Privacy & POPIA Policy

This is a plain-language draft for review by the business and its legal adviser, prepared with the Protection of Personal Information Act 4 of 2013 (POPIA) in mind. It is not yet legal advice and may change before launch.

1. About this policy

This policy explains how DepotIQ, operated by Navrix Solutions (Pty) Ltd, handles personal information when you visit this website or use the DepotIQ application.

2. Responsible party & operator

For the personal information of our customers (the hire businesses who subscribe), Navrix Solutions (Pty) Ltd is the responsible party. For the personal information that a customer loads into their own DepotIQ workspace (their staff, their customers), that customer is the responsible party and DepotIQ acts as their operator, processing it on their instructions to provide the service.

3. What we collect

• Account & billing — names, work email, phone, company details and subscription/billing records of the people who administer a DepotIQ account.
• Usage & technical — log data needed to run and secure the service (for example sign-in events and IP address).
• Customer workspace data — the records our customers choose to store (their own customers, assets, contracts, invoices and documents), processed on their behalf.
• Website enquiries — if you email us for a demo, the contact details and message you send.

4. How we use it

• To provide, secure, support and improve the service.
• To bill subscriptions and keep the records the law requires.
• To respond to demo requests and support queries.
• We do not sell personal information, and we do not use customer workspace data for advertising.

5. Lawful basis & consent

We process personal information where it is necessary to perform our contract with you, to meet a legal obligation, for our legitimate business interests in running the service securely, or with your consent. Where consent is the basis (for example certain communications), you may withdraw it at any time.

6. Who we share it with

We share personal information only with service providers who help us run DepotIQ (such as cloud hosting, our managed database, object storage and payment processing). These operators are bound to process it only on our instructions and to protect it. Some providers may process data outside South Africa; where they do, we take reasonable steps so the information enjoys a comparable level of protection, as POPIA requires.

7. Security

We use technical and organisational safeguards appropriate to the risk, including encryption in transit, per-customer data isolation, access controls, password hashing and audit logging. No system is perfectly secure, but we work to protect your information and to respond to incidents.

8. Retention

We keep personal information only for as long as needed for the purposes above or as required by law (for example tax and company records). Customer workspace data is retained for the life of that customer's subscription and for a reasonable export window afterwards.

9. Your POPIA rights

• Ask what personal information we hold about you and request access to it.
• Ask us to correct or delete information that is inaccurate or no longer needed.
• Object to certain processing and withdraw consent where consent applies.
• Lodge a complaint with the Information Regulator (South Africa).

If your personal information sits inside a DepotIQ customer's workspace, please contact that business (the responsible party); we will help them respond as their operator.

10. Contact & complaints

For any privacy question or to exercise a right, email admin@depotiq.co.za. You may also complain to the Information Regulator (South Africa) at inforegulator.org.za.