Privacy Policy

Last updated: 3 May 2026

1. Introduction

FlexForms, operated by OrganiCode (Pty) Ltd ("we", "us", "our"), is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) and other applicable South African legislation.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website and services at flexforms.co.za.

2. Information We Collect

We collect the following categories of personal information:

  • Account Information: Full name, email address, company name, phone number, and selected plan when you sign up.
  • Contact Enquiries: Name, email address, subject, and message content when you use our contact form.
  • Usage Data: Pages visited, time spent on pages, browser type, device information, and IP address collected automatically through analytics tools.
  • Cookies: We use essential cookies for site functionality and analytics cookies (Google Analytics, Microsoft Clarity) to understand how visitors use our site.

3. How We Use Your Information

We process your personal information for the following purposes:

  • To create and manage your FlexForms account
  • To respond to your enquiries and provide customer support
  • To send you important service-related communications
  • To improve our website and services through analytics
  • To comply with legal obligations

4. Legal Basis for Processing

Under POPIA, we process your personal information based on:

  • Consent: When you voluntarily submit forms on our website.
  • Contractual Necessity: To provide you with the FlexForms service.
  • Legitimate Interest: To improve our services and ensure security.

5. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Sign-up and contact data is retained for the duration of your account relationship plus 12 months, unless you request earlier deletion.

6. Data Sharing

We do not sell or rent your personal information to third parties. We may share your data with:

  • Service providers who assist in operating our platform (hosting, email delivery), bound by data processing agreements
  • Analytics providers (Google Analytics, Microsoft Clarity) in anonymised or pseudonymised form
  • Law enforcement or regulatory bodies when required by law

7. Your Rights Under POPIA

As a data subject, you have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate or incomplete information
  • Request deletion of your personal information
  • Object to the processing of your personal information
  • Lodge a complaint with the Information Regulator (South Africa)

8. Security

We implement appropriate technical and organisational measures to protect your personal information, including SSL/TLS encryption, secure data storage, and access controls. However, no method of transmission over the Internet is 100% secure.

9. Cookies

Our website uses cookies for essential functionality and analytics. You can manage cookie preferences through your browser settings. Disabling cookies may affect site functionality.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Continued use of our website after changes constitutes acceptance of the updated policy.

11. Contact Us

For privacy-related enquiries or to exercise your rights, contact us at:

OrganiCode (Pty) Ltd
Email: info@flexforms.co.za
Website: Contact Form