Privacy Policy

1. Introduction

This Privacy Policy describes how ThreadWare collects, uses, stores, and shares personal information when you use the ThreadWare application and related services. By using ThreadWare, you acknowledge this policy.

2. Who We Are

ThreadWare is provided by Lomapax (Pty) Ltd..
Contact: admin@threadware.co.za

3. Data We Collect

3.1 Account and profile data

• Name and surname
• Email address / username
• Role, company, and site associations used for access control

3.2 Operational and business data

• KPI, risk, governance, production, and document metadata that your organization records in ThreadWare
• Audit trail information for authenticated actions

3.3 Technical and usage data

• Device/browser/app diagnostics and usage logs needed to operate and secure the service
• Error and performance logs

4. AI Assistant and Third-Party Processing

ThreadWare includes an AI Assistant feature. When you use AI features, data is processed by ThreadWare and may be sent to an external AI provider to generate responses.

4.1 What is sent when you use AI Chat

• Your AI prompt/message
• Conversation history in the current chat session
• Relevant retrieved business context from your authorised ThreadWare data (for example, selected risk, governance, KPI, production, or document snippets) to answer your question
• Technical request metadata required to return a response

4.2 Who receives AI data

AI requests are sent to the AI provider configured by ThreadWare. In the current hosted configuration this is typically OpenAI (or another configured provider where applicable).

4.3 How AI data is used

• To generate AI responses requested by users
• To improve response relevance and safety inside ThreadWare
• To troubleshoot and secure AI operations

4.4 AI feedback data

If you submit thumbs up/down feedback on an AI response, ThreadWare stores the associated user query, AI response text, and feedback value for quality monitoring.

4.5 Voice input

If you use microphone/voice input in AI Chat, speech recognition is provided by your platform/browser speech service. Your audio/transcript may be processed by that platform provider under its terms.

4.6 Supporting information (external general knowledge and web search)

The AI Assistant may offer an optional "Supporting information" action. Unlike the standard grounded assistant, this feature asks the external AI provider (in the current configuration, OpenAI) for supplementary background from its general knowledge and from a live web search, and it may return files that the AI generates or locates on the web for you to download.

• Using it sends the text you enter to the external AI provider, which may process it outside South Africa. The provider may also perform an internet search based on your text.
• Because this is a deliberate transfer of your text to an external processor, you must give an explicit confirmation on every use that the text contains no confidential or POPIA-protected personal information. Nothing is sent until you confirm.
• Each confirmation is recorded in ThreadWare's AI audit records (your identity, the time, the model/provider, and a short preview of the query) as evidence of the attestation.
• Supporting-information answers are general/external and are not drawn from ThreadWare's own records. Always verify them before acting on them.
• An optional marketing generation mode uses the same confirmed transfer to create branded marketing material: in addition to your request, the text of your organisation's brand documents (the Marketing document library, limited to what your access level allows) is sent to the external AI provider to guide the design. The same per-use confirmation and audit record apply.

5. Legal Basis and Purpose of Processing

We process data to:

• Provide and maintain the service
• Authenticate users and enforce role/site/company security boundaries
• Provide AI-assisted features when requested by users
• Monitor reliability, performance, and security
• Comply with legal obligations

6. Sharing of Personal Data

We may share data with:

• Service providers that host, secure, or support ThreadWare operations
• Configured AI provider(s) when AI functionality is used
• Authorities where legally required
• Affiliates or successors in a lawful business transfer

7. Retention

We retain personal data only for as long as required for operational, contractual, security, and legal purposes. Retention periods may differ by data type.

When an account is deleted, the sign-in account, sessions, notifications and AI assistant feedback are removed, and the account holder’s name is unlinked from the records they owned. Audit-trail entries (including the user ID and email address) and a record of the deletion request are retained as company and legal record-keeping evidence, and operational business data remains with the organisation that operates the installation. See how to delete your account for the full list.

8. International Transfers

Your data may be processed in jurisdictions outside your country, including by service providers and AI providers. We apply reasonable safeguards to protect transferred data.

9. Security

We apply reasonable technical and organisational security controls. No internet-based or electronic storage method is completely secure, and absolute security cannot be guaranteed.

10. Children

ThreadWare is not directed to children under 13, and we do not knowingly collect personal data from children under 13.

11. Your Choices and Rights

• You can choose whether to submit data into AI chat prompts
• You may request access, correction, or deletion where applicable under law
• You may delete your account. You can do this from inside the app, or request it from us without installing the app — see how to delete your account
• You may contact us for privacy-related requests

12. Changes to this Policy

We may update this policy from time to time. Material changes will be published in-app by updating this page and the effective date.

13. Contact

Email: admin@threadware.co.za

See also Delete your account, Terms of Use and Support.