Privacy Policy

At Prophius , we care about the protection of your data and this notice provides you with the necessary information regarding your rights and our obligations, and explains how we collect, use, disclose, retain and process your personal data.

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Prophius ’ products are mainly intended for Merchants and we act on the instruction of and on behalf of the Merchants. As service providers to Merchants, we act as data processors while processing your data. 

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Information That We process

Prophius  processes your personal information to meet our legitimate, legal and contractual obligations to enable us provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice. 

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The personal data that we collect from you is: -

• Registration Information
• Payment Information
• Contact/Communication details

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We collect your data when you browse our website, when you use our services or provide them to us in other ways. By using or accessing our Services, you agree to the collection, use, and disclosure of your personal data as described in this Privacy Policy.

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How We Use Your Personal Data (Legal Basis for Processing)

Prophius  takes your privacy very seriously and we will never disclose, share, or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this policy. Where you have consented to us providing you with our services, promotional offers and/or marketing, you are free to withdraw this consent at any time.  The purposes and reasons for processing your personal data are detailed below: -

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• We collect your personal data to provide payment services to you and to ensure that your transactions are completed efficiently, securely and seamlessly.
• We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
• We may occasionally send you offers and information on other products and services where we have assessed that it is beneficial to you as a customer. 
• We use your bank details to process payments into your accounts including but not limited to salaries, charges and refunds. 

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Your Rights

You have the right to access any personal information that Prophius  processes about you and to request information about: -

• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source

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If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified. 

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You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. 

We are bound by legal obligations to retain financial records of transactions for a period. As a result of this, when erasure of personal data embedded in or related with financial transactions is requested, we will immediately restrict processing of such data and delete the data completely after the expiration of the requisite retention period. 

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Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use. 

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If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure. We ensure that whatever information is requested at this point is kept to the barest minimum of what is absolutely necessary for identification purposes.

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Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this policy or where there is a legal requirement. Prophius  uses third-parties to provide certain services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy policy, the data protection laws and any other appropriate confidentiality and security measures.

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Safeguarding Measures

Prophius  takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place.

These security measures have been evaluated and will be evaluated on a regular basis by accredited labs and PCI-DSS 

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Consequences of Not Providing Your Data 

You are not obligated to provide your personal information to Prophius  however, as this information is required for us to provide you with our services, we will not be able to offer some/all our services without it. 

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How Long We Keep Your Data

Prophius  only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We comply with all relevant regulations concerning retention of data and only keep your data for as long as is legally required after which time it will be destroyed. 

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Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

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Cookies

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When browsing the Prophius  website or using any Prophius  Application, customers will be faced with a number of cookies that allow Prophius  to manage its website more efficiently. Therefore, some of the cookies are essential to Prophius's website, so no consent is required from the customers to put these cookies on their computer. On the other hand, for the cookies that are not strictly essential, Prophius  asks for a customer’s consent and does not place them on the computer without the customer’s consent. 

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What is a Cookie?

A ‘cookie’ is a small text file or piece of data that is sent from a website and stored on a user’s device (computer, tablet, mobile device etc) when the user accesses the website. Cookies can be thought of as a form of identification that allows a website to recognise a user’s device and remember certain preferences from previous visits.

Whenever you visit a website for the first time, cookie(s) are downloaded onto your device for a number of reasons. Cookies have numerous uses, such as making websites work more efficiently and retaining user preferences.

Duration & Responsible Party

Our Cookies can either be ‘session’ or ‘persistent’ cookies. This relates to the duration the cookie stays on a user’s device. A session cookie is deemed as less intrusive than a persistent cookie because it expires after the session ends (i.e., when the user exits the website). Session cookies relate only to the current browsing session.

Persistent cookies last for longer than the current browsing session and are stored on the user’s device for use during return visits to the website. These allow a user’s actions and/or preferences to be remembered in-between sessions.

We employ the use of ‘first-party cookies’ which are managed by us and also ‘third-party cookies’, managed by third parties. We however provide the option to turn off third-party cookies.

Cookies used on our website

Essential Cookies – These cookies are necessary for the website to work properly and relate to the core functions of the site. As such, consent is not required for such cookies as they cannot be turned off. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. However, you can set your browser to block these cookies, but please note that the site may not function. These cookies do not store any personally identifiable information.

Below are all first-party and third-party cookies in this category that we use and their purpose. This list is reviewed regularly.

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Performance/Analytical Cookies – These cookies collect information about visits and traffic sources and how a user interacts with our website for statistical and analytic purposes, so we can measure and improve site performance. E.g., most visited pages and least popular pages. These cookies are optional and can be rejected or turned off by the user.

Functional/Preference Cookies - These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or third parties 

whose services we have added to our pages, to provide statistics and information about choices you make (such as user name and last logged in time) in order to provide enhanced more personal features. These Cookies can be turned off in the 'manage cookies' settings. If you do not allow these cookies, then some or all the website services may not function properly.

Security Cookies - these cookies are strictly necessary to protect both our website and users. They provide authentication for user accounts, fraud prevention and other forms of security.

How Can I Change My Cookie Settings?

Prophius makes managing your cookie options simple. When you first visit our website, you will be presented with a pop-up box about the cookies we set on your device. You can accept, reject, and manage your cookie settings using the link in that notice. Once you have set your desired cookie options, the pop-up box will disappear. However, you can view and manage your cookies settings at anytime during your visit to the website in your browser settings. 

Most web browsers allow some control to restrict or block cookies if you wish, however if you disable cookies you may find this affects your ability to use certain parts of our website, products or services.

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Lodging A Complaint

Prophius  only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If however, you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the relevant Data Protection Supervisory Agency. Our designated Data Protection Officer/Appointed Person can be contacted at legal@Prophius .com

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