Last updated: 21 June 2026
Sumtra processes personal information to provide business management software, including customers, documents, job cards, reports, subscriptions, customer support, security, and selected AI-assisted workflows. We aim to process personal information lawfully, minimally, and transparently in line with POPIA.
This website and the Sumtra platform are operated by Sumtra (Pty) Ltd, South Africa. For privacy queries, contact info@sumtra.app.
Depending on your relationship with us, we may collect and process:
We use personal information to:
Some workflows use AI-assisted tools to improve operational efficiency and drafting speed. These uses are governed by internal controls, reviewer roles, audit schedules, and feature flags. Examples include drafting, summarisation, structured extraction, reporting assistance, content drafting, and compliance-monitoring support.
We do not sell personal information. We may share information with service providers or operators where necessary to run our business systems, communications, security controls, hosting, CAPTCHA protection, or selected AI-assisted internal workflows. This may include providers such as our hosting and infrastructure partners, email and operational service providers, Cloudflare Turnstile for spam protection on website forms, and OpenAI for selected internal AI-assisted features.
Where an operator processes information on our behalf, we aim to limit the data shared to what is reasonably necessary for the purpose.
Some service providers we use may process or store information outside South Africa. Where cross-border processing is involved, we assess the use case as part of our compliance and vendor review process and aim to apply reasonable safeguards consistent with POPIA.
We use layered security controls to protect information, including appropriate access restriction, HTTPS in transit, secure authentication controls, AI monitoring, audit logging, compliance reviews, and encryption for sensitive stored payloads such as key document blobs and AI raw response data. No security measure is perfect, but we work to reduce risk and improve controls over time.
We keep records for as long as reasonably necessary for platform operations, accounting, legal, security, backup, and compliance purposes. Retention periods can differ depending on the type of record, the purpose for which it was collected, and any legal obligations that apply. More detail is set out in our Data Processing and Retention Policy.
To cancel future billing, sign in and go to Account > Businesses, then use Cancel Billing for the relevant business subscription. If you cannot access your account or need help cancelling, email info@sumtra.app from the account owner's email address.
To ask for deletion of personal information or business data, use the account deletion option where available or email info@sumtra.app. We may need to verify your identity and authority over the relevant business before processing the request.
Subject to applicable law, you may ask us to access, correct, update, or delete personal information we hold about you, or to object to or restrict certain processing. You may also raise a complaint with the Information Regulator of South Africa if you believe your information has been handled unlawfully.
To make a request, email info@sumtra.app.
You may send product recommendations, improvement ideas, or feature requests to info@sumtra.app. Please avoid sending confidential customer information unless it is necessary for support.
This policy should be read with our AI Usage Policy, Data Processing and Retention Policy, PAIA / POPIA Manual, Cookie Policy, and Terms of Service.
We may update this policy from time to time as our systems, service providers, or legal obligations change. The latest version will be published on this page with the updated date.
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