POPIA Compliance Statement — QuickTenders

Last updated: 1 June 2026

Thuthu (Pty) Ltd t/a QuickTenders Registration Number: 2025/102758/07

Effective Date: 1 June 2026

What is POPIA?

The Protection of Personal Information Act, 2013 (Act No. 4 of 2013) ("POPIA") is South Africa's primary data protection law. It regulates how organisations collect, store, use, share, and dispose of personal information. POPIA came into full effect on 1 July 2021.

QuickTenders takes its obligations under POPIA seriously. This statement explains how we comply with POPIA's eight conditions for lawful processing of personal information.

1. Accountability

Thuthu (Pty) Ltd t/a QuickTenders is the responsible party under POPIA. We have appointed an Information Officer responsible for ensuring POPIA compliance across the organisation.

Information Officer: Littchel Nhlalo Mathuthu Email: info@getquicktenders.com

2. Processing Limitation

We collect only the personal information that is necessary to provide our services. We do not collect personal information for purposes beyond what is stated in our Privacy Policy. You have the right to object to the processing of your personal information, and we will consider and respond to such objections in accordance with POPIA.

3. Purpose Specification

We collect personal information for the specific, explicit, and legitimate purposes of:

Registering and managing your QuickTenders account
Delivering tender matching, compliance tracking, and workspace services
Processing Secretariat Service orders on your behalf
Providing AI-assisted bid writing and compliance checking tools
Processing payments through iKhokha
Sending transactional and marketing communications (with your consent)
Complying with applicable legal obligations

We will not process your personal information for purposes incompatible with those listed above without your consent or another lawful basis.

4. Further Processing Limitation

Personal information collected for the purposes described above will not be processed further in a manner incompatible with those purposes. We do not sell, rent, or trade your personal information to third parties for their own marketing or commercial purposes.

5. Information Quality

We take reasonable steps to ensure that personal information we hold is complete, accurate, not misleading, and updated where necessary. You can update your account and business profile information at any time through the platform. If you believe we hold inaccurate information about you, please contact us at info@getquicktenders.com.

6. Openness

We are transparent about our personal information processing practices through:

This POPIA Compliance Statement
Our Privacy Policy (getquicktenders.com/privacy)
Our PAIA Manual (getquicktenders.com/paia)
Our AI Compliance Disclosure (getquicktenders.com/ai-compliance)
Our Terms of Service (getquicktenders.com/terms)

7. Security Safeguards

We implement appropriate technical and organisational security measures to protect your personal information against loss, damage, or unauthorised access, disclosure, or destruction. These measures include:

TLS/HTTPS encryption for all data in transit
Encryption at rest via Cloudflare's storage infrastructure
Organisation-scoped data isolation at the API layer
JWT-based session management with server-side validation
Rate limiting and DDoS protection
Role-based access controls for internal staff
Regular security monitoring and logging

In the event of a data breach that is likely to result in harm to you, we will notify you and the Information Regulator as required by POPIA.

8. Data Subject Participation

You have the following rights under POPIA regarding your personal information:

Right to access — request a copy of the personal information we hold about you
Right to correction — request that we correct inaccurate, irrelevant, excessive, out-of-date, incomplete, misleading, or unlawfully obtained personal information
Right to deletion — request deletion of personal information we are no longer authorised to retain
Right to object — object to the processing of your personal information
Right to complain — lodge a complaint with the Information Regulator

To exercise any of these rights, contact us at info@getquicktenders.com with the subject line POPIA Request — [type of request].

Subprocessors and Third Parties

We share personal information with the following third-party processors to deliver our services, all of whom are required to process your data only as instructed and with appropriate security measures:

Processor	Purpose	Location
Cloudflare Inc.	Hosting, compute, database, storage	Global edge (including US, EU)
iKhokha	Payment processing	South Africa
Resend	Transactional email delivery	US
Anthropic (Claude)	AI-assisted writing and compliance checking	US
Google (Gemini)	Document classification and AI assistance	US

Cross-border transfers to processors outside South Africa are subject to appropriate safeguards in line with POPIA's requirements.

Marketing Communications

We will only send you marketing communications where you have given your consent. You can withdraw consent at any time by clicking "Unsubscribe" in any marketing email or by contacting support@getquicktenders.com.

Retention and Disposal

We retain personal information only for as long as necessary for the purposes for which it was collected, or as required by law. Upon account deletion, personal data is removed within 30 days. Billing records are retained in anonymised form as required by law. Tender application records are retained for 3 years to support audit trails.

Complaints

If you are dissatisfied with how we have handled your personal information, you may lodge a complaint with the Information Regulator of South Africa:

Information Regulator (South Africa) Website: www.inforeg.org.za Email: inforegulator@justice.gov.za Telephone: +27 10 023 5207 Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

Contact

For any POPIA-related enquiries:

Thuthu (Pty) Ltd t/a QuickTenders Attention: Information Officer — Littchel Nhlalo Mathuthu Email: info@getquicktenders.com Address: 23 Fielding Crescent, Mondeor Green, Johannesburg, Gauteng, 2091