About this policy
This Privacy Policy explains how XtremeBooks and XtremePass (“we,” “our,” or “us”) collect, use, store, and protect personal information when you use our software and services.
We are committed to protecting your privacy and complying with the Protection of Personal Information Act (POPIA) of South Africa.
About our software
We provide two software products:
- XtremeBooks – bookkeeping and financial management software
- XtremePass – password and credential management software
These services are available across:
- Desktop applications
- Mobile applications
- Cloud-based access for cross-platform synchronization
Information we collect
Personal information
- Full name
- Email address
- Contact number
- Physical address
Business and financial information
- Banking details
- VAT number
- Company registration number
Account and security information
- Username
- PIN
- Passwords and stored credentials
How we collect information
We collect information when you:
- Register an account
- Enter business or financial details
- Use bookkeeping or password management features
- Sync data across devices using our cloud services
- Make payments or subscribe through third-party providers
How we use your information
We use collected information to:
- Provide and operate XtremeBooks and XtremePass
- Authenticate users and secure accounts
- Enable cross-platform syncing and backups
- Manage billing, subscriptions, and payments
- Comply with South African legal and regulatory requirements
We do not sell your personal information.
Cloud storage and data hosting
To support cross-platform functionality, your data may be stored on secure servers. We take reasonable technical and organizational measures to ensure your information is protected against:
- Unauthorized access
- Loss or misuse
- Alteration or disclosure
Third-party services
We may share limited information with trusted third-party service providers, only as necessary to deliver our services. These include:
Payment processing
- PayFast – used to process secure payments and subscriptions
Hosting and database services
- MySQL hosting – used for secure cloud database storage
- Flask-based servers – used for application authentication and API services
Third-party providers are required to protect your information and may only use it for the purposes we specify.
Data security
We take security seriously, especially due to the sensitive nature of bookkeeping and password data. Security measures include:
- Encryption where applicable
- Secure authentication controls
- Restricted server access
- Regular monitoring and updates
However, no system can be guaranteed 100% secure, and you use the services at your own risk.
User responsibilities
You are responsible for:
- Keeping your login credentials confidential
- Using strong passwords and PINs
- Not sharing access to your account with unauthorized persons
Data retention
We retain personal information only for as long as necessary to:
- Provide services
- Meet legal and accounting obligations
- Resolve disputes or enforce agreements
You may request deletion of your data, subject to legal requirements.
Your rights under POPIA
As a user in South Africa, you have the right to:
- Access the personal information we hold about you
- Request corrections or updates
- Request deletion of your information
- Object to certain types of processing
- Lodge a complaint with the Information Regulator of South Africa
Children’s privacy
Our software is not intended for children under the age of 18. We do not knowingly collect information from minors.
Changes to this privacy policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website, with an updated effective date.
Contact us
If you have questions or requests regarding this Privacy Policy or your personal data, please contact us:
- Email: info@cypherit.co.za
- Location: South Africa