Privacy Policy

Effective date: 17 September 2026. 

Blue Swift Software CC, trading as Blue Swift Software (“Blue Swift”, “we”, “us” or “our”), develops and supports the Print Director software and operates the website at https://blueswift.co.za (the “Site”). We are a South African business and we process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

This policy explains what personal information we collect, why we collect it, who we share it with, how we protect it, and the rights you have. It covers:

  • visitors to the Site;
  • people who contact us or request support;
  • our customers and their staff whose information reaches us through the Print Director software, licensing and support; and
  • our distributors, dealers and resellers.

Who is responsible

Blue Swift Software CC is the responsible party for the processing described in this policy.

Information Officer: Colin Theobald (registered with the Information Regulator)
Email: info@blueswift.co.za
Telephone: +27 21 447 5668
Address: 3 Orrscroft Road, Rondebosch, 7700, Western Cape, South Africa

Terminology

  • Distributor: an agent who buys the software directly from us and supplies dealers.
  • Dealer: the link between the distributor, resellers and the end user.
  • Reseller: buys the software from the distributor and sells it to the end user.
  • Client (or customer): the person or organisation buying and using the software.
  • Device: hardware on which the software runs or that the software manages, such as a printer, multifunction device or PBX.
  • Customer site: the building or office where a customer’s devices and servers are located.
  • Personal information: information about an identifiable, living natural person, and where applicable an identifiable, existing juristic person, as defined in POPIA.

What we collect and why

1. Visitors to the Site

When you visit the Site our hosting provider records standard server logs: your IP address, the pages you request, the date and time, and your browser type. We use these records to keep the Site running, to detect abuse, and to understand in aggregate how the Site is used. We do not use them to identify individual visitors.

Contact form. If you use the contact form we collect your name, company name, email address, telephone number and your message. We use this information only to respond to your enquiry and, if you become a customer, to set up the relationship. Submitting the form is voluntary.

Spam protection. The contact form is protected by Google reCAPTCHA. To tell people from automated software, reCAPTCHA sends Google your IP address and information about your browser and how you interact with the page, and may set Google cookies. Google’s privacy policy applies to that data.

Analytics. We use Independent Analytics, which runs on our own website and stores its data in our own website database. It does not use cookies, does not share data with third parties, and records page views, referring sites, approximate location (country and city) and device type without identifying you.

Knowledge Base search. Search terms entered on the Site are processed to return results and are not linked to you.

2. Customers and licensing

When a licence is issued or renewed, we record the customer’s name, the customer site name, the licence details and the date issued. Occasionally we receive customer information from the distributor, dealer or reseller who arranged the sale.

The Print Director server contacts our licensing service, normally once a day, so that we can validate licences and manage the devices under licence. It sends:

  • licence information: the licence code and identifier, the product version, and the name of the computer that hosts the customer’s Print Director database;
  • usage counts: the number of shared devices, personal printers, embedded controllers, PBXs and telephone extensions in use. These are totals only;
  • device information: for each printer or multifunction device, its name, device group, model, serial number, host name or IP address, supported functions (print, copy, scan, fax), controller type, the name of the Print Director server that manages it, meter readings (page totals) and the dates it was added, changed and last used;
  • PBX information: for each telephone system, its name, IP address and port, type, connection settings, status, the date of the last recorded call and the name of the Print Director server that manages it.

The software does not send us user names, email addresses, print job details, document names, document contents, call records or telephone numbers.

Where cloud workflows are licensed, the Print Director server also keeps a secure connection open to our sign-in gateway and reports its product version (see Cloud workflows below).

The Print Director server watchdog can email a health alert when the server service stops or fails to start. By default these alerts are sent to Blue Swift support so that we can respond, and they contain the server name and the error. The customer can change or remove the recipient.

Print Director does not check for or download updates by itself, and it contains no third-party analytics or crash reporting.

We use this information to administer licences, support the installation and improve the software. Apart from IP addresses, computer names and device identifiers, it does not identify anyone.

3. Personal information inside Print Director

Print Director records printing, copying, scanning and telephone-call activity for our customers. That data belongs to the customer, is stored on the customer’s own servers, and is controlled by the customer. The customer is the responsible party for it; Blue Swift is an operator only when a customer asks us to access it for support. Customers should have their own privacy notice for their staff and students covering that use.

4. Cloud workflows

When a customer’s user links a cloud storage account (Microsoft OneDrive or SharePoint, Google Drive, Dropbox or Box) at a printer panel, the sign-in is completed on the user’s own phone with the cloud provider, not with us. Our sign-in gateway (gateway.printdirector.co.za) passes the resulting access token to the customer’s own Print Director server over a secure channel and does not keep it. To complete a sign-in the gateway handles the customer identifier, the Print Director user identifier, the workflow concerned and, where the customer has configured it, the user’s email address as a sign-in hint. Scanned documents and printed files move directly between the customer’s server and the cloud provider. No documents and no stored credentials pass through or remain on Blue Swift systems.

