1. Overview
TJ Software Solutions (Pty) Ltd ("TJ Software Solutions", "we", "our", or "us") is committed to protecting the privacy and security of personal information entrusted to us.
This Privacy Policy explains how we collect, use, store, disclose, and protect personal information obtained through:
- Our website
- OPSEN
- HRIFY
- Mobile applications
- Customer engagements
- Consultations
- Demo requests
- Business relationships
This policy is intended to comply with the Protection of Personal Information Act, 4 of 2013 ("POPIA") and other applicable South African privacy laws.
2. Scope and Consent
By accessing our website, requesting a demonstration, using our services, or accessing OPSEN or HRIFY, you acknowledge and agree to the collection and processing of your information as described in this Privacy Policy.
This policy applies to:
- Website visitors
- Prospective customers
- Existing customers
- Platform users
- Business contacts
3. Information We Collect
We may collect and process the following categories of information.
Personal Information
- Full name
- Email address
- Telephone number
- Company name
- Job title
- Physical address
Account Information
- Usernames
- Authentication information
- Security preferences
- OTP verification details
Operational Data
For OPSEN users:
- Fleet information
- Vehicle information
- Driver information
- Trip information
- Maintenance records
- Operational tickets
- Approvals
- Reports
- KPI data
Location Information (OPSEN mobile app): When you use the OPSEN mobile app as a driver or field worker, the app collects your device's precise (GPS) and approximate location so your organisation can monitor the progress of active trips and deliveries.
- What we collect: geographic coordinates (latitude and longitude), location accuracy, heading, speed, and the time of each reading.
- When we collect it: location is collected only while a trip is active, from the moment you tap "Start trip" until you tap "End trip".
- We do not collect location before a trip starts, after it ends, or from users who are not on an active trip (for example, administrative or office users).
- Foreground and background collection: so your team can see accurate progress even when your phone is locked or the app is minimised, the app collects location in the background during an active trip. While this is happening, a persistent notification ("Opsen - trip in progress") is shown so you always know location sharing is active.
- Your control: you grant location access through your device's permission prompts, and you can withdraw it at any time in your device settings. If background permission is not granted, location is only shared while the app is open. Location data is used solely for operational fleet- and trip-management purposes described in this policy. We do not use location data for advertising, and we do not sell it.
Workforce Data
For HRIFY users:
- Employee records
- Leave information
- Recruitment information
- Performance information
- Compliance information
- Workforce reports
Technical Information
- IP addresses
- Browser information
- Device information
- Session information
- Access logs
- Website usage information
Communication Information
- Demo requests
- Support enquiries
- Contact form submissions
- Email correspondence
4. How We Use Your Information
We use personal information to:
- Provide our services
- Deliver software solutions
- Respond to enquiries
- Schedule demonstrations
- Manage customer relationships
- Improve platform functionality
- Maintain platform security
- Generate operational insights
- Provide support services
- Comply with legal obligations
- To collect and display the real-time location of drivers during active trips, so dispatchers and managers can track delivery progress, estimate arrival times, and manage fleet operations.
We do not sell personal information.
5. Demo Requests and Business Enquiries
When users submit a demonstration request or enquiry through our website, we may collect:
- Name
- Email address
- Telephone number
- Company details
- Information relating to business requirements
This information is used solely for:
- Responding to requests
- Scheduling demonstrations
- Evaluating solution requirements
- Business communication
6. OPSEN and HRIFY Platform Data
Customers retain ownership of all business and operational data entered into OPSEN and HRIFY. TJ Software Solutions processes this information solely for:
- Delivering platform functionality
- Providing support
- Security monitoring
- System maintenance
- Service improvement
We do not access customer data unless:
- Support is requested
- Maintenance is required
- Security incidents require investigation
- Access is authorised by the customer
- Required by law
Where an organisation enables customer trip-tracking, OPSEN may generate a temporary, time-limited tracking link that shares a driver's live trip location with the organisation's nominated customer (for example, via WhatsApp) for the duration of that trip. The link expires shortly after the trip is completed.
7. Cookies and Tracking Technologies
Our website may use cookies and similar technologies to:
- Improve user experience
- Remember preferences
- Analyse website performance
- Enhance security
Users may disable cookies through browser settings, although some website functionality may be affected.
8. Disclosure of Personal Information
We may disclose information:
To Service Providers
Including:
- Hosting providers
- Infrastructure providers
- Support providers
- Communication providers
To Legal Authorities
Where required by:
- Applicable law
- Court orders
- Regulatory requests
Business Transactions
In the event of:
- Merger
- Acquisition
- Restructuring
- Sale of business assets
subject to appropriate confidentiality protections.
9. International Data Transfers
TJ Software Solutions utilises cloud infrastructure and technology providers that may operate outside South Africa. Where information is transferred internationally, reasonable safeguards are implemented to ensure appropriate protection of personal information in accordance with POPIA.
10. Data Security Measures
TJ Software Solutions implements reasonable technical and organisational measures to protect information. Security measures may include:
- OTP authentication
- Role-based access controls
- Encryption
- Secure hosting
- Audit logging
- Security monitoring
- Access restrictions
Our services currently utilise infrastructure hosted through Heroku and Fly.io. While we strive to protect all information, no internet-based service can guarantee absolute security.
11. Data Retention
Personal information is retained only for as long as necessary to:
- Provide services
- Fulfil contractual obligations
- Meet legal requirements
- Maintain business records
- Resolve disputes
Inactive customer information may be archived where appropriate.
12. Your Rights Under POPIA
Subject to applicable law, you may request:
- Right of Access: Access to personal information held about you.
- Right of Correction: Correction of inaccurate information.
- Right of Deletion: Deletion of information where legally permissible.
- Right to Object: Objection to certain processing activities.
- Right to Withdraw Consent: Withdrawal of consent where processing is based on consent.
- Right to Lodge a Complaint: Complaints may be submitted to the Information Regulator of South Africa.
13. Third-Party Services
Our website and platforms may contain links to or integrations with third-party services. TJ Software Solutions is not responsible for the privacy practices of external websites or service providers. Users should review the privacy policies of any third-party services they access.
14. Children's Privacy
Our services are intended for business and professional use. We do not knowingly collect personal information from individuals under the age of 18. If such information is identified, reasonable steps will be taken to remove it.
15. Contact Information
TJ Software Solutions (Pty) Ltd
Email: admin@tjsoftwaresolutions.co.za
Website: www.tjsoftwaresolutions.co.za
For privacy-related requests or enquiries, please contact us using the details above.
16. Policy Amendments
TJ Software Solutions reserves the right to amend this Privacy Policy from time to time. Updated versions will be published on our website. Continued use of our website, services, OPSEN, or HRIFY constitutes acceptance of any revised Privacy Policy.