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 different types of cookies to provide and improve our service:
Essential Cookies
User authentication and session management
Security and fraud prevention
Basic functionality (these cannot be disabled)
Analytics Cookies
Understanding how you use our service
Improving performance and user experience
Generating usage statistics
Manage Your Cookie Preferences
You have full control over your cookie preferences. You can accept all cookies, reject optional cookies, or customize your settings at any time.
Your current consent status will be preserved across sessions using secure cookies.
Third-Party Services: We use Google Analytics for website analytics. When you consent to analytics cookies, Google Analytics may collect information about your usage patterns to help us improve our service. This data is anonymized and used in compliance with GDPR requirements.
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