Policies & Terms

1. Who We Are

Ansoff International (Pty) Ltd (Registration No. 2021/104487/07), Johannesburg, South Africa, operates CliviaVault. We are the Responsible Party for all personal information processed through the CliviaVault platform.

2. Information We Collect

We collect the following categories of personal information:

2.1 Account Information

• Full name and email address provided during registration
• Subscription plan selection and payment status
• Account preferences and settings

2.2 Collection Data

• Plant records, photos, and descriptions you enter into the platform
• Breeding records, cross references, and genetic lineage data
• Bloom dates, reminders, and notes

2.3 Technical Information

• Device type and browser information
• Usage data for platform improvement purposes

3. How We Use Your Information

We use your personal information only for the following purposes:

• To create and manage your CliviaVault account
• To provide and improve the CliviaVault service
• To issue invoices and manage subscription access
• To send service-related communications and reminders
• To comply with legal obligations

We do not sell, rent, or share your personal information with third parties for marketing purposes.

4. Lawful Basis for Processing

We process your personal information on the following lawful grounds under POPIA:

• Contract — processing necessary for the performance of your subscription agreement
• Legitimate interest — platform security, fraud prevention, and service improvement
• Legal obligation — compliance with South African law
• Consent — where you have explicitly provided consent for specific processing activities

5. Data Retention

We retain your personal information for as long as your subscription is active or as required to provide the service. Upon cancellation of your subscription, account data and plant records are retained for a period of 30 days before permanent deletion. You may request a copy of your data at any time during this window.

After the 30-day retention period, all personal information and collection data associated with your account is permanently deleted and cannot be recovered. This policy applies equally upon reactivation — a new subscription does not restore previously deleted data.

6. Your Rights Under POPIA

As a data subject under POPIA, you have the following rights:

• Right to access — request a copy of the personal information we hold about you
• Right to correction — request correction of inaccurate or incomplete information
• Right to deletion — request deletion of your personal information, subject to legal obligations
• Right to object — object to the processing of your personal information
• Right to complain — lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, contact us at stefan@cliviavault.com.

7. Data Security

We implement reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, or destruction. The CliviaVault platform is hosted on secure infrastructure with encrypted data transmission (SSL/TLS).

8. Information Regulator

If you believe your rights under POPIA have been violated, you may contact the Information Regulator of South Africa:

9. Contact the Responsible Party

1. Subscription Model

CliviaVault subscriptions are activated manually via invoice. Access is granted upon receipt and confirmation of payment. No automated recurring billing is applied — each subscription period requires a new invoice and payment.

2. Free Trial

All new users are entitled to a 7-day free trial with full access to all platform features. No payment is required for the free trial. No invoice will be issued during the trial period.

3. Cancellation Policy

3.1 Cancellation by the User

You may cancel your CliviaVault subscription at any time by contacting us at stefan@cliviavault.com. Cancellation takes effect at the end of the current paid subscription period.

To avoid being invoiced for the next period, cancellation requests must be submitted at least 7 days before the end of your current subscription period.

3.2 Cancellation by Ansoff International

Ansoff International (Pty) Ltd reserves the right to cancel or suspend a subscription where:

• These Terms and Conditions have been violated
• The account is used in a manner that harms other users or the platform
• Payment has not been received within 14 days of invoice

4. Refund Policy

4.1 General

As a digital subscription service, CliviaVault subscriptions are generally non-refundable once access has been granted and the subscription period has commenced. This is in accordance with Section 44 of the CPA regarding digital content services.

4.2 Refunds at Our Discretion

Notwithstanding the above, Ansoff International (Pty) Ltd may, at its sole discretion, issue a pro-rata refund in the following circumstances:

• A technical failure on our part that prevented access to the service for an extended period
• A billing error or duplicate payment
• Cancellation within 7 days of the start of a new subscription period where the service has not been used

4.3 How to Request a Refund

To request a refund, contact us at stefan@cliviavault.com with your name, invoice number, and reason for the request. Refund requests will be reviewed within 5 business days.

5. Cooling-Off Period

In terms of Section 16 of the Consumer Protection Act, consumers who entered into a subscription agreement as a result of direct marketing have the right to cancel the agreement within 5 business days of entering into it, without penalty, and are entitled to a full refund.

6. Data on Cancellation

Upon cancellation of your subscription, your account data and plant records are retained for a period of 30 days from the date of cancellation. You may request a copy of your data at any time during this period by contacting us at stefan@cliviavault.com. After 30 days, all data associated with the account will be permanently deleted and cannot be recovered.

CliviaVault is designed as a continuous collection management tool. The 30-day retention window is intentionally limited to protect the integrity of the service and to prevent the practice of subscribing intermittently to update records once per year. Users who allow their subscription to lapse and whose data has been deleted will need to re-enter their collection from the beginning upon reactivation.

7. Contact