Privacy Policy
inclusiveHost — Accounting Management System
Website: https://www.inclusivehost.co.za
Privacy contact: admin@inclusivehost.co.za
Effective date: 23/10/2026
Last updated: 23/10/2026
1. Introduction
Welcome to inclusiveHost, an online Accounting Management System designed to assist small, medium and micro enterprises (SMMEs) with managing their financial administration and business records.
The inclusiveHost Accounting Management System is jointly developed and technically managed by inc1 web and Imut Kcaj Solutions.
inc1 web also acts as the platform operator and manages the website infrastructure, hosting arrangements, administrative access and backup services.
Both organisations collaborate in the development, maintenance, support and ongoing improvement of the Accounting Management System.
We recognise the importance of protecting personal information entrusted to the platform by registered businesses and their authorised users.
This Privacy Policy explains how personal information is collected, processed, stored, accessed, protected, retained and disclosed through inclusiveHost.
Our approach to privacy is guided by applicable South African legislation, including the Protection of Personal Information Act 4 of 2013 (POPIA).
This Privacy Policy applies to visitors, registered business users and individuals whose personal information is recorded within the Accounting Management System.
2. Scope of This Privacy Policy
This policy applies to personal information processed in connection with:
- The inclusiveHost website.
- Business account registration and activation.
- User authentication and account management.
- Customer and supplier records.
- Quotations and invoices.
- Business expenses and payment transactions.
- Financial summaries and reports.
- Email notifications and document delivery.
- Technical support and system maintenance.
- Website hosting, data storage and backups.
- Website security and operational administration.
This policy covers personal information belonging to registered users and information about customers, suppliers and other individuals entered into the system by business users.
It does not replace the privacy obligations of businesses using the platform.
3. Organisations Responsible for the System
3.1 inc1 web
inc1 web is a developer and technical management partner of the inclusiveHost Accounting Management System.
It also acts as the platform operator and is responsible for the operational administration of the website, including its hosting and backup arrangements.
3.2 Imut Kcaj Solutions
Imut Kcaj Solutions is a developer and technical management partner of the Accounting Management System.
Its activities may include software development, system maintenance, technical troubleshooting, functionality improvements and authorised technical support.
3.3 Collaboration between the organisations
inc1 web and Imut Kcaj Solutions collaborate to maintain and improve the Accounting Management System.
Access to personal information by either organisation must be limited to legitimate operational purposes and authorised personnel.
The organisations’ specific legal responsibilities for processing personal information depend on their actual roles, decisions and applicable agreements.
3.4 Businesses using the platform
Registered businesses are responsible for determining the purposes for which they collect and use information relating to their customers, suppliers and other business contacts.
Where applicable, these businesses act as responsible parties under POPIA for their own business records.
The organisations providing inclusiveHost may act as operators when processing such information on behalf of registered businesses.
4. Categories of Personal Information Collected
The Accounting Management System may collect and process several categories of information.
4.1 Account registration information
This may include:
- First name and surname.
- Business name.
- Business contact details.
- Email address.
- Username and user account identifier.
- Authentication credentials.
- Account registration date.
- Email verification status.
- Account preferences.
Passwords are used for authentication and should be protected through appropriate security controls.
4.2 Customer information
Registered business users may enter customer information such as:
- Customer names.
- Business or trading names.
- Email addresses.
- Telephone numbers.
- Business addresses.
- Customer reference information.
- Quotations and invoices.
- Amounts owed and payment information.
- Other relevant business contact information.
4.3 Supplier information
The system may process:
- Supplier names and business details.
- Supplier contact information.
- Expense records linked to suppliers.
- Payment amounts and dates.
- Outstanding supplier balances.
- Other relevant supplier information entered by business users.
4.4 Financial transaction information
The Accounting Management System may process:
- Quotation and invoice dates.
- Document reference numbers.
- Invoice amounts.
- Expense amounts.
- VAT amounts where applicable.
- Payments received.
- Payments made.
- Outstanding balances.
- Partial payments.
- Overpayments.
- Financial reporting information.
This information is processed to provide the financial management functions requested by registered businesses.
4.5 Technical and security information
Where collected, technical information may include:
- IP addresses.
- Browser and device information.
- Login and authentication events.
- Session identifiers.
- Error and diagnostic information.
- Security-related activity records.
The collection of such information depends on the website’s actual configuration and the technologies used.
5. Purposes for Processing Personal Information
Personal information may be processed to:
- Register and authenticate users.
- Verify email addresses and activate accounts.
- Provide access to the Accounting Management System.
- Maintain separate business accounts.
- Create, store and manage quotations and invoices.
- Maintain customer and supplier records.
- Record business expenses and payments.
- Calculate balances and financial summaries.
- Support business financial reporting.
- Deliver customer documents when authorised.
- Send account-related notifications.
- Respond to technical support requests.
