Privacy policy

1. Who we are

AirconTrack provides field service software to air conditioning and refrigeration businesses. This policy explains how personal information is handled in line with the Protection of Personal Information Act (POPIA).

2. Our role

For information about an organisation's own clients, sites, staff and jobs, the organisation using the Service decides why and how it is processed (the "responsible party") and we process it on their behalf as an operator. For account, billing and website information, we are the responsible party.

3. Information we process

• Account details: name, email address, phone number, role and organisation.
• Business records entered by customers: client and contact details, site addresses, equipment, jobs, quotes, invoices, signatures and photos.
• Technician data needed to run the service, such as job assignments, timesheets and, where the mobile app is used, location data captured during jobs.
• Billing information: subscription and payment status. Card details are handled by PayFast and are not stored by us.
• Technical data: IP address, device and log information used for security and support.

4. How we use it

To provide and secure the Service, authenticate users, send operational emails and notifications (such as quotes, invoices and job updates), process subscription payments, give support and meet legal obligations. We do not sell personal information.

5. Sharing

We share information only with service providers needed to run the Service (for example hosting, email delivery and PayFast for payments), when required by law, or with the organisation whose data it is. Each organisation's data is logically separated from other organisations'.

6. Security and retention

We use access controls, encrypted connections and encryption of sensitive stored credentials to protect information. We keep information for as long as the account is active and as long afterwards as needed for legal, accounting or dispute purposes, then delete or anonymise it.

7. Your rights

Under POPIA you may ask to access, correct or delete your personal information, object to its processing, or withdraw consent. If your information was captured by an aircon company using the Service, we may refer your request to that company. You may also complain to the Information Regulator at inforeg.org.za.

8. Cookies

We use only the cookies needed to keep you signed in and protect your session. We do not use advertising cookies.

9. Changes and contact

We may update this policy and will post the new version here. To exercise your rights or ask a question, use our contact page.