PRIVACY POLICY

ComplianceVault by Beinco Enterprise Solutions

Effective Date: 22 September 2026

Last Updated: 22 September 2026

1. INTRODUCTION

Welcome to ComplianceVault (“ComplianceVault”, “we”, “us”, or “our”).

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit our website, create an account, use our document storage platform or interact with our services.

We respect your privacy and are committed to handling personal information responsibly and in accordance with applicable data protection laws, including the laws of the Republic of Botswana where applicable.

By using our website or services, you acknowledge that you have read this Privacy Policy.

2. WHO WE ARE

The entity responsible for processing your personal information is:

Legal Company Name: Beinco Enterprise Solutions

Business Address: Plot 54368 iTowers, CBD, Gaborone

Country: Botswana

Email: support@compliancevault.space

Telephone: 3163404

Website: www.compliancevault.space

For questions regarding this Privacy Policy or the handling of your personal information, please contact us using the details above.

Where applicable, we will identify a designated data protection officer or other privacy contact.

3. INFORMATION WE COLLECT

We may collect different categories of information depending on how you use our website and services.

3.1 Information You Provide Directly

We may collect information you voluntarily provide, including:

  • Full name and contact details;
  • Email address and telephone number;
  • Company or organisation name;
  • Account login and registration information;
  • Billing and payment-related information;
  • Information provided through contact forms or support requests;
  • Information provided when requesting a demonstration or quotation; and
  • Other information you choose to provide.

We will only request information that is reasonably necessary for the relevant purpose.

3.2 Account and Platform Information

When you use the ComplianceVault platform, we may collect:

  • Account and user identification information;
  • Login and authentication records;
  • User roles and access permissions;
  • Account activity and audit records;
  • Subscription and service information; and
  • Technical information required to operate and secure your account.

3.3 Documents and Uploaded Content

ComplianceVault is a document storage and management platform.

Depending on the features you use, you may upload documents that contain personal or confidential information belonging to you, your organisation or other individuals.

Uploaded content may include, for example:

  • Business documents;
  • Contracts and agreements;
  • Compliance records;
  • Employee-related documents;
  • Financial or administrative records; and
  • Other files that you choose to store on the platform.

You remain responsible for ensuring that you have the appropriate authority and lawful basis to upload and process documents containing personal information.

We process uploaded documents to provide the storage, organisation, retrieval, sharing and related services you request, in accordance with your instructions and applicable agreements.

3.4 Automatically Collected Information

When you visit our website or use our platform, we may automatically collect certain technical information, including:

  • IP address;
  • Browser type and version;
  • Device type and operating system;
  • Website pages visited;
  • Date and time of access;
  • Referring website or source; and
  • Technical logs and security-related information.

We use this information to operate, maintain, secure and improve our website and services.

3.5 Cookies and Similar Technologies

We may use cookies and similar technologies to support website functionality, remember preferences, analyse usage and improve the user experience.

Cookies may be:

  • Essential cookies: Required for core website or platform functionality.
  • Functional cookies: Used to remember preferences and settings.
  • Analytics cookies: Used to understand how visitors use our website.
  • Marketing cookies: Used only where applicable and subject to relevant consent or legal requirements.

You can manage cookies through your browser settings and, where available, our cookie consent controls.

Disabling certain cookies may affect the functionality of the website.

4. HOW WE USE YOUR INFORMATION

We may use personal information for the following purposes:

  1. To create and manage user accounts;
  2. To provide, operate and maintain our document storage services;
  3. To store, organise, retrieve and manage uploaded documents according to your instructions;
  4. To process payments and manage subscriptions;
  5. To communicate with you about your account, services or enquiries;
  6. To provide technical support and respond to requests;
  7. To protect the security and integrity of our website and platform;
  8. To detect, prevent and investigate fraud, abuse and unauthorised access;
  9. To comply with legal and regulatory obligations;
  10. To improve our website, services and user experience; and
  11. To send marketing communications where permitted by law and, where required, with your consent.

We will not use your personal information for unrelated purposes in a manner that is inconsistent with applicable law or the information provided to you at the time of collection.

5. LEGAL BASIS FOR PROCESSING

Where applicable, we process personal information on one or more lawful grounds, including:

  • Performance of a contract: Where processing is necessary to provide services you request or fulfil contractual obligations.
  • Consent: Where you have provided valid consent for a specific processing purpose.
  • Legal obligations: Where processing is required to comply with applicable laws or legal requirements.
  • Legitimate interests: Where processing is necessary for legitimate business, security or operational purposes and your rights and interests are appropriately considered.
  • Protection of vital interests: Where applicable and permitted by law.
  • Public interest or other lawful grounds: Where applicable under the relevant legal framework.

The appropriate legal basis depends on the type of information and the purpose of processing.

6. HOW WE SHARE INFORMATION

We do not sell your personal information as part of our ordinary business operations.

We may share personal information with the following categories of recipients where reasonably necessary and lawful:

6.1 Service Providers

We may use trusted third-party service providers to support our operations, including:

  • Cloud hosting and infrastructure providers;
  • Database and storage providers;
  • Payment processors;
  • Email and communication providers;
  • Security and monitoring providers;
  • Customer support and technical service providers; and
  • Analytics providers, where applicable.

These providers may process information on our behalf and will be subject to appropriate contractual or other safeguards as required by applicable law.

6.2 Business Customers and Account Administrators

If you use ComplianceVault through an organisation or business account, authorised administrators may be able to access, manage or control information within that organisation’s account, according to their assigned permissions and applicable agreements.

Your organisation may determine how its account is managed and how documents are shared within its authorised users.

