Privacy Policy

1. About OrgSpace and POPIA roles

OrgSpace is a South African workplace operations service operated under the Pixels trading name. This policy applies to the OrgSpace mobile app, secure web portals and public website.

For workplace records entered into an organisation workspace, the customer organisation is normally the responsible party under the Protection of Personal Information Act 4 of 2013 (POPIA), and Pixels acts as its operator. The customer decides why the records are used, who receives access and how long legitimate organisation records must be kept.

Pixels is separately responsible for the personal information it uses for account administration, service security, subscription management, support, legal compliance and its own business communications. The applicable contracting entity, registration details and service address are stated in the customer order, subscription record or data-processing agreement.

2. Information we may process

The exact information depends on the modules enabled by the organisation and how a user uses them.

• Account and profile information, including name, email address, phone number, date of birth, Firebase user identifier, organisation membership, group membership and role.
• Workplace and calendar information, including whereabouts, schedules, sites, bookings, approval assignments, meetings, attendance and notifications.
• Fleet information, including vehicle bookings, driver assignments, fuel entries, odometer readings, vehicle issues, evidence photos or videos, service records and maintenance information.
• Driver information, including licence number, licence code, licence expiry and protected licence images where uploaded.
• Leave information, including leave type, balance, dates, reasons, decisions and audit history.
• Requisition and finance information, including payee details, banking or payment information, amounts, project and cost-centre information, decisions, signatures, supporting photos or PDFs and payment-scheduling history.
• Security and device information needed to operate the service, such as push tokens, access events, application health and offline work. Biometric templates remain with the device operating system and are not received by OrgSpace.
• Subscription and billing status supplied by the payment provider. OrgSpace does not need to store full payment-card details handled by the provider.
• Support, privacy, access, correction, security and account-deletion requests.

3. Sources of information

Information may come from the user, an organisation administrator or manager, another authorised participant in a workflow, the user's device, Firebase authentication and infrastructure, Paystack or another disclosed payment provider, and service-security or audit events generated by OrgSpace.

4. Lawful grounds

Depending on the context, processing is based on performance of the OrgSpace service contract, the customer organisation's employment or operational responsibilities, a legal obligation, protection of legitimate interests such as security and reliable recordkeeping, consent where the law requires it, or another ground permitted by POPIA and applicable law.

The customer organisation must establish and communicate the lawful ground for workplace information it instructs users to enter.

5. Why information is used

OrgSpace uses information only for the service, security and business purposes described here.

• Authenticate users, maintain memberships and enforce role, organisation, group and approval boundaries.
• Operate calendars, fleet, leave, requisitions, meetings, notifications, reporting, audit trails and enabled modules.
• Protect approved and payment-scheduled records against unauthorised alteration.
• Sync offline work, detect service failures, investigate incidents and maintain continuity.
• Administer subscriptions, payment status and plan entitlements.
• Respond to support, access, correction, objection and deletion requests.
• Prevent abuse and comply with legal, financial, employment, security and governance obligations.

6. Access inside an organisation

Access follows the organisation's roles, groups and assignments. Staff, managers, administrators, approvers and finance users may see different records. Organisation administrators are responsible for assigning appropriate access and removing it promptly when a person's role ends.

OrgSpace personnel and service providers may access information only where needed to operate, support, secure or lawfully administer the service.

7. Operators, sub-processors and disclosures

OrgSpace uses service providers that may act as operators or sub-processors, including Google Firebase and Google Cloud for identity, databases, storage, functions and monitoring; Expo for mobile build, update and push-notification infrastructure; and Paystack for payment processing where billing is enabled.

Information may also be disclosed to the customer organisation, authorised users, professional advisers, regulators, law-enforcement bodies or another party where required by law, necessary to protect rights or security, or authorised by the responsible party. OrgSpace does not sell personal information.

8. International processing and transfers outside South Africa

Some OrgSpace functions and portal infrastructure run in Google Cloud regions in South Africa and the United States, and some scheduled operations may run in Europe. Expo, Paystack and other service providers may process information in additional countries disclosed in their service terms.

Where personal information is transferred outside South Africa, OrgSpace and the customer organisation must use an applicable POPIA section 72 ground and reasonable contractual, organisational and technical safeguards. Customers may request current sub-processor and region information through the Support & Privacy page.

9. Security and incident response

Controls include Firebase authentication, role- and organisation-based access, server-side validation for sensitive workflows, protected private-file paths, short-lived authorised file access, audit records, encrypted provider transport, monitoring and device security features. No internet service can promise absolute security.

A suspected security compromise or security incident can be reported through the Support & Privacy page. OrgSpace will investigate, contain and document material incidents and will notify the responsible customer, affected people and the South African Information Regulator where POPIA or another applicable law requires notification.

10. Retention

Personal information is retained only while reasonably necessary for the stated purpose, the customer's lawful recordkeeping, security and fraud prevention, dispute resolution, contractual duties or applicable law.

Operational notification records are scheduled for deletion after 12 months. Public-form rate-limit records are scheduled for deletion after 7 days (seven days). Completed support and privacy request records are scheduled for deletion after 3 years (three years). Account-deletion audit records retain only a hashed subject reference and completion result and are scheduled for deletion after 3 years (three years).

Signing out removes that user's pending offline queue and durable local evidence copies from the device. Approved requisitions, finance approvals, leave history, fleet and fuel records, meeting records and audit trails may remain as legitimate organisation records and should be anonymised where practical rather than silently rewritten.

Backup copies may remain until the configured backup or soft-delete cycle expires and are used only for security, continuity and recovery.

11. Your privacy rights

Subject to POPIA, applicable law and the nature of legitimate organisation records, a person may request confirmation, access, correction, deletion, restriction or objection, and may complain about processing. Requests may require identity verification and may be referred to the responsible customer organisation where it controls the relevant workplace record.

• Update ordinary profile details in Profile & Settings where available.
• Use Account & data deletion in the app for authenticated deletion, or the public account-deletion page if app access is unavailable.
• Use the Support & Privacy page for access, correction, objection, security or other privacy assistance.
• A complaint may be lodged with the South African Information Regulator.

12. Account deletion

An authenticated in-app request starts an automated deletion process. It revokes the login, deletes unnecessary private account data and protected personal licence files, and anonymises the membership profile while preserving legitimate organisation records. Failed automated steps are retried and escalated for manual review. The target response or completion period is 30 days.

A public web request must be verified before account data can be deleted. If the requester is the sole owner of an organisation, ownership must first be transferred or the organisation must be formally closed.

13. Automated decisions

OrgSpace applies configured workflow rules, limits and alerts, but it is not intended to make solely automated decisions that have legal or similarly significant effects on a person. Approval, employment, finance and fleet decisions remain the responsibility of authorised people in the customer organisation.

14. Children

OrgSpace is intended for authorised workplace use and is not designed as a consumer service for children. Organisations must not create accounts for children unless they have a lawful basis and all safeguards required by applicable law.

15. Changes to this policy

This policy may be updated when features, providers, processing locations or legal requirements change. The current version and effective date remain available on the public Privacy Policy page. Material changes will be communicated through an appropriate service channel.

16. Contact and Information Officer channel

Use https://orgspace.co.za/support for privacy, access, correction, objection or security requests and https://orgspace.co.za/account-deletion for deletion requests. The current OrgSpace privacy and Information Officer contact channel is hello@orgspace.co.za or 071 548 1945.