Privacy Policy

Introduction

Your company’s and your staff’s privacy is important to us. We describe in this notice how we collect and use personal information about you and your staff in your use of Trackmatic services, including the Trackmatic platform and the website at www.trackmatic.co.za. We are subject to, and adhere to the rules in the POPI Act

Who are we?

Trackmatic is a highly innovative software development company specialising in developing peopleled, technology enabled mobility solutions for the supply chain and logistics industry to help perfect their business flow.

As experts in supply chain efficiency and a trailblazer in the logistic's world, we help logistics companies improve their inbound and outbound efficiency by providing them with mobility solutions that enables visibility, control, insight, execution and customer delight. They choose us because we see things differently and push the boundaries of what’s possible to liberate untapped value, provide critical business insight and analytics and address operational complexities to enable them to deliver a better way.

When collecting information about our customers or visitors of our website, we are, under South African data protection and privacy laws, qualified as a “data controller". This means that we are responsible for deciding how we hold and use personal data about you, your staff and your clients.

How do we collect information from you?

We collect information in the following formats:

Via a secure integration between the Trackmatic platform and your systems;
Via secure and encrypted (or password-encoded) transfer of files
When you enter details on the Trackmatic portals and systems.

We may also receive your personal data from third parties, when you provide services to them.

We will not collect any information in any non-secure way which may compromise the security of the data. Under the POPI Act, we will not be able to use any information supplied to us in the body of an email.

What information do we collect about you?

We collect two types of information about you: personal data and non-personal data.

Personal data

This is information that lets us know who your employees are. This includes the information provided to us when registering to use the platform and includes some or all of the following:

Your name
Company name
E-mail address
Postal address
Telephone (including mobile) numbers
Identification number
Driver’s licence
Vehicle information
Phone's location
Any other contact information you share with us

Your login credentials are also personal data. This category also includes information tied to your identity that you provide us through other means, such as emails to our support team.

Non-personal data

This is information that does not let us determine your identity. This generally comes from your use of the services after registering. Non-personal data includes information that could personally identify you in its original form, but that we have modified to remove or hide (for instance, by aggregation) any personal data.

The obligation to inform and obtain consent for your employee’s personal information and the reason for collecting such information remains yours.

How do we use your information?

Trackmatic collects, transmits, stores and processes personal information you supply to us in order to perform the services required by you and your business.

If you are a visitor of our website, we use your personal and non-personal data to engage with you and support live chat conversations on the website.

When you are one of our customers, we use the information we collect about you and your service providers to provide the services to you. As part of that purpose, we use your personal data and nonpersonal data:

to create and maintain your platform account, and to control access to it;
to provide you with real-time tracking within the platform;
to respond to any requests you may submit for support or sales information, or similar communications;
to communicate with you (for example through our app or web platform) about our services;
for analytics around the execution of collections and deliveries;
for production of reports to enable you to make on-road and yard execution efficient;
for billing and collection purposes;
to comply with applicable laws to which we are subject.

We may use your non-personal data to enhance the services, for instance through analytics or business intelligence. We may also use aggregated or depersonalized information to promote our services, such as by citing usage statistics.

We will only use the information for the purpose of processing in terms of the value we add, and for no other purpose. We will only use the information for the purpose it was gathered.

How do we secure the personal data you provide to us?

We store all information on secure servers which have firewalls to prevent unauthorised access. All data is encrypted so that should anything happen this data is unreadable.

We will always take all appropriate, reasonable and technical measure to prevent loss, damage and unlawful access to secure the integrity and confidentiality of your personal information.

On which legal basis do we collect your personal data?

We collect your personal data because we need it to accurately identify users within our platform. Otherwise, we collect personal data based on your consent.

We will treat all personal information as confidential and will not share, transfer, disclose or otherwise provide access to this information other than to you in the course of delivering our services.

We will limit access within your organisation only to those employees to whom access is necessary to perform their role in the performance of their role, and will be strictly on a need-to-know basis.

We do not use any sub-contractors to fulfil any of our obligations in the performance of our services to you.

With whom do we share personal data?

Except for the limited circumstances we described here or in applicable agreement / terms of service, we do not share your personal data with third parties. When we need to provide your personal data to third parties, we will only share it to the extent necessary to provide you with our services. We may also share your personal data as required or permitted by law and as described below.

We host the website and operate the platform using third parties, including AWS, Azure and Vodacom. Our platform is also hosted in Teraco data centres throughout the Republic of South Africa

We may use third-party services either embedded into our platform (such as Google, Twillio etc) or outside of it (such as GitHub and Office365) to communicate with you or to enhance the function of the platform and the services.

We use third-party service providers and platforms (such as Whatsapp, and Zendesk) for customer engagement, customer chat, product feedback and customer support ticketing.

While we provide these third parties with no more information than what is necessary to enable them to provide the services to us, any information that you provide these services providers independently is subject to their respective privacy policies and practices.

In certain situations, Trackmatic may be required to disclose personal data in response to lawful requests by public authorities, including to meet national prosecuting authority or law enforcement requirements.

Security

The security of your personal information is important to us. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received. Trackmatic infrastructure is located in tier III data centres which provides physical security for our infrastructure and your information.

Each of these locations adhere to strict physical and procedural controls which are frequently audited. Trackmatic applications are routinely scanned for vulnerabilities and an independent penetration test is conducted annually.

All Trackmatic employees undergo thorough background checks and sign non-disclosure agreements at the time of hire. If you have any questions about the security of your personal information, you can contact us at privacy@Trackmatic.com.

How long do we retain your personal data?

We keep your personal data for as long as is necessary to provide our services to you.

If you would like us to cease any of the described uses of your personal data, you may request deletion of your account at any time by requesting so in writing by emailing privacy@trackmatic.co.za.

This will delete your personal data from our records, and we will make no further use of it. We may, however, retain copies of your personal data in backups. Please note that we may be required to retain certain information by law and/or for legitimate business purposes.

How do we transfer your personal data?

Trackmatic adheres to the Protection of Personal Information Act (POPIA). Trackmatic will not transfer your information to any vendor / Partner without your consent.

To enhance security of your personal data, we only engage with reputable companies that also comply with either POPIA or GDPR regulations. If you would like to request a copy of our suppliers/vendors privacy agreements, you can contact us at privacy@Trackmatic.co.za.

You have the rights to:

Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
Withdraw your consent and opt-out from our communications. We will honour your opt-out within 10 days. Please note that you cannot unsubscribe from service-related messages.
Request the transfer of your personal data to another party (right to data portability).

If you want to exercise any of the above rights, please email our privacy team at privacy@Trackmatic.co.za

Individuals with inquiries or complaints in relation to the information provided should first contact Trackmatic at:

Trackmatic Solutions (Pty) Ltd
PO Box 92355
Norwood
Johannesburg
2117
South Africa
Or by email: privacy@Trackmatic.co.za

Amendments

The information provided in this notice may be modified to address new issues or changes to our policies. We will post changes to our website. If we make significant changes, we may notify you by other means (for instance, by email or with a banner on the website) prior to the change becoming effective. Any changes we make will take effect 30 days after the update date noted. If you object to the changes, email us at privacy@Trackmatic.co.za before the new effective date to delete your information from our records, and we will do so.