InTrackLog (Pty) Ltd ("InTrackLog", "we", "us", "our") serves as the data controller for personal information collected through the InTrackLog platform, including all websites and mobile applications (collectively, the "InTrackLog Platform").

This Privacy Policy describes the collection, use, disclosure, and sharing of your personal information when you use the InTrackLog Platform. "Personal information" means information relating to an identified or identifiable natural person.

We collect personal information directly from you, from third parties, and automatically through your use of the InTrackLog Platform. GPS positioning data collected during trip tracking is considered personal data.

By using InTrackLog, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this policy, please do not access or use the InTrackLog Platform.

When you create an InTrackLog account, we collect your name, email address, password, employee number (if provided), and vehicle registration details including licence plate numbers and country of registration.

This includes trip data such as start and stop locations, GPS coordinates collected through manual or automatic tracking features, odometer readings, mileage records, expense entries, receipt images, and any notes or descriptions you add.

We maintain records of communications you have with us, whether by email, in-app messaging, or other means, including customer support interactions.

If you participate in surveys, we collect your responses about product usage and preferences. Survey data may be used internally for product improvement and, in anonymised form, for statistics.

We automatically collect certain information when you use the InTrackLog Platform, including device type, operating system, app version, unique device identifiers, IP address, timestamps, timezone information, and usage patterns such as features accessed and pages viewed.

If you use the Teams feature, we collect team names, workplace locations and addresses, team member details, mileage reimbursement rates, and trip data associated with shared workplaces.

We use the information we collect for the following purposes:

We may share your information in the following circumstances:

We share information with third-party service providers who perform services on our behalf, including payment processors, hosting providers, customer support services, and analytics providers. These providers are contractually obligated to protect your data.

If you join or create a team, your trip data to the shared workplace may be visible to team administrators. Mileage reports submitted to employers or team managers remain accessible to those recipients.

In the event of a merger, acquisition, sale of assets, restructuring, or bankruptcy, your information may be disclosed or transferred as part of that transaction.

We may disclose your information if required to do so by law, regulation, or legal process, including requests from SARS or other government authorities.

We may disclose information to respond to legal claims, comply with legal processes, enforce our agreements, prevent fraud, assess risk, and protect the rights, property or safety of InTrackLog, its users, or others.

We may share de-identified, aggregated information for research, marketing, and analytics purposes, provided such information does not identify a particular individual.

We use the following third-party services to operate the InTrackLog Platform:

InTrackLog collects GPS location data only when you actively start a trip using the "Start a trip" feature. We do not perform background location tracking without your knowledge or consent.

Location data is used to record trip routes, calculate distances, and identify start and end locations through reverse geocoding. You can deny location permissions at any time through your device settings, though this will prevent the GPS trip tracking feature from functioning.

We do not sell location data to third parties.

The InTrackLog mobile app uses local device storage (AsyncStorage) to save your preferences, including theme settings, saved locations, team configurations, and subscription tier. This data is stored locally on your device.

On the web platform, we may use cookies — small files with unique identifiers — to remember logged-in users, understand how users navigate through and use the platform, and improve performance.

We may use internal analytics tools to gather metrics on how the InTrackLog Platform is accessed and used. Where third-party analytics tools are used, those companies may combine the information collected with other information they have independently collected.

We have implemented safeguards to protect the information we collect, including:

While we strive to use commercially acceptable means to protect your data, no website or internet transmission is completely secure. We advise you to use strong passwords, keep them private, log out of your account when finished, and close your browser on shared or unsecured devices.

You may update or correct your account information at any time by logging into your account and navigating to Edit Account > Account Details. You can update your name, email address, employee number, and password directly within the app.

You may decline to submit certain information, though this may prevent you from using certain features of the InTrackLog Platform.

You may unsubscribe from marketing and promotional communications at any time. Opting out of promotional emails does not prevent transactional emails about your account or requested services.

You may request deletion of your account and all associated data by contacting us at privacy@intracklog.com. Please note that data actively shared with other users or teams (such as mileage reports submitted to employers) may remain accessible to those recipients even after your account is deleted.

Under the Protection of Personal Information Act (POPIA) and, where applicable, the General Data Protection Regulation (GDPR), you have the right to:

To exercise any of these rights, contact our privacy coordinator at privacy@intracklog.com. We will respond in accordance with applicable law. Please note that certain services will not be available if you withdraw your consent or otherwise delete or object to our processing.

We retain your personal information for as long as you have an account with us. If you wish to have your data deleted, you must request account deletion by contacting privacy@intracklog.com.

Following deletion, we may retain data as necessary to comply with our legal obligations (including SARS record-keeping requirements of 5 years), resolve disputes, maintain appropriate business records, and enforce our agreements.

Data actively shared with other users or teams — such as mileage reports submitted to employers or team administrators — will remain accessible to those recipients even after your account is deleted.

InTrackLog is headquartered in South Africa. Our service providers may be located in other countries, meaning your personal data may be subject to privacy laws that are different from those in your country of residence.

Where data is transferred outside of South Africa or the European Economic Area, we ensure that such transfers comply with applicable privacy laws and that appropriate contractual, technical, and organisational measures are in place to protect your data.

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

The InTrackLog Platform may contain links to third-party websites or services. We are not responsible for the practices of such third parties, whose information practices are subject to their own policies and procedures, not to this Privacy Policy. We encourage you to read the privacy policies of any third-party services you access.

We may update this Privacy Policy from time to time. Changes will be posted on this page and the "Last updated" date will be revised. For material changes, we will provide reasonable notice through prominent notice in the InTrackLog Platform or by email, and where legally required, we will obtain your consent or provide you with the opportunity to opt out.

Your continued use of the InTrackLog Platform after changes constitutes acceptance of the updated policy.

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices:

Email: privacy@intracklog.com Website: www.intracklog.com

InTrackLog (Pty) Ltd Attn: Privacy South Africa

You also have the right to lodge a complaint with the Information Regulator: Information Regulator (South Africa) complaints.IR@justice.gov.za 012 406 4818