Privacy Policy

ActiviTrack is a field inspection and compliance management application developed and operated by Seventh Son Consulting Services (SSCS), a business registered in South Africa.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use the ActiviTrack mobile application ("the App"). By using the App, you agree to the practices described herein.

Account Information

When you register or are added to the platform, we collect your full name and email address to create and manage your account.

Location Data (GPS)

The App collects precise GPS location data during active field inspections. This is used to geotag inspection records, verify on-site presence, and provide geofencing functionality for compliance purposes.

Camera & Photos

The App accesses your device camera and photo storage to capture photographic and video evidence as part of inspection reports. Images and videos taken within the App are uploaded to secure cloud storage associated with the relevant inspection record.

Voice Notes & Audio

The App may record voice notes which you initiate voluntarily as part of inspection documentation. Audio recordings are stored against the relevant inspection record.

Push Notifications

We send push notifications for inspection assignments, task reminders, status updates, and alerts relevant to your role within the platform.

Device & Usage Data

We may collect non-personal technical data such as device type, OS version, and crash logs to improve app stability. This data is not linked to your identity.

Some employers turn on face clock-in. It is off unless your employer enables it, and your face is only enrolled after your consent has been recorded in ActiviTrack. If you decline, you can clock in with a PIN where your employer allows it.

What we store

• Enrolment photos. Your employer's administrator uploads one or more photos of you. We turn each photo into a face template and then delete the photo file.
• Face templates. A template is a list of numbers that describes your face. It is not a picture. Templates are stored encrypted on our servers.
• Clock-in photos. When you clock in or out with your face, the photo taken at that moment is kept with that clock record as proof of who clocked in. If the face does not match, the photo is not kept.
• Match records. We log each enrolment and each match attempt, with the match score, for audit purposes.

Why we use it

Only to check that the person clocking in or out is the employee they claim to be. We do not use face data for any other purpose, for advertising, or to identify you outside your employer's ActiviTrack account, and we do not sell or share it.

On devices used for clocking

So that faces can be matched on the phone, the App downloads the face templates of your company's enrolled employees to the device used for the clock-in scan. They are held in the App's memory for the scan session and are not saved to the device. Clock-in photos are deleted from the device once they have been uploaded.

How long we keep it

• Enrolment photos: deleted as soon as the template is made.
• Face templates: kept until you withdraw consent or your face data is deleted.
• Clock-in photos: deleted automatically after the period your employer sets, which is 30 days unless they change it. An employer can choose to keep them for longer.

Withdrawing consent and deletion

You can withdraw consent at any time by asking your employer's ActiviTrack administrator or by contacting us at the address in Section 12. When consent is withdrawn, your face templates are deleted straight away and you can clock in with a PIN instead. If you also want your clock-in photos removed, or you ask us to delete your account, we will delete your face templates and clock-in photos as part of that request.

The following device permissions are requested and the reason for each:

All permissions are requested only as needed. You may revoke permissions at any time in your device settings; this may limit certain App functionality.

We use your personal information solely for the following purposes:

• Providing, operating, and improving the ActiviTrack platform
• Authenticating your identity and managing your account
• Creating, storing, and retrieving field inspection records
• Generating compliance reports and audit trails
• Sending operational notifications relevant to your work
• Diagnosing technical issues and improving app performance

We do not use your data for advertising, sell your data to third parties, or use it for any purpose beyond the operation of the platform.

Your data is only shared in the following limited circumstances:

• Within your organisation: Inspection data is visible to authorised managers or administrators within your company's ActiviTrack account.
• Cloud infrastructure providers: Data is stored on secure third-party cloud services (such as Google Cloud / Firebase or AWS). These providers act as data processors under strict data processing agreements.
• Legal compliance: We may disclose data where required by South African law or a lawful court order.

We do not sell, rent, or trade your personal information to any third party.

We retain your personal information for as long as your account is active or as required to provide services. Inspection records may be retained for the period required by applicable compliance regulations in your industry.

Upon account deletion, personal data is removed within 30 days, except where retention is required by law.

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These include encrypted data transmission (TLS), access-controlled cloud storage, and role-based access controls within the platform.

No method of electronic transmission is 100% secure. In the event of a data breach that affects your rights and freedoms, we will notify affected users and the Information Regulator as required by POPIA.

Under the Protection of Personal Information Act (POPIA), you have the right to:

• Access the personal information we hold about you
• Correct inaccurate or outdated information
• Delete your personal information (subject to legal obligations)
• Object to the processing of your personal information
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, contact us at the details in Section 12.

ActiviTrack is designed for professional use by adults. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has provided us with personal data, please contact us and we will delete it promptly.

We may update this Privacy Policy from time to time. Where changes are material, we will notify users via the App or email. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of the App after changes constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact:

Seventh Son Consulting Services (SSCS)
Johannesburg, South Africa
Email: info@sscservices.co.za