- Maintain and improve system functionality.
- Protect the website against unauthorised access.
- Create backups and support data recovery.
- Investigate operational problems and security incidents.
- Meet applicable legal and regulatory obligations.
Personal information should not be used for purposes that are incompatible with the reasons for which it was originally collected unless another lawful basis applies.
6. Lawful Processing under POPIA
Personal information will be processed in accordance with applicable POPIA requirements.
Depending on the circumstances, processing may be justified by:
- Consent where consent is required.
- The performance of a contract.
- Compliance with a legal obligation.
- Protection of a legitimate interest recognised by applicable law.
- Another lawful justification permitted under POPIA.
Consent will not be presented as the sole legal basis for processing where another lawful justification applies.
The relevant responsible party must ensure that processing is lawful, reasonable and not excessive for its intended purpose.
7. Business Registration and Account Verification
Individuals registering for the Accounting Management System must provide the information required to create an account.
The platform uses email verification to assist with confirming registration details before account activation.
Verification and other necessary account communications may be sent from:
Registered users are responsible for maintaining accurate account information and safeguarding their credentials.
Account access may be restricted where necessary to protect the platform, investigate misuse or comply with legal requirements.
8. Separation and Confidentiality of Business Records
inclusiveHost is designed as a multi-user platform in which registered businesses maintain their own financial records.
The system uses authentication and account-based access restrictions intended to prevent one business user from viewing or changing another business user’s records without authorisation.
This includes access to invoices, quotations, customer records, supplier records, expenses and payments.
Business users must not attempt to access information belonging to another account.
Although reasonable technical safeguards are applied, no internet-based platform can guarantee absolute protection against every security risk.
9. Quotations, Invoices and Email Communications
The Accounting Management System allows registered businesses to prepare quotations and invoices.
9.1 System email delivery
When a registered business selects System delivery, the platform may send the relevant quotation or invoice to the customer’s email address.
System-generated document emails use:
The Reply-To address is configured to direct customer responses to the business user’s email address.
9.2 Manual document delivery
Where Manual delivery is selected, the system does not automatically email the relevant quotation or invoice to the customer through its document-delivery function.
The business user is responsible for delivering the document separately.
9.3 Account-related emails
Necessary account registration, verification, security and administrative communications may still be sent regardless of the business user’s selected document delivery method.
9.4 Business-user responsibility
Business users are responsible for ensuring that customer email addresses are accurate and that documents are sent to appropriate recipients.
Email transmission may involve third-party infrastructure and is subject to the security and operational limitations of email technology.
10. Financial Information and Business Records
inclusiveHost provides basic financial management functionality for recording and reviewing business transactions.
The platform may calculate amounts received, amounts paid, outstanding invoices, supplier balances and other financial summaries using information entered by registered users.
Business users remain responsible for verifying the accuracy and completeness of their financial information.
The system does not automatically guarantee that entered information complies with tax, accounting or statutory reporting requirements.
Users should obtain appropriate professional advice where necessary.
11. Information Sharing and Authorised Access
Personal information may be accessed or disclosed where reasonably necessary for legitimate purposes.
Recipients may include:
- Authorised inc1 web personnel.
- Authorised Imut Kcaj Solutions personnel.
- Website hosting providers.
- Email service providers.
- Backup and cloud storage providers.
- Authorised technical support providers.
- Regulators, courts and public authorities where legally required.
Personal information must not be disclosed to unauthorised third parties.
Access should be limited according to operational responsibilities and the principle of least privilege.
inclusiveHost does not sell personal information.
12. Hosting, Data Storage and Backups
The Accounting Management System operates through website hosting infrastructure and associated technical services.
Personal information may be stored in website databases, application files and backup copies.
Scheduled backups are used to support operational continuity and recovery following data loss or technical incidents.
Backup services may include Google Drive.
Backups may contain personal information, account information and financial records.
The platform operator and authorised technical partners should apply appropriate safeguards to backup storage, access permissions and recovery procedures.
The exact locations and retention periods of backups are subject to the applicable hosting and backup configurations.
13. Information Security
We seek to implement appropriate technical and organisational safeguards to protect personal information.
These may include:
- User authentication.
- Account access restrictions.
- Role-based administrative permissions.
- Email verification.
- Website maintenance and security updates.
- Access controls for financial records.
- Scheduled backups.
- Security monitoring and incident investigation.
- Restricted access to administrative functions.
The effectiveness of these safeguards depends on their ongoing implementation, maintenance and review.
Users must protect their passwords and report suspected unauthorised access.
14. International Transfers of Personal Information
Certain service providers may process or store personal information outside South Africa.
This may occur through cloud hosting, email services, backup storage or technical infrastructure.
Where personal information is transferred internationally, the relevant responsible party must ensure that the transfer meets applicable requirements under section 72 of POPIA.
Appropriate safeguards may include legally recognised protections, binding agreements or other lawful transfer grounds.
15. Cookies and Website Technologies
The inclusiveHost website may use cookies and related technologies to support:
- User login and authentication.
- Secure sessions.
- Website functionality.
- Account preferences.
- Security and operational performance.
Essential cookies may be necessary for the website to function correctly.
If optional analytics, advertising or marketing technologies are introduced, the relevant privacy notices and consent mechanisms will be reviewed.
Users may manage certain cookies through their browser settings, although disabling necessary cookies may affect website functionality.
16. Data Accuracy and User Responsibilities
Registered businesses are responsible for maintaining accurate customer, supplier and financial information.
Users should review and update their records when necessary.
They must not knowingly enter misleading, excessive or unlawfully obtained personal information.
Users must take reasonable precautions when downloading, printing, forwarding or otherwise sharing information obtained from the Accounting Management System.
17. Retention of Personal Information
Personal information will be retained only for as long as necessary for the purpose for which it was collected or as otherwise permitted or required by law.
Retention considerations may include:
- Active account administration.
- Business recordkeeping requirements.
- Applicable tax and accounting obligations.
- Contractual requirements.
- Security and fraud prevention.
- Dispute resolution.
- Backup and disaster recovery arrangements.
Different categories of information may have different retention periods.
Closing an account does not necessarily result in the immediate deletion of records that must legally be retained.
Information no longer required should be securely deleted, destroyed or de-identified as appropriate.
Backup copies may remain until the relevant backup retention period expires.
18. Account Closure and Deletion Requests
Registered users may request assistance with account closure or the deletion of personal information by contacting:
Requests will be assessed according to applicable law, operational requirements and the responsibilities of the relevant organisations.
Deletion may be restricted where information must be retained for legal purposes or where it forms part of another party’s lawful business records.
Where appropriate, users may be required to verify their identity before a request is processed.
19. Rights of Data Subjects
Subject to applicable law, individuals may have the right to:
- Request confirmation that personal information is held.
- Request access to personal information.
- Request correction of inaccurate information.
- Request deletion or destruction where legally appropriate.
- Object to certain processing activities.
- Request information about how their information is processed.
- Lodge complaints with the Information Regulator.
Requests should be directed to:
Where a request concerns information entered by a registered business about its customer or supplier, it may be necessary to involve that business as the relevant responsible party.
20. Security Incidents and Data Breaches
If a suspected security incident occurs, the relevant organisations will assess the incident and take appropriate steps to investigate, contain and address the risk.
Where there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, the relevant responsible party must consider its notification obligations under POPIA.
Notifications to the Information Regulator and affected data subjects will be made where required by law.
Users should promptly report suspected security incidents to:
21. Processing of Children’s Personal Information
inclusiveHost is intended for business and professional financial administration.
It is not specifically designed for children.
Personal information relating to children should not be entered into the system unless processing is lawful and any applicable POPIA requirements are satisfied.
22. Third-Party Websites and Services
The website may contain links to external websites or use services supplied by third parties.
These third parties may have their own privacy policies and security practices.
Users should review the privacy notices of external services before providing personal information to them.
We are not responsible for the independent privacy practices of third-party websites outside our control.
23. Information Officer and Privacy Governance
The organisation acting as the responsible party must identify its Information Officer in accordance with applicable law.
The Information Officer’s responsibilities may include supporting POPIA compliance, handling privacy enquiries and facilitating requests concerning personal information.
The appropriate Information Officer and any delegated responsibilities must be confirmed by the relevant organisation.
Privacy enquiries for inclusiveHost may be submitted to:
24. Complaints and the Information Regulator
Individuals who believe their personal information has been processed unlawfully may raise their concerns with inclusiveHost.
If a concern cannot be resolved, individuals may contact South Africa’s Information Regulator.
Information Regulator website: https://inforegulator.org.za/
Individuals retain their rights under applicable South African privacy legislation.
25. Changes to This Privacy Policy
This Privacy Policy may be updated to reflect changes in:
- Platform functionality.
- Legal requirements.
- Development and operational arrangements.
- Hosting and backup services.
- Security practices.
- Information processing activities.
The latest version will be made available on the inclusiveHost website.
The effective date or last updated date will be revised when material changes are made.
Where required by law, additional notice will be provided.
26. Contact Information
For questions, complaints or requests relating to personal information, contact:
Platform: inclusiveHost
System: Accounting Management System
Platform operator and co-developer: inc1 web
Co-developer and technical management partner: Imut Kcaj Solutions
Email: admin@inclusivehost.co.za
Website: https://www.inclusivehost.co.za
Information Officer: [To be confirmed by the responsible organisation]
Registered legal entity and service address: [To be confirmed before publication]
We aim to handle privacy enquiries responsibly, confidentially and in accordance with applicable South African law.
End of Privacy Policy