Privacy Policy

1. Introduction

Omni Field Pro (Pty) Ltd ("we", "us", "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African legislation.

This Privacy Policy explains how we collect, use, store, and protect the personal information of our subscribers, their employees, their clients, and visitors to our website.

2. Responsible Party

In terms of POPIA, the responsible party for the processing of your personal information is:

• Entity: Omni Field Pro (Pty) Ltd
• Information Officer: privacy@omnifield.africa
• Phone: +27 79 350 8544
• Address: Cape Town, Western Cape, South Africa

3. Information We Collect

We collect personal information in the following categories:

3.1 Account Information

• Full name, email address, phone number
• Company name, registration number, VAT number
• Business address and billing information

3.2 Operational Data

• Job records, schedules, and work orders
• Client/customer records entered by Subscribers
• Invoices, estimates, and financial documents
• Inventory and asset records
• Notes, photographs, and documents attached to jobs

3.3 Location Data

• GPS coordinates of field agents during working hours (with consent)
• Location data associated with job sites
• Route and travel information

3.4 Payment Information

• Payment transactions are processed by Paystack, a PCI-DSS compliant payment gateway
• We do not store credit card numbers or bank account details on our servers
• We retain transaction records (amounts, dates, reference numbers) for billing purposes

3.5 Device and Usage Data

• Browser type and version
• Device information (for mobile app users)
• IP address
• Pages visited and features used
• Login timestamps

4. Purpose of Processing

We process personal information for the following purposes: providing and maintaining the Service, processing subscription payments and invoicing, communicating service updates, support responses, and notifications, analysing usage patterns to improve the Service, ensuring platform security and preventing fraud, complying with legal and regulatory obligations, and sending marketing communications (only with explicit opt-in consent).

5. Legal Basis for Processing

In accordance with Section 11 of POPIA, we process personal information based on:

• Consent — Where you have given explicit consent (e.g., marketing communications, GPS tracking)
• Contractual necessity — Where processing is necessary to perform our obligations under your subscription agreement
• Legitimate interest — Where processing is necessary for our legitimate business interests (e.g., security, analytics), provided this does not override your rights
• Legal obligation — Where we are required to process information by law (e.g., SARS tax records)

6. How We Use Your Information

We use collected information to provision and manage your account, enable job scheduling, dispatch, and field workforce management, process invoices and payments, provide customer support, send transactional emails, generate reports and analytics for your business, monitor platform performance and security, and send marketing communications (with your consent, which you may withdraw at any time).

7. Data Sharing and Third Parties

We do not sell your personal information to any third party.

We share information with the following categories of service providers (operators), who are contractually bound to protect your data:

We may also disclose information when required by South African law or court order, to protect our rights, property, or safety, or with your explicit consent.

8. Cross-Border Data Transfers

Our cloud infrastructure may process and store data on servers located outside of South Africa. In accordance with Section 72 of POPIA, we ensure that the recipient country has adequate data protection laws, or we have appropriate contractual safeguards in place with service providers, and the transfer is necessary for the performance of the contract between us.

9. Data Retention

We retain personal information as follows:

You may request earlier deletion of your data by contacting our Information Officer.

10. Data Security

We implement industry-standard security measures, including encryption in transit using TLS/SSL for all data transmission, encryption at rest for stored data, Row Level Security (RLS) ensuring data isolation between tenants, role-based access controls limiting data access to authorised personnel, regular security audits and vulnerability assessments, secure authentication with multi-factor authentication support, and automated backup and disaster recovery procedures.

While we take every reasonable precaution, no method of electronic transmission or storage is 100% secure.

11. Your Rights Under POPIA

As a data subject, you have the following rights under POPIA:

• Right of access (Section 23) — Request confirmation of whether we hold your personal information and access to that information
• Right to correction (Section 24) — Request correction or deletion of inaccurate, irrelevant, or outdated personal information
• Right to deletion (Section 24) — Request deletion of your personal information where it is no longer necessary
• Right to object (Section 11(3)(a)) — Object to the processing of your personal information on reasonable grounds
• Right to withdraw consent — Withdraw previously given consent for processing at any time
• Right to complain — Lodge a complaint with the Information Regulator if you believe your rights have been infringed

To exercise these rights, contact our Information Officer at privacy@omnifield.africa. We will respond within 30 days as required by POPIA.

12. Cookies and Tracking

We use cookies and similar technologies in three groups: strictly necessary (required for the Service to function and always active), analytics (aggregate measurement of how the Service is used), and advertising (measuring which adverts led to a signup). Analytics and advertising are opt in: they are held in a denied state until you agree, and you can withdraw at any time using the Cookie preferences link in the footer of any page, or under Settings then Privacy once signed in.

We do not sell your personal information and we do not host third party advertising networks other than Google Ads. A full list of every cookie and storage key we set, who receives it, why, and how long it is kept, is published in our Cookie Policy. If you allow advertising cookies and then create an account, we may pass your email address to Google Ads in hashed form so the signup can be matched to the advert that led to it (Google calls this enhanced conversions); the hash is computed in your browser and Google does not receive the address itself.

When you make a cookie choice we keep a consent receipt containing the choice, the date, the page, your country and a one way salted hash of your connection. We do not store your IP address in that record. Receipts are retained for three years.

13. Children's Data

The Service is not intended for use by persons under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time. For material changes, we will send a notification email to the address associated with your account, post a prominent notice within the Service, and update the "Last Updated" date at the top of this page. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

15. Contact Us

For any questions, concerns, or requests regarding this Privacy Policy or your personal information:

• Information Officer Email: privacy@omnifield.africa
• Phone: +27 79 350 8544
• Address: Cape Town, Western Cape, South Africa

If you are not satisfied with our response, you may lodge a complaint with the Information Regulator:

• Email: enquiries@inforegulator.org.za
• Phone: 010 023 5200
• Website: www.justice.gov.za/inforeg