Privacy Policy

Privacy Policy - Softmeet

Effective Date: July 1, 2025
Last Updated: July 1, 2025

1. Introduction

At Softmeet, operated by Softtechz Technology PTY LTD ("Softmeet," "we," "us," or "our"), we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and protect your information when you use our video conferencing services, websites (https://softmeet.co.za and https://meetings.softmeet.co.za), and related applications (collectively, the "Services").

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Personal Information You Provide

When you create an account or use our Services, we may collect:

Account Information:

Full name
Email address
Phone number
Password (encrypted)
Organization name
Profile picture

Meeting and Communication Data:

Messages sent through our platform
Files, audio, video, and images shared during meetings
Meeting recordings (when enabled)
Contact lists (with your permission)

Payment Information:

Payment card details (processed securely through third-party processors)
Billing address
Transaction history

2.2 Information We Collect Automatically

Technical Information:

Device information (model, operating system, browser type)
IP address and location data (with permission)
Usage data (features used, time spent, actions taken)
Log files and analytics data
Cookies and similar tracking technologies

Meeting Data:

Meeting participation details
Connection quality metrics
Feature usage within meetings

2.3 Permissions We Request

Device Permissions:

Camera and Microphone: Required for video and audio calls
Storage: To save and share files during meetings
Contacts: To help you find and invite contacts (optional)
Location: To share your location in messages (optional)
Notifications: To send meeting reminders and updates

3. How We Use Your Information

We use your information for the following purposes:

3.1 Service Provision

Provide and maintain our video conferencing services
Enable communication between users
Process payments and manage subscriptions
Provide customer support

3.2 Service Improvement

Analyze usage patterns to improve our Services
Develop new features and functionality
Conduct research and analytics
Ensure platform security and prevent fraud

3.3 Communication

Send account-related notifications
Provide technical support
Send marketing communications (with your consent)
Respond to your inquiries

3.4 Legal and Security

Comply with legal obligations
Protect against fraud and abuse
Enforce our Terms of Service
Protect our rights and those of our users

4. How We Share Your Information

4.1 With Other Users

When you participate in meetings or use our communication features:

Your name and profile information are visible to other meeting participants
Messages and shared content are accessible to intended recipients
Meeting recordings may include your participation (with proper consent)

4.2 With Service Providers

We share information with trusted third parties who help us operate our Services:

Cloud hosting and infrastructure providers
Payment processors
Analytics and performance monitoring services
Customer support platforms

4.3 For Legal Reasons

We may disclose your information when required by law or to:

Comply with legal processes or government requests
Protect our rights, property, or safety
Investigate potential violations of our Terms
Prevent fraud or security threats

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.

4.5 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

Encryption: Data is encrypted in transit and at rest
Access Controls: Limited access to personal information on a need-to-know basis
Security Monitoring: Continuous monitoring for security threats
Regular Updates: Software and security measures are regularly updated

However, no method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to:

Provide our Services to you
Comply with legal obligations
Resolve disputes and enforce agreements
Maintain security and prevent fraud

When you delete your account, we will delete or anonymize your personal information, except where retention is required by law.

7. Your Rights and Choices

7.1 Account Management

You can:

Access and update your account information
Control your privacy settings
Manage notification preferences
Download your data

7.2 Data Subject Rights

Depending on your location, you may have the right to:

Access: Request a copy of your personal information
Rectification: Correct inaccurate or incomplete information
Erasure: Request deletion of your personal information
Portability: Receive your data in a portable format
Objection: Object to certain processing activities
Restriction: Request limitation of processing

7.3 Marketing Communications

You can opt out of marketing communications by:

Using the unsubscribe link in emails
Updating your account preferences
Contacting us directly

8. Cookies and Tracking

We use cookies and similar technologies to:

Remember your preferences and settings
Analyze how you use our Services
Provide personalized content
Ensure security and prevent fraud

You can control cookies through your browser settings, but this may affect the functionality of our Services.

9. International Data Transfers

Your information may be processed and stored outside your country of residence. We ensure appropriate safeguards are in place when transferring data internationally, including:

Adequacy decisions
Standard contractual clauses
Other approved transfer mechanisms

10. Children's Privacy

Our Services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us immediately.

11. Third-Party Links and Services

Our Services may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review their privacy policies before providing any information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will:

Post the updated policy on our website
Update the "Last Updated" date
Notify you of significant changes via email or through our Services

Continued use of our Services after changes become effective constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

Email: privacy@softmeet.co.za
Support: support@softmeet.co.za
Address: Unit 7, 49 De Havilland Crescent, Persequor, South Africa

For data protection matters, please include "Privacy Request" in your email subject line and provide:

Your full name and contact information
A description of your request
Any relevant account information

We will respond to your request within a reasonable timeframe as required by applicable law.