Privacy Policy

1. Introduction

Reconex ("we", "us", or "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and all other applicable South African legislation.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our bank statement analysis platform ("the Service").

2. Responsible Party

For the purposes of POPIA, the responsible party is:

3. What Information We Collect

We collect the following categories of personal information:

3.1 Account Information

• Name and email address (during registration)
• Password (stored in hashed form only)
• Account preferences and settings

3.2 Financial Data

• Bank statements you upload (PDF and CSV files)
• Extracted transaction data (dates, descriptions, amounts)
• Account numbers and bank details contained in statements
• Categorization and mapping data you create

3.3 Technical Data

• IP address and browser information
• Usage analytics (pages visited, features used)
• Error logs for troubleshooting

4. How We Use Your Information

We process your personal information for the following purposes:

• Service delivery: Parsing bank statements, categorizing transactions, generating reports and exports
• Account management: Authentication, authorization, and managing your user account
• Client management: Allowing bookkeepers and accountants to manage multiple client portfolios
• Product improvement: Understanding usage patterns to improve the Service
• Communication: Sending service-related notifications and responding to support requests
• Legal compliance: Meeting our obligations under POPIA and other applicable laws

5. Legal Basis for Processing

Under POPIA, we process your personal information based on:

• Consent: You voluntarily upload bank statements and provide account information
• Contract: Processing is necessary to provide the Service you have signed up for
• Legitimate interest: Improving our platform, ensuring security, and preventing fraud
• Legal obligation: Compliance with South African law and regulations

6. Data Storage & Retention

• Your data is stored on secure servers with encryption at rest and in transit
• Uploaded bank statements and extracted data are retained for as long as your account is active
• You may delete individual statements, sessions, or your entire account at any time
• Upon account deletion, all associated personal and financial data is permanently removed within 30 days
• Backups containing your data are purged according to our retention schedule (maximum 90 days)

7. Data Sharing & Third Parties

We do not sell, rent, or trade your personal information.

We may share data with:

• Hosting providers: For infrastructure and data storage
• OCR services: For processing scanned bank statement PDFs (data is processed and not retained by third-party OCR providers)
• Analytics tools: Anonymized usage data for improving the Service
• Legal authorities: When required by law, regulation, or legal process

All third-party service providers are contractually bound to protect your information and only process it for the specified purposes.

8. Your Rights Under POPIA

As a data subject, you have the right to:

• Access: Request confirmation of what personal information we hold about you
• Correction: Request that we correct or update inaccurate personal information
• Deletion: Request that we delete your personal information (subject to legal retention requirements)
• Object: Object to the processing of your personal information on reasonable grounds
• Portability: Request your data in a structured, commonly used format
• Withdraw consent: Withdraw previously given consent (this may affect your ability to use the Service)
• Complain: Lodge a complaint with the Information Regulator if you believe your rights have been infringed

To exercise any of these rights, contact us at support@reconex.co.za. We will respond within 30 days as required by POPIA.

9. Information Regulator

If you are not satisfied with our handling of your personal information, you may lodge a complaint with:

10. Cookies & Tracking

We use cookies and similar technologies for:

• Essential cookies: Authentication tokens and session management (required for the Service to function)
• Analytics cookies: Understanding how users interact with the Service (can be opted out of)

You can manage cookie preferences through your browser settings. Disabling essential cookies may prevent you from using the Service.

11. Children's Information

The Service is intended for use by businesses, bookkeepers, and accountants. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice on the Service. Continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact Us

For any questions or concerns about this Privacy Policy or how we handle your personal information: