Privacy Policy

JenFlow is a software-as-a-service product operated by JENTEC GROUP, a South African private company registered under 2026/007328/07 and trading as JenFlow (“JenFlow”, “we”, “us” or “our”). This Privacy Policy applies to the JenFlow marketing website, application, support channels and related services.

It explains how we process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African law. “Personal information”, “processing”, “responsible party”, “operator” and “data subject” have the meanings given to them in POPIA.

JenFlow acts as a responsible party for information we determine the purpose and means of processing, including account administration, billing, fraud prevention, product security, support, service analytics and our own lawful marketing.

Customers must provide their own data subjects with a compliant privacy notice, establish an appropriate legal justification for processing, respond to data-subject requests and ensure that instructions given to JenFlow comply with law.

Information about customers and authorised users

• Names, email addresses, telephone numbers, job titles, branches and user roles.
• Login, authentication and security information, including Google sign-in identifiers where used.
• Subscription, billing, payment-reference and transaction information.
• Support communications, feedback, onboarding information and service preferences.
• Device, browser, IP address, access logs and diagnostic information.

Customer-controlled funeral-business records

• Member and policyholder identity, contact and demographic details.
• Dependants, beneficiaries, nominees and family relationships.
• Policy, plan, benefit, premium, payment, arrears and receipt records.
• Claims, funeral arrangements, deceased-person details and supporting documents.
• Staff, branch, task, HR and operational records entered by the customer.

Some customer-controlled records may contain special personal information, children’s information, financial information or health-related information. Customers must only collect and enter such information where permitted by POPIA and must apply appropriate access controls.

We collect information directly from customers and users when they register, configure a workspace, use the service, contact us or transact with us. We also receive information from authorised customer personnel, identity providers, payment providers and integrations selected by the customer.

Technical information is generated when the service is accessed, including security logs, session events, browser details and service-performance data. We do not intentionally collect information from a customer’s members directly unless acting on that customer’s instruction.

Depending on the context, we process personal information to perform a contract, comply with legal obligations, protect legitimate interests, act on a customer’s lawful instructions, or where valid consent has been obtained.

• Provide, configure, secure and support JenFlow.
• Create workspaces, branches, accounts and permissions.
• Process subscriptions, payments and service communications.
• Detect misuse, protect accounts, investigate incidents and maintain audit logs.
• Maintain, troubleshoot and improve reliability, accessibility and performance.
• Respond to enquiries, complaints and data-subject requests.
• Send product or marketing communications where permitted, with an effective opt-out.
• Meet tax, accounting, regulatory and legal requirements.

We will not process customer-controlled records for independent advertising, sell personal information, or use member data to build unrelated commercial profiles.

We may share the minimum necessary information with contracted service providers that help us operate JenFlow, such as cloud hosting, database and authentication, email delivery, payment processing, monitoring, security and professional advisers. Current or intended providers may include Supabase, Hostinger, Google, Resend and PayFast.

PayFast processes payment-card details in its secure payment environment. JenFlow stores the PayFast billing token and transaction evidence needed to administer recurring billing; JenFlow does not store card numbers or CVVs.

Providers may only process information for authorised purposes and are subject to appropriate contractual, confidentiality and security requirements. We may also disclose information where required by law, court order or a competent authority; to protect rights, safety or system integrity; or in connection with a bona fide corporate transaction subject to appropriate safeguards.

We do not sell or rent personal information.

Some infrastructure or service providers may process information outside South Africa. Where section 72 of POPIA applies, we use appropriate contractual or legal safeguards and take reasonable steps to ensure that the recipient is subject to a law, binding corporate rules or agreement that provides an adequate level of protection.

Customers must notify us before using JenFlow in a way that requires country-specific data-residency restrictions not included in their subscription or written agreement.

We maintain reasonable technical and organisational safeguards appropriate to the nature of the information and risk, including access controls, authentication, permission separation, secure communications, logging, supplier controls and backup practices. No online service can guarantee absolute security.

Customers are responsible for assigning appropriate roles, protecting credentials, removing access promptly, reviewing activity and ensuring authorised users follow secure practices.

Where there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will follow applicable POPIA notification obligations. Where JenFlow acts as operator, we will notify the affected customer without undue delay so the customer can fulfil its responsible-party obligations.

We retain customer-controlled records for the subscription term. Following the paid-through date, a cancelled workspace has a 30-day read-only export window. Active customer data is scheduled for removal afterward, subject to lawful instructions, legal holds and mandatory retention.

Residual backups are isolated from ordinary use and expire through the backup cycle within 90 days after the export window unless law requires longer retention. Account, billing, security, audit and support records may be retained separately only as long as reasonably required for legal, tax, accounting, fraud-prevention and dispute purposes.

Subject to POPIA and lawful limitations, a data subject may request confirmation of whether we hold personal information, access to it, correction or deletion, objection to certain processing, withdrawal of consent, and information about third parties that received it.

If your information was entered by a funeral business using JenFlow, contact that business first because it is ordinarily the responsible party. We will assist the customer as required by our operator obligations.

Requests may be sent to info@jenflow.online. We may verify identity and authority before acting. We will respond within the period required by law.

We send electronic marketing only where permitted under POPIA, including section 69, and applicable consumer law. Each marketing message will identify the sender and provide a reasonable way to opt out. Service, security, billing and account notices are transactional and may still be sent where necessary to provide the service.

You may opt out of marketing at any time by using the unsubscribe method provided or contacting us. We will keep a limited suppression record to respect the opt-out.

JenFlow is a business service and is not offered directly to children. A customer may enter dependant information, including children’s information, only where the customer has a lawful basis and any required competent-person authorisation or statutory permission. The customer must limit access and collect only information necessary for legitimate policy or service administration.

We may update this policy to reflect legal, operational or service changes. Material changes will be communicated through the service, by email or by another reasonable method before they take effect where required. The effective date and version at the top show the current published policy.

Director and Information Officer: Anele Nsindane. Enquiries: info@jenflow.online or 068 396 1785. Service address: 1 Irons Street, Verulam, KwaZulu-Natal, 4340, South Africa. JenFlow is operated by JENTEC GROUP (2026/007328/07).

You may lodge a POPIA complaint with the Information Regulator after first giving us a reasonable opportunity to address the matter. Current official complaint and contact information is available from the Information Regulator.

This policy should be read with our Terms of Use, Cookie Policy and POPIA and PAIA Request Guide.