA is adequately protected.

Children's privacy

Our services are not directed at children under the age of 18. We do not knowingly collect personal data from children under 18. If you believe that we have collected personal data from a child under 18, please contact us immediately, and we will take steps to delete such data.

Third-party websites and services

Our website may contain links to third-party websites and services. This Privacy Policy does not apply to the practices of those third parties. We encourage you to review the privacy policies of any third-party websites or services before providing them with your personal data.

Cookies and tracking technologies

We and our third-party partners use cookies and similar tracking technologies to provide and enhance our services. By using our website, you consent to our use of cookies. You can manage your cookie preferences through your browser settings.

Email communications

We may use your email address to send you information, updates, and other communications related to our services. You can opt-out of these communications at any time by following the unsubscribe instructions provided in the emails.

Updates to this privacy policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the updated Privacy Policy on our website or by sending an email to the address associated with your account. Your continued use of our services after any changes constitutes your acceptance of the updated Privacy Policy.

Disclaimer

While we take all reasonable steps to protect your personal data, the internet is not a completely secure medium, and we cannot guarantee that unauthorized parties will not be able to defeat our security measures. You acknowledge and accept that the transmission of your data is at your own risk.