Privacy Policy

1. Information We Collect

We collect the following categories of information:

• Account information: Name, email address, phone number, company name, job title, and role when you register or are invited to the platform.
• Onboarding data: Company registration details, CIPC number, VAT number, physical address, director identification documents, proof of address, and authorised signatory information submitted during the client onboarding process.
• Operational data: Inventory counts, product details (SKUs, quantities, locations), stock variances, delivery records, purchase order information, dispatch manifests, and audit trails generated through your use of the platform.
• Device & usage data: IP address, browser type, device information, GPS coordinates (for delivery verification and receiving), and platform usage analytics.
• Media: Photos of damaged goods, delivery notes, barcode scans, electronic signatures, and proof-of-delivery images uploaded through the platform.
• Contact enquiries: Name, email, phone, company, and message content submitted via our Contact or Interest forms.

2. How We Use Your Information

Your information is used to:

• Provide and operate the StockMaster 24/7 platform, including Stock Counting, Inbound Receiving & POD, Outbound Dispatch & ePOD, Spot Auditing, and Variance Reporting modules.
• Process client onboarding applications and verify FICA/KYC documentation.
• Generate real-time inventory reports, variance analyses, and audit trails.
• Facilitate three-way matching between purchase orders, delivery notes, and physical receipts.
• Record proof of delivery, including GPS location, electronic signatures, and exception photos.
• Communicate with you regarding your account, service updates, and support requests.
• Improve the platform's performance, security, and user experience.
• Comply with legal and regulatory obligations.

3. Legal Basis for Processing

We process your personal information on the following grounds under POPIA: (a) your consent, where explicitly obtained; (b) performance of a contract or steps to enter into one; (c) compliance with legal obligations; and (d) our legitimate interests in operating and improving the platform, provided these do not override your rights.

4. Data Sharing & Third Parties

We do not sell your personal information. We may share data with:

• Service providers: Cloud hosting, database management, and infrastructure providers who assist in operating the platform, subject to strict data processing agreements.
• Your organisation: Client administrators and authorised users within your company can access operational data relevant to their assigned sites and roles.
• Legal authorities: When required by law, court order, or to protect our legal rights.

5. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit (TLS/SSL) and at rest, role-based access control (RBAC) with granular permissions (Super Admin, Client Admin, Counter, Viewer), row-level security policies on all database tables, and regular security audits. Access to sensitive data is restricted based on your assigned role and client membership.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. Operational data (inventory records, delivery logs, audit trails) is retained in accordance with your service agreement and applicable record-keeping requirements. You may request deletion of your personal data at any time, subject to legal and contractual obligations.

7. Your Rights Under POPIA

You have the right to:

• Access the personal information we hold about you.
• Request correction or deletion of your personal information.
• Object to the processing of your personal information.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the Information Regulator of South Africa.

8. Cookies & Analytics

The platform uses essential cookies for authentication and session management. We may use analytics tools to understand platform usage patterns and improve our services. No third-party advertising cookies are used.

9. Contact Us

For privacy-related questions, data access requests, or to exercise your POPIA rights, please contact us via our Contact page or email our Information Officer at the address provided during onboarding.