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Privacy Policy

Last updated: 2 June 2026

1. Who we are

Settled ("we", "us") is a service that helps small businesses recover unpaid invoices. We act as the data controller for your account data, and as a data processor for the client contact information you upload.

2. Data we collect

  • Account data: your name, business name, email address, and authentication credentials.
  • Invoice data: PDFs you upload and the structured fields we extract (client name, email, amount, due date, payment details).
  • Usage data: minimal logs needed to operate the platform (timestamps, error reports, deliverability events).

3. How we use it

We use your data to provide the Service: parsing invoices, sending reminder emails to your clients on your behalf, tracking replies and payment status, and improving our automation. We do not sell your data or your clients' data to anyone.

4. Lawful basis (POPIA / GDPR)

We process your account data based on the contract between us. We process your clients' contact details under the legitimate-interest basis of recovering a genuine debt owed to you, and only for the minimum reminders required. Recipients can opt out at any time via the unsubscribe link in every email.

5. Subprocessors

We rely on trusted infrastructure providers to operate Settled, including a managed Postgres database and an email delivery provider. All subprocessors are bound by data-processing agreements consistent with POPIA and GDPR.

6. Retention

We keep your data for as long as your account is active. When you delete your account, all invoice data and client contacts are removed from our systems within 30 days, except where retention is required by tax or accounting law.

7. Your rights

You can access, correct, export, or delete your data at any time from Settings, or by emailing us. South African users have the rights set out in the Protection of Personal Information Act (POPIA); EU/UK users have the rights set out in the GDPR/UK GDPR.

8. Security

Data is encrypted in transit and at rest. Access to production systems is restricted, logged, and audited. We will notify affected users within 72 hours of confirming any breach that materially affects their data.

9. Contact

Privacy questions or rights requests: hello@usesettled.co.za.