Privacy Policy
- Who we are
- Two kinds of information
- What we collect, and why
- Who we share it with
- Information outside South Africa
- How long we keep it
- How we protect it
- If something goes wrong
- Your rights
- Marketing
- Cookies and your browser
- Children
- Changes to this policy
- Contact us
1. Who we are
Trakcenta is a maintenance management system (CMMS) offered by YG Engineering (Pty) Ltd (registration number 2026/810846/07) ("Trakcenta", "we", "us"). This policy explains how we handle personal information under the Protection of Personal Information Act, 2013 (POPIA).
Our Information Officer is Yandisa Gaju. Contact: info@trakcenta.co.za, 073 226 1199. Our postal and physical address is in section 1 of our PAIA and POPIA Manual.
2. Two kinds of information
Our own information. For people who visit our website, ask for a trial, contact us, or look after a customer's account and payments, we decide why and how the information is used. We are the responsible party under POPIA.
Your company's information in Trakcenta. When a company uses Trakcenta, it puts in information about its people: names, contact details, roles, the jobs they do, and sometimes safety incidents. That company is the responsible party; it decides what is recorded and why. We are its operator: we process that information only to provide Trakcenta, under the company's instructions and our Terms of Service. If you use Trakcenta through your employer and have a question about your information, ask your employer first. We will help them answer you.
3. What we collect, and why
| When | What | Why (and the POPIA basis) |
|---|---|---|
| You visit our website | The page you open, the site that sent you, and a visitor code made from your IP address with a key that changes every day and is deleted after a day, so it can't be traced back to you. Our servers also log technical details (IP address, time, page, browser) for security. | To count visits and keep the site safe and working (our legitimate interest, s11(1)(f)). No advertising or tracking cookies. |
| You ask for a trial or contact us | Company name, your name, email, phone number, number of users, your message, the IP address you sent it from, and our notes of our conversations with you. | To reply, set up a trial and follow up (steps you asked for before a contract, s11(1)(b); our legitimate interest, s11(1)(f)). |
| You try the live demo | Your name, company, work email and the role you chose, the sign-in code we email you, and what you do in the demo company. | To send your code, run the demo and follow up about Trakcenta (your consent on the demo form, s11(1)(a); our legitimate interest, s11(1)(f)). Ask us at any time and we delete it. |
| Your company becomes a customer | The account owner's and billing contact's details, the plan, invoices and payments, our support conversations, and a record of actions our staff take for the account. | To provide the service, bill and support it, and keep records the law requires (contract, s11(1)(b); legal obligation, s11(1)(c)). |
| You use Trakcenta (we act as operator) | Your name, username, email, phone, job title, department, roles and sites; sign-in times, IP address and browser; a record of changes you make (the audit trail); the jobs, requests, readings, photos, documents and reports you work with; Academy lessons, exam results and certificates; for phone alerts, your device's push address and your alert choices; two-step sign-in settings; and, if you save one, your signature, with a record of each document you sign (when, and from which device). | To provide Trakcenta to your company, keep it secure and show who did what (your employer's instructions; for us, the contract with your company). |
| Safety reports (we act as operator) | An injury's outcome and days lost may be recorded. This is special personal information (health). | So your employer can meet its duties under the Occupational Health and Safety Act and COIDA. Your employer should record only what those duties need. |
| Someone checks an Academy certificate | Anyone with a certificate's code or QR code sees the holder's name, the course, the date, and whether it is still valid. | So employers and auditors can confirm a certificate is real. This is how certificates work; tell your employer if you don't want one issued in your name. |
| You sign in | Counts of wrong passwords, for each login and each IP address, kept for minutes to a day. | To stop people guessing passwords (security, s19). |
We don't make decisions about you based only on automated processing. We don't collect information from children (see 12).
4. Who we share it with
We never sell or rent personal information, and never use it for advertising. We share it only with:
- Our hosting provider, a professional cloud hosting provider, where Trakcenta and its backups run.
- Our email service (Spacemail), which delivers Trakcenta's emails such as invitations, password resets and reminders.
- Phone notification services run by the makers of your browser or phone (Google, Apple, Mozilla, Microsoft). They carry the alert's title and short text to your device.
- Font and code libraries (Google Fonts and jsDelivr) that some of our pages load. Your browser connects to them, so they see your IP address.
- Your own company: its administrators see the information in its workspace, as described in 2.
- Our professional advisers (such as accountants and lawyers) under confidentiality, and authorities when the law requires it.
- A buyer or successor of our business, for example if Trakcenta is sold or merged. This policy would continue to apply.
