Mine Contract Pro

Privacy Policy for Mine Contract Pro AI

Last Updated: July 7, 2025

Welcome to Mine Contract Pro AI ("we," "our," or "us"). We are committed to protecting your privacy and handling your data in an open and transparent manner. This Privacy Policy outlines how we collect, use, process, and disclose your information, including personal information, in conjunction with your access to and use of the Mine Contract Pro AI platform and its services (the "Services"). This policy is designed to comply with South Africa's Protection of Personal Information Act (POPIA).

1. Information We Collect

We collect information you provide directly to us, information collected automatically, and information from third parties.

1.1 Information You Provide to Us

  • Account Information: When you register for an account, we collect your email address and password.
  • Profile and Company Information: To use our Services, you provide us with company details, contact information, financial details (like VAT and tax numbers), banking information, and other related data.
  • Payment Information: We use Paystack for payment processing. When you subscribe, you provide payment information directly to Paystack. We receive a token and subscription status from Paystack but do not store your full card details.
  • User Content: We collect the files you upload (like tender documents, invoices, fuel slips, scope of work documents) and the data you input when using our features, such as the document generator or compliance monitor. This is referred to as "User Content."

1.2 Information We Collect Automatically

  • Usage Information: We collect information about your interactions with our Services, such as the pages you visit, features you use, and the time, frequency, and duration of your activities.
  • Log Data and Device Information: We automatically collect log data and device information when you access and use the Services, such as IP address, browser type, operating system, and device identifiers.

2. How We Use Your Information

We use the information we collect for various purposes, including to:

  • Provide, operate, and maintain our Services.
  • Process and manage your subscription and payments through Paystack.
  • Power AI Features: Your User Content (e.g., uploaded documents) is sent to our AI service provider (Google AI via Genkit) to perform the analysis or generation you request. The AI models process this data to provide the output but do not use your specific data for training their general models.
  • Communicate with you, including responding to your comments, questions, and requests, and providing customer service and support.
  • Monitor and analyze trends, usage, and activities in connection with our Services to improve them.
  • Ensure security, prevent fraud, and enforce our terms and policies.

3. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following limited circumstances:

  • With Service Providers: We share information with third-party service providers that we use to support our Services. This includes:
    • Google AI (via Genkit): For processing the content of your documents to provide AI-powered features.
    • Paystack: For processing subscription payments.
    • Firebase (Google): For backend infrastructure, database hosting, user authentication, and file storage.
  • For Legal Reasons: We may disclose your information if we believe that disclosure is reasonably necessary to comply with any applicable law, regulation, legal process, or governmental request.

4. Data Security and Storage

We implement and maintain reasonable administrative, physical, and technical security safeguards to help protect your information from loss, theft, misuse, and unauthorized access. Your uploaded files are stored securely in Firebase Storage, and data is encrypted in transit and at rest. However, no security system is impenetrable, and we cannot guarantee the security of our systems 100%.

5. Your Rights under POPIA

As a data subject in South Africa, you have the right to:

  • Request access to the personal information we hold about you.
  • Request correction of your personal information.
  • Request deletion of your personal information.
  • Object to the processing of your personal information.
  • Lodge a complaint with the Information Regulator of South Africa.

You can exercise many of these rights directly within your account settings. For other requests, please contact us.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide you with the Services. If you close your account, we will delete your personal information and uploaded content within a reasonable timeframe, in accordance with our data retention policies and legal obligations.

7. Changes to This Privacy Policy

We may change this Privacy Policy from time to time. If we make changes, we will notify you by revising the date at the top of the policy and, in some cases, we may provide you with additional notice (such as adding a statement to our homepage or sending you a notification).

8. Contact Us

If you have any questions about this Privacy Policy, please contact our Information Officer at:
E&E Holdings
Email: info@eandeholdings.co.za
Phone: +27 74 624 6437
Address: 7 Angelier Walk, Postdene, Postmasburg, 8420, Northern Cape, South Africa