6.3 Legal and Regulatory Requirements

We may disclose information where reasonably necessary to:

  • Comply with a legal obligation;
  • Respond to a valid legal process;
  • Protect our rights, property or safety;
  • Prevent fraud or security threats; or
  • Protect the rights, safety or security of users and other persons.

We will seek to limit disclosures to what is reasonably necessary and lawful.

7. INTERNATIONAL DATA TRANSFERS

Some of our service providers or technology infrastructure may be located outside Botswana.

Where personal information is transferred to another country, we will take appropriate steps to comply with applicable data protection requirements and implement relevant safeguards where required.

Depending on the services we use, information may be processed in jurisdictions that have different data protection laws from Botswana.

You may contact us for further information about relevant international transfers and applicable safeguards, subject to legitimate confidentiality and security considerations.

8. DOCUMENT CONFIDENTIALITY AND DATA PROCESSING

We recognise that documents uploaded to ComplianceVault may contain confidential business information and personal information.

We will process uploaded content for the purposes of providing the contracted service, maintaining the platform, ensuring security, complying with law and carrying out other activities permitted by the applicable agreement.

Where ComplianceVault processes personal information on behalf of an organisation, the organisation may act as the data controller and ComplianceVault may act as a data processor, depending on the nature of the processing and the applicable legal framework.

The responsibilities of each party may be further defined in a separate Data Processing Agreement or other contractual documentation.

We do not use customer documents for unrelated purposes or disclose their contents to third parties except as authorised, necessary to provide the service, or required or permitted by applicable law.

9. DATA SECURITY

We take reasonable technical and organisational measures designed to protect personal information against:

  • Unauthorised access;
  • Unauthorised disclosure;
  • Accidental loss;
  • Destruction or damage;
  • Unlawful processing; and
  • Other security risks.

Security measures may include access controls, authentication safeguards, monitoring, encryption where appropriate, secure infrastructure and other measures suitable for the nature of the information and associated risks.

However, no digital system or internet transmission can be guaranteed to be completely secure.

You are responsible for protecting your account credentials and notifying us of suspected unauthorised access.

10. DATA RETENTION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to provide the services, comply with legal obligations, resolve disputes, enforce agreements or protect our legitimate interests.

Retention periods may vary depending on:

  • The type of information;
  • The purpose for which it is processed;
  • The contractual relationship;
  • Legal and regulatory requirements;
  • Security and dispute resolution needs; and
  • Whether the information is required for ongoing services.

When information is no longer required, we will take appropriate steps to delete, anonymise or otherwise securely dispose of it, subject to applicable legal and contractual obligations.

10.1 Account Closure and Document Deletion

Where applicable, users may request account closure or document deletion in accordance with the platform’s procedures and their contractual arrangements.

Organisation-managed accounts may be subject to the instructions of the organisation’s administrator.

Documents may remain in backups, security logs or records for a limited period where necessary for security, disaster recovery or legal compliance, after which they will be deleted or overwritten according to applicable retention practices.

Specific document recovery and deletion periods should be confirmed in your service agreement or account documentation.

11. YOUR PRIVACY RIGHTS

Subject to applicable law and any lawful limitations, you may have rights relating to your personal information, including:

  • The right to be informed about how your personal information is processed;
  • The right to request access to personal information held about you;
  • The right to request correction of inaccurate or incomplete information;
  • The right to request deletion of personal information in appropriate circumstances;
  • The right to request restriction of processing in applicable circumstances;
  • The right to object to certain processing activities;
  • The right to withdraw consent where processing is based on consent; and
  • Other rights provided by applicable data protection laws.

The availability and scope of these rights may depend on the circumstances and applicable law.

To exercise a right, contact us using the details in Section 16. We may need to verify your identity before processing a request.

12. MARKETING COMMUNICATIONS

Where permitted by law, we may send information about our services, updates, products or promotions.

You may opt out of marketing communications by:

  • Using the unsubscribe option included in our marketing emails; or
  • Contacting us directly.

We may continue to send essential service-related communications, such as security notifications, account notices, billing information or important service updates.

13. CHILDREN’S PRIVACY

Our services are intended for businesses, organisations and users who are legally capable of using the Service.

We do not knowingly collect personal information from children in circumstances where collection is prohibited by applicable law.

If you believe that a child has provided personal information to us inappropriately, please contact us so that we can review the matter and take appropriate action.

14. THIRD-PARTY WEBSITES AND SERVICES

Our website or platform may contain links to third-party websites, applications or services.

We are not responsible for the privacy practices, security or content of third-party services that we do not control.

We encourage you to review the privacy policies of third-party services before providing personal information to them.

15. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our services, business practices, technology or applicable legal requirements.

Where appropriate, we will provide notice of material changes through our website, platform or other reasonable communication channels.

The updated version will be identified by its effective or last updated date.

We encourage you to review this Privacy Policy periodically.

16. CONTACT US AND PRIVACY REQUESTS

If you have questions, concerns or requests relating to this Privacy Policy or the processing of your personal information, please contact us.

ComplianceVault

Legal Company Name: [Insert Legal Company Name]

Privacy Contact / Data Protection Officer: [Insert Name or Role]

Email: [Insert Privacy Email Address]

Telephone: [Insert Telephone Number]

Postal Address: [Insert Business Address]

You may also have the right to lodge a complaint with the relevant data protection supervisory authority where applicable.

17. GOVERNING LAW

This Privacy Policy shall be interpreted in accordance with applicable laws of the Republic of Botswana, to the extent applicable.

Any dispute concerning this Privacy Policy shall be subject to the applicable legal framework and jurisdiction of the competent courts of Botswana, subject to mandatory legal requirements.

END OF PRIVACY POLICY