These providers may use the information only to provide their service to us. Trakcenta staff look inside a customer's workspace only when the customer's owner has switched on support access, and then read-only, for a limited time, and recorded for the customer to see.
5. Information outside South Africa
Trakcenta may store and process your information on secure servers outside South Africa, and some services in section 4 (hosting, email, phone notifications, fonts and libraries) may process it in other countries. We do so only as section 72 of POPIA allows: where that country's laws, or a binding agreement, give protection at least as strong as POPIA's, or where the transfer is needed to provide the service you asked for. The same security measures apply wherever your information is held.
6. How long we keep it
| Information | How long |
|---|---|
| Website visit counts | Kept as totals, with no personal information. The daily key behind visitor codes is deleted after one day. |
| Server security logs | Up to 90 days. |
| Trial requests and contact messages that don't lead to a customer | The IP address is cleared after 90 days. The rest is deleted 24 months after the request, or sooner if you ask. |
| A trial workspace that isn't continued | Locked when the trial ends, kept 30 days in case you decide to continue, then deleted. |
| A customer's workspace | For as long as the customer subscribes. After it leaves (and has had the chance to export everything), it is deleted, and it disappears from backups within 90 days. |
| A data export a customer downloads | Deleted from Trakcenta 7 days after it is made. |
| Invoices and accounting records | 5 years, as tax law requires. |
| Wrong-password counters | Minutes to a day. |
Inside a workspace, the customer decides how long to keep its records, within the law. We keep its audit trail for as long as the workspace exists, so the history stays trustworthy.
7. How we protect it
- Every connection is encrypted (HTTPS).
- Each company's data is kept in its own separate database area; one company can't reach another's.
- Passwords are stored only as secure hashes, never as text, and we never ask for yours.
- Owners, administrators and maintenance managers must use two-step sign-in. Repeated wrong passwords lock the login, and the company's owners are alerted.
- People get only the rights their role needs, and an audit trail records who changed what, and when.
- Backups are kept for 90 days.
- Our staff are bound to confidentiality, and see a customer's workspace only through permitted, read-only, recorded support access.
8. If something goes wrong
If we believe personal information has been accessed or acquired by someone without authority, we act at once to contain it. For a customer's workspace, we tell the customer without undue delay, and in any case within 72 hours of becoming aware, with what we know, so it can meet its own POPIA duties. For our own information, we notify the Information Regulator and the people affected as POPIA section 22 requires.
9. Your rights
Under POPIA you may:
- ask whether we hold personal information about you, and for a copy of it;
- ask us to correct, update or delete it;
- object to us using it for our legitimate interests or for marketing;
- withdraw consent where you gave it; and
- complain to the Information Regulator.
Email info@trakcenta.co.za. We will confirm who you are, then reply within 30 days. There is no fee to ask for your own personal information. Formal requests for records are explained in our PAIA and POPIA Manual. For information your employer keeps in Trakcenta, ask your employer; we will help them respond.
Information Regulator (South Africa): inforegulator.org.za; complaints POPIAComplaints@inforegulator.org.za; enquiries enquiries@inforegulator.org.za; tel. 010 023 5200.
10. Marketing
We send news about Trakcenta only to our customers and to people who asked us about it, about services like the ones they use or asked about. Every message lets you stop them at once, and we stop as soon as you ask (POPIA section 69). We don't buy contact lists.
11. Cookies and your browser
We use only the cookies Trakcenta needs to work:
| Name | What it's for | How long |
|---|---|---|
| sessionid | Keeps you signed in. | Up to 2 weeks, or until you sign out. |
| csrftoken | Protects forms against misuse from other sites. | Up to a year. |
| trak_pin | Only if you set a sign-in PIN: lets this device, and no other, sign you in with your PIN. | Up to 180 days, or until you switch the PIN off. |
Trakcenta also stores a few things in your browser itself, which stay on your device: your light or dark theme, how you laid out the menu, pages and unsent work kept for when you're offline, and whether you turned on job alerts. We use no advertising, tracking or social media cookies, and no Google Analytics.
12. Children
Trakcenta is a tool for businesses and their staff. It is not meant for anyone under 18, and we don't knowingly collect information about children.
13. Changes to this policy
When we change this policy, we publish the new version on this page. If a change matters to how your information is used, we tell customers by email at least 30 days before it takes effect.
14. Contact us
YG Engineering (Pty) Ltd (Trakcenta) · Information Officer: Yandisa Gaju
073 226 1199 · info@trakcenta.co.za
Also see our Privacy Policy, Terms of Service and PAIA and POPIA Manual.