Last updated: June 2026

BlakFire Management Solutions (Pty) Ltd ("BlakFire", "we", "us") is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) and applicable South African law. This policy explains what data we collect, why, and how we handle it.

1. WHO WE ARE

BlakFire Management Solutions is a South African IT consulting and development company. We provide Power Apps development, web application development, Microsoft 365 setup and migration, website maintenance, device enrollment and configuration (Intune/Autopilot), technology consulting, and AI-assisted operations through Agent Q.

Responsible party: BlakFire Management Solutions (Pty) Ltd
Email: hello@bfms.co.za
Phone: +27 83 770 6388

2. INFORMATION WE COLLECT

2.1 Information you provide

• Contact details — name, email address, phone number, company name — when you submit a form, send us an email, or request a consultation.
• Project information — descriptions of your business processes, technical requirements, and existing infrastructure shared during discovery workshops and scoping calls.
• Account credentials — if we set up Microsoft 365 or other services on your behalf, we may temporarily handle admin credentials under a documented handover process.

2.2 Information collected automatically

• Website analytics — IP address, browser type, pages visited, time on site, and referral source. We use this to understand how visitors use our site and improve it.
• Cookies — essential cookies for site functionality and optional analytics cookies. See Section 7.

2.3 Microsoft 365 and tenant data

When we configure Microsoft 365, Intune, or Power Platform services in your tenant, we access your Microsoft 365 environment under delegated admin permissions that you grant. We do not copy, store, or retain your tenant data (emails, files, user data) outside your Microsoft 365 environment. All work is performed inside your tenant, and admin access is revoked upon project completion unless you retain us for ongoing support.

2.4 Agent Q

Agent Q is our AI operations assistant. When you interact with Agent Q, your queries and the responses are processed to deliver the service. Agent Q operates within your Microsoft 365 tenant — your data does not leave the Microsoft cloud. We do not use your Agent Q interactions to train models or share them with third parties.

3. HOW WE USE YOUR INFORMATION

• To respond to your enquiries and provide quotes.
• To deliver the services you've engaged us for (development, setup, consulting, maintenance).
• To configure and manage Microsoft 365, Intune, Power Platform and web services in your environment.
• To send project updates and invoices.
• To improve our website and services based on aggregate usage data.
• To comply with legal obligations.

We will not use your personal information for direct marketing without your explicit consent.

4. LEGAL BASIS FOR PROCESSING

Under POPIA, we process your personal information on the following grounds:

• Consent — when you submit a contact form or opt in to communications.
• Contract — when processing is necessary to perform a service you've engaged us for.
• Legitimate interest — website analytics and service improvement, where your rights are not overridden.
• Legal obligation — tax, invoicing, and regulatory compliance.

5. WHO WE SHARE DATA WITH

We do not sell your personal information. We may share data with:

• Microsoft — as a Microsoft partner, we interact with Microsoft services on your behalf. Your M365 data is governed by Microsoft's privacy terms.
• Hosting providers — our website and web applications may be hosted on Azure, Vercel, or similar platforms. These providers process data under their own privacy policies and DPAs.
• Payment processors — invoice and payment data is shared with our accounting and payment service providers.
• Legal authorities — if required by law, court order, or regulatory obligation.

6. DATA RETENTION

• Contact form submissions — retained for 24 months, then deleted unless a business relationship is established.
• Project data — retained for the duration of the engagement plus 12 months for support and warranty purposes, then securely deleted.
• Invoices and financial records — retained for 5 years as required by South African tax law (SARS).
• Website analytics — aggregated data retained indefinitely; individual session data deleted after 14 months.
• Microsoft 365 admin access — revoked immediately upon project completion or contract termination.

7. COOKIES

Our website uses:

• Essential cookies — required for the site to function (session management, security). These cannot be disabled.
• Analytics cookies — used to understand visitor behaviour (pages visited, time on site). You can opt out of analytics cookies via your browser settings.

We do not use advertising or tracking cookies.

8. YOUR RIGHTS UNDER POPIA

As a data subject under POPIA, you have the right to:

• Access — request confirmation of what personal information we hold about you.
• Correction — request that inaccurate or incomplete information be corrected.
• Deletion — request deletion of your personal information where there is no legal reason for us to continue processing it.
• Object — object to processing of your personal information for direct marketing.
• Complaint — lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, email us at hello@bfms.co.za. We will respond within 30 days.

9. SECURITY

We take reasonable technical and organisational measures to protect your personal information, including:

• Encrypted communications (TLS/SSL) for all web traffic and email.
• Multi-factor authentication (MFA) on all admin accounts.
• Access controls — only authorised team members access client data, and only for the duration required.
• Regular security reviews of our own systems and processes.

10. CHANGES TO THIS POLICY

We may update this policy from time to time. Material changes will be noted on this page with an updated date. We encourage you to review this page periodically.

11. CONTACT

For any privacy-related questions, data requests, or complaints:

BlakFire Management Solutions (Pty) Ltd
Email: hello@bfms.co.za
Phone: +27 83 770 6388
South Africa