Privacy Policy

About This Privacy Policy

Yotta Information Systems (Pty) Ltd ("we", "us", "our") operates the Equipment Manager platform. This Privacy Policy explains how we collect, use, store and protect your personal information when you use our service.

This policy complies with the Protection of Personal Information Act 4 of 2013 (POPIA) and applies to all users of Equipment Manager.

Information We Collect

Account Information

When you create an Equipment Manager account, we collect:

  • Your name and email address
  • Company name and contact details
  • Job title and department
  • Password (stored securely and encrypted)

Usage Information

We automatically collect information about how you use Equipment Manager:

  • Equipment and asset data you input
  • System interactions and feature usage
  • Login times and session duration
  • Technical information like IP address and browser type

Contact Forms

When you contact our support team, we collect:

  • Your message content
  • Contact details you provide
  • Any attachments or files you send

How We Use Your Information

We use your personal information to:

  • Provide and maintain the Equipment Manager service
  • Process your account registration and authentication
  • Send important service updates and notifications
  • Provide customer support and respond to your queries
  • Improve our platform based on usage patterns
  • Process payments and billing (through our payment processors)
  • Ensure platform security and prevent unauthorised access

Legal Basis for Processing

Under POPIA, we process your information based on:

  • Consent - You agree to our collection and use when creating your account
  • Contract - Processing necessary to provide the Equipment Manager service
  • Legitimate Interest - Improving our service and ensuring security

How We Protect Your Information

We implement appropriate technical and organisational measures including:

  • Encryption of data in transit and at rest
  • Regular security assessments and updates
  • Access controls limiting who can view your data
  • Secure hosting infrastructure with reputable providers
  • Regular backups with encryption
  • Staff training on data protection procedures

Data Sharing and Third Parties

We only share your information with trusted third parties who help us provide Equipment Manager:

Essential Service Providers

  • Hosting providers - To store and serve your data securely
  • Payment processors - To handle subscription billing
  • Email service providers - To send service communications

Business Requirements

We may disclose information if required by South African law, court order, or to protect our legal rights.

We do not sell, rent or trade your personal information to third parties for marketing purposes.

Data Retention

We retain your personal information for as long as:

  • Your Equipment Manager account remains active
  • Required for legitimate business purposes
  • Required by South African law or regulation

When you close your account, we will delete your personal information within 30 days, except where we must retain it for legal compliance.

International Data Transfers

Equipment Manager primarily stores data within South Africa. If we transfer data internationally, we ensure appropriate safeguards are in place as required by POPIA.

Your Rights Under POPIA

You have the right to:

  • Access - Request copies of your personal information
  • Correction - Update or correct inaccurate information
  • Deletion - Request deletion of your information (subject to legal requirements)
  • Objection - Object to certain types of processing
  • Data portability - Receive your data in a structured format

To exercise these rights, contact us using the details below.

Cookies and Analytics

Equipment Manager uses essential cookies for:

  • User authentication and session management
  • Remembering your preferences and settings
  • Basic analytics to improve our service

We do not use third-party advertising cookies or tracking technologies.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Equipment Manager platform.

Contact Us

For privacy-related questions or to exercise your rights:

Data Protection Officer
Yotta Information Systems (Pty) Ltd
Email: privacy@equipmentmanager.co.za
Physical Address: 414 Henry Crescent, Sinoville, Pretoria, Gauteng, South Africa, 0182