Last updated: 16 September 2026
Who we are
CRM Online (Pty) Ltd provides a hosted customer relationship management system at crmonline.co.za. This policy explains what we collect, why, and what you can ask us to do about it. It is written to meet the Protection of Personal Information Act (POPIA).
What we collect when you sign up
Your name, your business name, your email address, your phone number, your business address, your industry, and (if you enter them) your VAT number and the banking details you want shown on your own quotes and invoices. We keep a record of the terms you agreed to, when, and from which IP address.
What we hold inside your CRM
Whatever you put in it: your customers, contacts, quotes, invoices, jobs, files and messages. That information is yours. We store it so the service works, and we do not sell it, rent it, or use it to market to your customers.
Your own database
Each customer’s CRM has its own separate database on our server. One customer cannot see another customer’s information.
Where it is stored
On servers in South Africa (Johannesburg). Backups are kept on the same platform and copied to a separate location so your data can be restored if something fails.
When we look at your data
Our support staff can sign in to your CRM to help you. When that happens your CRM shows a red banner saying a CRM Online support person is signed in, and both your system and ours record it. We look only at what is needed to help you.
Who else processes it
Paystack (card payments; your card details are entered on Paystack’s own secure page and are never stored by us), Meta Platforms (WhatsApp messages you exchange with us, or that your CRM sends through WhatsApp), our hosting provider, and our email provider. Each of them acts on our instructions for that purpose only.
If you message our WhatsApp number, or we message you on it, Meta carries and stores those messages under its own terms. We use WhatsApp to send you account messages such as invoices, payment confirmations, trial reminders and support replies. Reply STOP at any time and we will stop sending you WhatsApp messages; your account and email still work normally.
How long we keep it
While your CRM is active, and after that: if a trial or subscription ends, your CRM becomes read-only and your data stays available to download. If nothing is paid, it is archived and eventually removed, and we email you dated warnings before anything is removed. You can ask us to delete it sooner (see Delete your data).
Your rights under POPIA
You may ask us what we hold about you, ask us to correct it, ask for a copy in a usable format, object to how we use it, or ask us to delete it. Email info@crmonline.co.za and we will answer within a reasonable time.
Security
Access to your CRM is by password over an encrypted connection. Our staff access is logged. We keep the platform patched and take backups. No system is perfect, and if a breach affects your personal information we will tell you and the Information Regulator as POPIA requires.
Children
The service is for businesses and is not aimed at children.
Changes
If we change this policy we will post the new version here with a new date.
Contact
CRM Online (Pty) Ltd, info@crmonline.co.za, support@crmonline.co.za.