Privacy Policy

1. Who we are

Part-ivo provides cloud ERP software for the automotive trade, including job cards, inventory, purchasing, quotes, invoicing, payments and customer communications.

2. Information we process

• Account data: staff names, email addresses, roles and access permissions.
• Business records entered by our customers: customers, vehicles, parts, quotes, invoices, payments and related documents.
• Communication records: recipients, message content and delivery status for documents sent from the platform.
• Technical data: log entries, security events and diagnostic information.

3. WhatsApp communications

Where you contact our business on our WhatsApp number, or we reply to you there, we process:

• Your WhatsApp identifier and phone number.
• The WhatsApp profile name where WhatsApp provides one.
• The content of the messages exchanged.
• Message metadata such as timestamps and message identifiers.
• Delivery and read status of messages.
• Where a message contains an attachment, information about that attachment such as its type and file name.

We use this information to respond to parts enquiries, provide customer service, conduct sales communication and administer the related customer interaction. We do not use WhatsApp conversations for marketing or automated bulk messaging.

WhatsApp is a third-party communications platform operated by Meta. It is not owned by or part of Part-ivo or KRDN Auto, and your use of WhatsApp is also subject to Meta’s and WhatsApp’s own terms and privacy practices.

WhatsApp conversation information is accessible only to authorised Part-ivo personnel who need it for their work, through controlled access permissions within the platform. Directors and sales staff hold this access under our current access model.

4. How we use information

Data is used to operate the platform, deliver requested documents and communications, maintain security and auditability, and support and improve the service. We do not sell personal information.

5. Legal basis and responsibility

Where a business uses Part-ivo to manage its own records, that business is the controller of that data and Part-ivo processes it on their instructions.

6. Sharing

We share data only with infrastructure and delivery providers required to run the service (for example hosting, database and message delivery providers), and where required by law.

7. Retention

Financial and document records are retained for as long as the account is active and for any period required by applicable accounting and tax law.

WhatsApp conversation information is ordinarily retained for up to 24 months after the most recent activity in that conversation. We may retain it for longer where we reasonably need to, for example where it relates to a quote or invoice, a payment or account query, a return, credit note or refund, a warranty matter, a complaint or dispute, a fraud or security investigation, a legal hold, or another record we are required to keep for a longer period.

8. Security

Access is role based and enforced at the database layer. Documents are stored as immutable versions so that issued records cannot be altered retrospectively.

9. Your rights

You may request access to, correction of, or deletion of personal information we hold, including WhatsApp conversation information. See our Data Deletion page for how to submit a request. We will action verified requests except where we have a legitimate business or legal reason to retain particular information, in which case we will tell you.

10. Contact

Privacy enquiries: info@partivo.co.za