Privacy Policy

This policy explains how MMaintenance ("we", "us") collects, uses, shares and protects personal information when you use mmaintenance.co.za and its tools (the "Service"). We process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA). By using the Service you acknowledge this policy. Please also read our Terms of Use.

1. Who we are and how to contact us

For personal information about our users, we are the responsible party under POPIA. You can contact us, including our Information Officer, using these details:

Business	CodeSix (Pty) Ltd Trading as MMaintenance
Physical address	29 Block B Willowbrooke Office Park, Van Hoof St, Roodepoort, 1729, South Africa
Telephone	069 049 3355 (call or WhatsApp)
Email	admin@mmaintenance.co.za
Website	mmaintenance.co.za

2. What we collect

Information you give us

• Account details: your name, email address and, if you choose, your mobile number (used to send login codes).
• Schedule information: household composition (the number of adults and children), monthly expenses and descriptions, both parties' incomes, party labels or names you enter, schedule titles, matter or case numbers and any current maintenance contribution.
• Bank statements (optional): if you use the AI import, the PDF or CSV statement you upload and the transactions extracted from it (date, description and amount). See section 4.
• Legal practitioners: your firm's name, contact person, phone, email, address and logo, and the client records you add (client name, email, phone, identity number, reference and notes).
• Communications: messages, feedback and survey answers you send us.

Payment information

Payments are processed by Paystack. We never see or store your full card details. We receive and keep the payment reference, amount, date and status.

Information collected automatically

• Technical data: IP address, browser and device type, pages visited and the date and time of requests, recorded in server logs.
• Product usage: actions within the app (for example, reaching a step of the schedule wizard, or opening an export option), recorded so we can understand where people get stuck and improve the Service.
• Cookies and analytics: see section 9.

3. How we use your information

Purpose	Lawful basis (POPIA s11)
Creating your account and signing you in with one-time codes	Necessary to provide the Service you asked for
Calculating schedules and generating exports and court documents	Necessary to provide the Service
Processing payments, subscriptions and free trials, and keeping financial records	Contract, and compliance with tax and accounting law
Service emails and SMS (login codes, receipts, trial and subscription notices)	Necessary to provide the Service
Product tips, offers and surveys about MMaintenance (see section 8)	Our legitimate interest in serving existing customers, with a right to opt out
Analytics, troubleshooting, security and fraud prevention	Our legitimate interest in running a secure, reliable service

We do not sell your personal information, and we do not use the content of your schedules or statements to advertise to you.

4. Bank statements and AI processing

The AI import is optional. When you upload a statement:

• the file is sent to Anthropic (the provider of the Claude AI model, based in the United States) so that it can read the transactions and suggest expense categories. Under Anthropic's commercial terms, data sent through its API is not used to train its models;
• the uploaded file is deleted from our servers as soon as it has been processed, whether or not processing succeeded;
• the extracted transactions are kept with your schedule so you can review them, and nothing is added to your schedule until you approve it. They are permanently deleted when you delete your account.

Bank statements can contain information about other people (for example, names in payment references). Please only upload statements you are entitled to share.

5. Who we share information with

We share personal information only with service providers ("operators") who process it on our behalf and under our instructions, and only as needed to run the Service:

Provider	Purpose	Location
Diamatrix	Website and database hosting	South Africa
Paystack	Card payments and subscriptions	South Africa / international
turboSMTP	Delivering email	European Union
BulkSMS	Delivering SMS login codes	South Africa / international
Anthropic	Reading uploaded bank statements (AI import)	United States
Google (Analytics, Tag Manager, Ads)	Website analytics and measuring advertising	United States / international

We may also disclose information where the law requires it (for example, a court order), or to protect our rights, our users or the public. If you create a share link for a schedule, anyone who has that link can view that schedule. You can switch the link off at any time from the schedule page.

6. Information sent outside South Africa

Some of the providers above process information outside South Africa. Where this happens, we rely on POPIA section 72: the provider is subject to a law, binding corporate rules or a binding agreement that gives an adequate level of protection, or the transfer is necessary to provide the Service you asked for.

7. Legal practitioners and their clients

When a law firm or practitioner adds client information to the Service, the firm is the responsible party for that client information, and we act as its operator (POPIA sections 20 and 21). We process client information only to provide the Service to the firm, keep it confidential and secure, and will notify the firm without undue delay if we have reasonable grounds to believe it has been accessed by an unauthorised person. The firm is responsible for having a lawful basis to process its clients' information, including identity numbers, and for dealing with its clients' requests about it.

8. Emails and marketing

We send service messages that you cannot opt out of while you have an account, such as login codes, receipts and notices about your trial or subscription. As a customer, we may also email you about MMaintenance's own features, offers and short feedback surveys. You can opt out of these at any time using the unsubscribe link at the bottom of any of these emails, by replying "unsubscribe", or by writing to admin@mmaintenance.co.za, and we will stop. We do not send unsolicited marketing to people who are not our customers without their consent.

9. Cookies and analytics

Cookie	Purpose	Type
Session cookie	Keeps you signed in and protects forms against cross-site request forgery. It expires after 8 hours of inactivity.	Essential
Google Analytics (_ga, _ga_*)	Counts visits and shows which pages and features are used	Analytics
Google Ads / Tag Manager	Measures whether our adverts lead to sign-ups or purchases	Advertising measurement

You can block or delete cookies in your browser settings; the Service will still work, but you will need to sign in again. You can also opt out of Google Analytics with Google's browser add-on. The demo video on our site is hosted by us and sets no cookies.

10. Information about children

Maintenance schedules are about the costs of raising children, but the Service only asks for the number of children in a household, not their names or identity numbers. Any information about a child that you choose to enter (for example, in an expense description) is processed with the consent of you, as the parent or guardian (a competent person under POPIA section 35), and only to prepare your schedule. The Service is intended for adults; you must be 18 or older to create an account.

11. How we protect your information

We use reasonable technical and organisational measures, including encrypted (HTTPS) connections, passwordless sign-in with one-time codes, access controls so that you can only see your own schedules and clients, and limits on who within MMaintenance can access the database. No system is completely secure; if a security compromise affects your personal information, we will notify you and the Information Regulator as POPIA section 22 requires.

12. How long we keep information

• Account, schedules, firm profile and client records: for as long as you have an account. A schedule you delete is removed from your account straight away; deleting your account (under Account Settings) permanently erases your account and all schedules, client records and imported transactions linked to it. If you would like a single schedule permanently erased without closing your account, email us.
• Uploaded bank statement files: deleted immediately after processing.
• Payment and invoice records: five years, as tax law requires, even if you delete your account.
• Server logs and backups: for a limited period, after which they are overwritten in the normal cycle.

13. Your rights

Under POPIA you have the right to:

• ask whether we hold personal information about you, and request a copy of it;
• ask us to correct or delete information that is inaccurate, out of date, incomplete or that we are no longer allowed to keep;
• object to processing based on our legitimate interests, including direct marketing;
• withdraw consent where we rely on it; and
• lodge a complaint with the Information Regulator (inforegulator.org.za).

You can update your details and delete your account yourself under Account Settings. For anything else, email admin@mmaintenance.co.za. We may need to confirm your identity first, and will respond within a reasonable time. If you are a client of a law firm that uses MMaintenance, please direct requests about your client record to that firm (see section 7).

14. Changes to this policy

We may update this policy from time to time. The "last updated" date above shows when it last changed, and we will notify account holders by email of any significant change.