Inka-Tech Solutions ("we", "our", "us") operates the FormCraft AI mobile application ("the App").
This Privacy Policy explains how we collect, use, store, and protect your personal information
in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA)
of South Africa and other applicable laws.
By using FormCraft AI you agree to the practices described in this policy. If you do not agree,
please do not use the App.
1. Information We Collect
We collect only the information necessary to provide the App's services:
- Device identifier — a unique ID generated by your device (Android SSAID or iOS Identifier for Vendor) used solely to track free monthly export eligibility. This identifier does not identify you personally.
- Business profile data — company name, registration number, address, VAT number, contact details, logo, official stamp, and your signature image, entered voluntarily by you.
- Document data — the information you enter when generating documents (names, addresses, amounts, dates, and other fields relevant to each document type).
- Payment information — your name and email address submitted during checkout. Card and banking details are processed directly by PayFast and are never transmitted to or stored by us.
- Usage data — which document types you export and when, stored per device for free-tier management.
2. How We Use Your Information
- To generate, preview, and export your legal and business documents.
- To process payments for once-off and subscription exports via PayFast.
- To enforce the one free export per month limit per device.
- To provide AI-powered document enhancement via third-party AI services (see Section 4).
- To improve the App's functionality and user experience.
We do not use your information for advertising, profiling, or selling to third parties.
3. Legal Basis for Processing (POPIA)
We process your personal information on the following lawful grounds:
- Contract — to fulfil the service you requested (document generation and export).
- Legitimate interest — to prevent abuse of the free-tier export system.
- Consent — for optional features such as storing your business profile and signature.
4. Third-Party Services
FormCraft AI uses the following third-party services. Each has its own privacy policy:
- Google Firebase / Firestore — cloud storage for free-export records and payment confirmations. Data stored in the United States. Firebase Privacy
- PayFast — South African payment gateway. Processes all card and EFT transactions. We share your name and email with PayFast solely to complete your payment. PayFast Privacy
- OpenAI — used for AI document enhancement (optional feature). Document field data is sent to OpenAI's API when you trigger an enhancement. OpenAI Privacy
- Perplexity AI — used for certain AI-assisted features. Perplexity Privacy
We do not sell or rent your personal information to any third party.
5. Data Storage and Security
Your business profile, document data, and drafts are stored locally on your device using
encrypted AsyncStorage. Free-export records are stored in Google Firestore.
Payment confirmation records are stored in Firestore and accessible only to our system.
We implement industry-standard security measures including HTTPS encryption for all network
requests. No API keys or payment credentials are stored in the app bundle — all sensitive
operations are performed server-side via Firebase Cloud Functions.
6. Data Retention
- Device export records — retained indefinitely to enforce the monthly free-export limit. You may request deletion (see Section 8).
- Payment records — retained for 5 years as required by South African tax law.
- Local app data — stored on your device until you uninstall the App or clear its data.
7. Children's Privacy
FormCraft AI is intended for users aged 18 and older. We do not knowingly collect personal
information from children under 18. If you believe a child has provided us with personal
information, please contact us and we will delete it promptly.
8. Your Rights Under POPIA
As a data subject under POPIA, you have the right to:
- Request access to the personal information we hold about you.
- Request correction of inaccurate information.
- Request deletion of your personal information (where legally permissible).
- Object to the processing of your personal information.
- Lodge a complaint with the Information Regulator of South Africa at inforegulator.org.za.
To exercise any of these rights, contact us at mrpnxele@gmail.com.
9. Cookies and Tracking
The App itself does not use cookies. Our hosted web pages (payment success/cancel pages)
do not use tracking cookies or analytics scripts.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated
via an in-app notice. Continued use of the App after changes constitutes acceptance of the
updated policy. The effective date at the top of this page will always reflect the latest version.
11. Contact Us
For any privacy-related queries, requests, or complaints:
Inka-Tech Solutions
Email: mrpnxele@gmail.com
Website: inka.club