Privacy

We collect the least we can get away with. We do not sell anything about you to anyone, we do not run advertising, and we do not build a profile of you across other websites.

Everything below is a plain description of what the software actually does. If something here is unclear, write to michael@adminmadesimple.co.za and we will explain it in as much detail as you want.

Only what the product needs to work:

The app can record you describing what you want, so you do not have to type it.

The microphone is only ever switched on while you are holding or have tapped the record button, and the app shows a running timer the whole time it is listening. Nothing is recorded in the background, and nothing is recorded when the app is not open.

When you stop, the recording is sent to a speech-to-text service, converted to words, and the words are put into the box for you to edit. We do not keep the audio: it is not saved to your device, not written to our database, and not retained after the request finishes. We do not use it to train anything.

You never have to use it. Typing does exactly the same job, and declining the microphone permission leaves the rest of the app working normally.

If you enter for an examination through a school using this platform, we hold what the examination board requires: the candidate's full name, date of birth, identity or passport number, contact details, the subjects entered, and — where given — a parent's contact details.

This information belongs to the examination centre, not to us. We store it on their behalf so they can submit entries and contact you. Only staff at that centre can see it. No other school, and no other part of this platform, has any access to it.

Payment is taken by the centre's own payment provider, into the centre's own account. We never see or store card details, and the exam fee does not pass through us.

If the candidate is under 18, a parent or guardian should complete the entry. Ask the centre to correct or delete anything held about you — they control it, and we act on their instruction.

If you connect an account of your own — Google Drive, for example — we use a service called Nango to handle the sign-in. Nango holds the access token on your behalf; we never see your password and never store a credential for your account.

Connecting is personal by default. Only you can see the files it brings in and build on them. Letting colleagues use them is a separate switch you have to move yourself.

We copy in spreadsheet-shaped files so your apps can use them. Nothing else is read — documents, photos and anything that is not a table are skipped.

Disconnect and it is gone immediately. The connection is removed and every file we copied in is deleted straight away, along with anything built on it. There is no grace period and no archived copy.

You can bring in your own health data two ways, and both start with you. In the Android app, connecting Health Connect reads steps, distance, heart rate, sleep, calories and workouts from your phone — the phone shows you exactly what is asked for, and agreeing there is your consent. Connecting Strava brings in your activities.

Health information is special personal information under South African law, so to be plain about what we hold: the readings you bring in are stored as rows in the app you chose, marked as yours. Only you can see rows brought in from Strava — sharing them is not allowed by Strava's rules, and we do not offer it. Health Connect rows follow the app they landed in.

If you ask questions in an app that holds your health rows, a sample of those rows goes to the AI provider, the same way any other records do. Strava rows are the exception: they are never sent to the AI at all, whoever asks.

Stop whenever you like. Disconnecting Health Connect stops new readings (the phone's own permission is yours to revoke in its settings); disconnecting Strava removes what it brought in. Rows already inside an app are that app's data and are deleted with it.

The AI that builds your apps and answers your questions runs on servers in another country, and you choose which. America is the default. Where a second country is offered, the option appears when you sign in and again beside the box you type in, and you can change it whenever you like.

What is sent depends on what you are doing. When you type anything into the assistant — asking it to build something, or simply asking it a question — it receives what you type and the names of your data sources and apps, not the information inside them. The names are sent so that a question phrased in your own words can be recognised as a question about your records. For a spreadsheet you uploaded, the name we hold includes its column headings, so those are sent too. If you attach a file to the conversation, the first rows of it are sent as well — up to 40 of them — because looking at the file is what you attached it for. Nothing else in your workspace sends its rows while you are simply talking.

The assistant also answers ordinary questions — the news, a price, how something works — and looks them up on the web when the answer depends on something current. When it does, the words of that question go to a search engine through the AI provider. Nothing from your own data, apps or records goes with it.

When you ask a question about your records, a sample of those records is sent, because that is what the answer is drawn from — at most 200 rows from each of up to four sources. If your app saves its own records, those can include the email address of whoever saved each one, since questions are often about who did what.

Your choice moves both of those. Whichever country you pick, the same rules apply: nothing is sent from another organisation, the provider is not permitted to use your data for its own purposes, and we do not send your password or card details anywhere.

Voice notes are handled by a separate provider and are not affected by this choice. Recordings are never kept.

If you work inside an organisation, its administrator can switch a country off for everybody in it. When that happens your own preference is kept, and used again if it is ever switched back on.

We use a small number of specialist providers. Each one sees only the part it needs to do its job, and none of them are permitted to use your data for their own purposes:

Our database and our servers are hosted outside South Africa, and the providers listed above process data in various countries. This means your information crosses borders.

POPIA allows this where the receiving party is bound by comparable protection. Each provider above is contractually committed to that standard, and we do not use a provider that will not commit to it.

Your account and the things you have built stay until you ask us to delete them. Usage records are kept for seven years, because tax law requires it of anything that touches an invoice.

Exam entries are kept by the examination centre for as long as they need them for certification and appeals — usually several years, because a certificate can be queried long after the exam.

Voice recordings are the exception and are kept for no time at all — see above.

Under POPIA you may ask us what we hold about you, ask us to correct it, and ask us to delete it. You can also object to us processing it, and complain to the Information Regulator of South Africa if you think we have got it wrong.

Write to michael@adminmadesimple.co.za. We will answer within 30 days, and usually within two working days.

This is a business tool and is not aimed at children. We do not knowingly collect information from anyone under 18. If you believe a child has given us information, tell us and we will remove it.

If we change this policy in a way that affects you, we will say so in the app rather than quietly updating the date at the top.