5. Support

When you ask for support we collect your name, contact details, your organisation, the software version and a description of the problem. Customers may also send us test data, database backups or system logs to help us diagnose a fault. That material can contain personal information about the customer’s staff or students, such as user names, PINs, employee names and usage records. We use it only to resolve the support case, restrict access to the engineers working on it, and delete it once the case is closed (see How long we keep it).

6. Distributors, dealers and resellers

We hold the business contact details of the people we deal with at our partners, and we share customer details with the partner responsible for that customer so that they can sell, install and support the software.

The lawful basis for processing

Under POPIA we process personal information where:

  • it is necessary to carry out a contract with you or your organisation (licensing, support, updates);
  • it is necessary to pursue our legitimate interests, or those of our customers, in running and securing the software and the Site, provided your rights do not override those interests;
  • we are required to by law; or
  • you have consented, for example by submitting the contact form, and you may withdraw that consent at any time.

We do not sell personal information and we do not use it for direct marketing to individuals who have not asked to hear from us.

Who we share it with

We share personal information only as follows:

  • Distributors, dealers and resellers who sell, install and support Print Director for a particular customer.
  • Service providers who process information on our behalf and only on our instructions: DreamHost (website hosting, and sending of contact form email), Google Workspace (email and documents), Microsoft Azure (licensing service and database) and Google reCAPTCHA (spam protection on the contact form).
  • Cloud storage providers (Microsoft, Google, Dropbox, Box) only in the course of a user’s own sign-in, as described under Cloud workflows. We do not send them anything else.
  • Authorities where the law requires it.

We do not share customer information with anyone else without the customer’s knowledge.

Transfers outside South Africa

Some of the personal information we hold is stored outside South Africa:

  • Website: the Site, its contact form submissions and its server logs are hosted by DreamHost in the United States.
  • Email: our email is provided by Google Workspace, whose data centres are outside South Africa.
  • Licensing: our licensing service runs on Microsoft Azure in South Africa (South Africa North region), and the licence database it uses is hosted on Microsoft Azure in the European Union (West Europe region).
  • Cloud storage providers that customers choose to link are located where those providers operate.

Where personal information leaves South Africa we rely on the provider being subject to laws or binding agreements that give substantially similar protection to POPIA, as section 72 of POPIA requires. Support material that customers send us is stored on our own systems in South Africa.

How we protect it

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

  • licensing and support systems that require authenticated access and are limited to the staff who need them;
  • encrypted connections (HTTPS/TLS) for the Site, the licensing service and the cloud sign-in gateway;
  • support material stored on access-controlled systems and deleted when no longer needed;
  • no storage of customer cloud credentials or customer documents on our systems.

No method of transmission over the internet or electronic storage is completely secure. If we become aware of a security compromise affecting your personal information we will notify the Information Regulator and the affected people as POPIA requires.

How long we keep it

  • Contact form enquiries: 24 months from your last contact with us, unless you become a customer.
  • Licensing records: for the life of the licence and 5 years after it ends, to meet our accounting and legal obligations.
  • Support material (logs, backups, test data): deleted within 12 months after the support case closes, or sooner on request.
  • Server logs: rotated automatically by our hosting provider and kept only for a short period.
  • Aggregate, non-identifying usage data: may be retained indefinitely to improve the software. You cannot be identified from it.

Cookies

We do not use advertising or tracking cookies, and our website analytics does not use cookies at all. The Site sets only the cookies that are necessary for it to work, such as those that keep a Blue Swift administrator signed in. The one exception is Google reCAPTCHA, which protects the contact form from spam and may set Google cookies in your browser.

Your rights

Under POPIA you have the right to:

  • ask whether we hold personal information about you and request a copy of it;
  • ask us to correct or delete personal information that is inaccurate, out of date, excessive or unlawfully obtained;
  • object to processing based on our legitimate interests;
  • withdraw consent where processing is based on consent;
  • not be subject to direct marketing without your consent; and
  • lodge a complaint with the Information Regulator.

To exercise any of these rights, contact our Information Officer at info@blueswift.co.za. We may ask you to verify your identity first. We will respond within a reasonable time and in any event within the period POPIA requires.

Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Complaints: complaints.IR@justice.gov.za
General enquiries: enquiries@inforegulator.org.za
Website: https://inforegulator.org.za

Visitors from outside South Africa

If you are in the European Union or the United Kingdom, the General Data Protection Regulation may also apply. The rights described above are substantially the same as your rights under the GDPR, and you may contact us in the same way to exercise them.

Children

The Site and our services are aimed at organisations, not children. Print Director may be used by schools to manage student printing; the school is the responsible party for its students’ information.

Changes to this policy

We may update this policy from time to time. The current version, with its effective date, is always published on the Site. Where a change materially affects how we use your personal information we will tell existing customers directly.

Contact us

If you have any questions about this policy or about your personal information:

Blue Swift Software CC
Telephone: +27 21 447 5668
Email: info@blueswift.co.za
Website: https://blueswift.co.za/contact/