Privacy Policy
1. Who we are and how roles are divided
PrimeFSM is a funeral service administration platform provided by Prime Technologies (Pty) Ltd (“PrimeFSM”, “we”, “us” or “our”). When a funeral service provider enters information about its clients, members, beneficiaries or staff, that provider generally determines why and how the information is used and acts as the responsible party. We process that information on its instructions as an operator. We may act as the responsible party for account, billing, support, security and website information that we collect for our own business purposes.
2. Information we process
Depending on how the service is used, we may process:
- identity and contact details, including names, identity numbers, phone numbers, email and physical addresses;
- policy, plan, dependant, beneficiary, premium, payment, claim and funeral-service records;
- company, user-account, role and subscription information;
- support enquiries and communications sent through the service; and
- technical and security data such as IP addresses, login records, device or browser information and activity logs.
Some records may reveal sensitive or special personal information. Companies must only enter information they are legally permitted to collect and must limit access to authorised users.
3. Why information is used
We process information to provide and secure the platform; authenticate users; administer policies, payments, claims and related workflows; deliver requested communications; provide support; manage subscriptions and payments; maintain audit records; prevent misuse; comply with law; and improve reliability and performance.
4. Lawful processing
We process personal information in accordance with applicable South African law, including the Protection of Personal Information Act 4 of 2013 (“POPIA”). Processing may be based on consent, a contract, a legal duty, protection of a legitimate interest, or another ground permitted by law. Each company is responsible for establishing an appropriate basis for the information it uploads.
5. Sharing and service providers
Information may be shared with authorised users of the relevant company and with service providers that help us operate hosting, communications, customer support, payment and security functions. We may also disclose information when legally required, to protect rights or safety, or in connection with a properly managed business transfer. We do not sell personal information.
6. International processing
Some service providers may process information outside South Africa. Where this occurs, we take reasonable steps to use recipients and safeguards that provide an appropriate level of protection as required by applicable law.
7. Security and incidents
We use reasonable technical and organisational safeguards designed to protect information, including access controls, authentication and operational logging. No internet service is completely secure. Companies must protect their login credentials, configure staff access appropriately and notify us promptly of suspected unauthorised access. Where required, we will support legally required security-compromise notifications.
8. Retention
We retain information only for as long as needed for the purposes described here, the customer relationship, legitimate recordkeeping, dispute resolution and legal obligations. Information may remain in protected backups for a limited period after deletion. A company may also be legally required to retain its own records.
9. Your choices and rights
Subject to POPIA and other applicable law, a person may ask whether their information is held, request access or correction, object to certain processing, request deletion where permitted, or withdraw consent where processing depends on consent. If the information was supplied by a funeral service provider, contact that provider first because it controls the record. We may refer the request to it and may need to verify identity before acting.
10. Cookies and communications
We may use cookies or similar storage that is necessary for sessions, authentication, preferences, security and service operation. Marketing communications may be opted out of using the method provided in the message, but essential account and service notices may still be sent.
11. Children
The platform is intended for use by authorised business users, not directly by children. Companies recording information about a child or dependant are responsible for having the authority and lawful basis required to do so.
Terms of Service
1. Acceptance and authority
By creating an account, purchasing a subscription or using PrimeFSM, you agree to these terms on behalf of yourself and, where applicable, the company you represent. You confirm that you have authority to bind that company and that account information is accurate.
2. The service
PrimeFSM provides tools for funeral-service administration, including client, policy, member, payment, receipt, claim, funeral, reporting and communication workflows. Features may depend on the selected plan, add-ons or third-party services. We may improve or change the service while seeking to preserve its core purpose.
3. Accounts and acceptable use
You are responsible for authorised users, credentials, permissions and all activity under your account. You must not misuse the service, bypass security or plan limits, upload unlawful or harmful material, access another customer’s data, interfere with the platform, reverse engineer restricted components, or use the service to violate law or third-party rights.
4. Customer data
You retain your rights in data submitted to the service. You grant us the limited right to host, process, transmit and back up that data as needed to provide and protect PrimeFSM. You are responsible for its accuracy, legality, required notices and consents, and for maintaining any records or exports your business requires.
5. Fees, renewals and third-party payments
Applicable fees, billing periods and plan limits are shown during registration, checkout or in an agreed quotation. Unless stated otherwise, fees already earned are non-refundable to the extent permitted by law. Payment processing may be performed by a third party under its own terms. Failed or overdue payment may lead to restricted access or suspension after reasonable notice.
6. Communications
If you use SMS or email features, you are responsible for recipient consent, the accuracy of contact lists, message content and compliance with laws governing direct marketing and electronic communications. Delivery depends on third-party networks and is not guaranteed.
7. Availability and support
We aim to keep PrimeFSM reliable and available, but maintenance, internet failures, security events and third-party dependencies can cause interruptions. Unless separately agreed in writing, the service is provided on an “as available” basis without a guaranteed uptime or response time.
8. Intellectual property
PrimeFSM, its software, branding, interface and documentation are owned by or licensed to Prime Technologies (Pty) Ltd. These terms give you a limited, non-exclusive, non-transferable right to use the service for your internal business operations during an active subscription.
9. Suspension and termination
We may suspend or terminate access for material breach, unlawful use, security risk or non-payment. You may stop using the service or cancel in accordance with your subscription arrangement. On termination, access ends and customer data may be deleted after a reasonable export or retention period, subject to legal and backup requirements.
10. Disclaimers and liability
PrimeFSM is an administration tool and does not provide legal, insurance, accounting or financial advice. You remain responsible for policy terms, regulatory compliance, claims decisions, collections and services delivered to clients. To the fullest extent permitted by law, we are not liable for indirect or consequential loss, lost profits, lost opportunity or loss caused by customer input, unauthorised credentials or third-party services. Nothing in these terms excludes liability that cannot lawfully be excluded.
11. Indemnity
To the extent permitted by law, the customer indemnifies us against third-party claims arising from its unlawful content, lack of required authority or consent, misuse of the service, or breach of these terms, except to the extent caused by our own unlawful conduct.
12. Governing law and changes
These terms are governed by the laws of the Republic of South Africa. We may update this page to reflect legal, security or service changes. Material changes will be communicated through the service or another reasonable channel and will apply from the stated effective date.
Questions and requests
For privacy requests, legal questions or complaints, contact Prime Technologies (Pty) Ltd through the support channel available on the PrimeFSM website or from your account. Please mark privacy enquiries for the attention of the Information Officer.
If a privacy concern is not resolved, you may have the right to complain to South Africa’s Information Regulator. Information is available at inforegulator.org.za.