BulkdataPro Privacy Policy

Effective Date: 2018-01-01
Last Updated: 2026-01-01

BulkdataPro ("we," "our," "us") is a mobile field-data application developed by TheDSolve International (Pty) Ltd, used to capture fleet inspections, work orders, fuel records, trip data, proof of delivery, and related operational information — including in areas without an internet connection. This Privacy Policy explains what information the BulkdataPro app collects, how it is used, and how it is protected, in compliance with the Protection of Personal Information Act (POPIA), 2013.

1. Information We Collect

BulkdataPro collects the following categories of information in order to function:

• Account & Login Information
  Your email address, and a device identifier used to recognise your device for offline access. Your password is verified against our servers and, once verified, is stored only in your device's secure, encrypted credential storage (Android Keystore / iOS Keychain) — never in plain text, and never on our servers in a retrievable form.

• Inspection & Vehicle Data
  Vehicle registration/fleet numbers, checklist responses, inspection status (OK / Not OK), remarks, and condition ratings you record during vehicle inspections.

• Photographs
  Photos you take or select to document the condition of a vehicle — for example, photographing damaged areas as part of an inspection. Photos are attached to the relevant inspection record and submitted along with it.

• Location Data
  Your device's location at the time of certain events (such as login), used strictly for audit and compliance purposes — for example, confirming where and when a check-in occurred.

• Work Order, Fuel, Trip & Delivery Data
  Details you enter relating to work orders, fuel transactions, trip records, and proof-of-delivery submissions.

• Technical & Offline-Use Data
  Because BulkdataPro is built to work without an internet connection, records you create offline are stored securely on your device until the app can reconnect and sync them to our servers. We also retain basic technical data (such as app version and sync status) needed to keep this process reliable.

2. Permissions Used by the App

BulkdataPro requests the following device permissions, each tied to a specific feature:

• Camera — to photograph vehicle damage or conditions during an inspection.
• Photos / Media Library — to attach an existing photo from your device gallery to an inspection, instead of taking a new one.
• Location — to record where certain events (such as login) occurred, for audit purposes.
• Network / Internet Access — to sync inspections, work orders, and other records once your device is back online.

None of these permissions are used to track you for advertising purposes, and none of this data is sold to third parties.

3. Purpose of Data Collection

We use the information collected to:

• Verify your identity and secure access to your account
• Record and submit vehicle inspections, including supporting photographic evidence
• Allow field work to continue offline, syncing automatically once connectivity is restored
• Process work orders, fuel logs, trip records, and proof-of-delivery submissions
• Attribute submitted records to the correct person for accountability and audit purposes
• Generate reports and dashboards for fleet managers and administrators
• Maintain the security, reliability, and integrity of the app

4. POPIA Compliance

BulkdataPro adheres to the Protection of Personal Information Act (POPIA) by:

• Collecting only the information necessary to provide the app's functionality.
• Using personal information lawfully, fairly, and transparently.
• Securing data with encryption, access controls, and audit trails.
• Allowing you to exercise your rights, including:
  • Access to your information
  • Correction or deletion of inaccurate data
  • Withdrawal of consent, where applicable
• Retaining data only for as long as legally or operationally required.
• Not selling or trading your personal information to third parties.

5. Data Protection & Security

• Passwords are never stored in plain text — they are held only in your device's encrypted, OS-level secure storage (Android Keystore / iOS Keychain).
• Role-based access controls ensure only authorised personnel can view sensitive fleet or inspection data.
• Data in transit to our servers is encrypted, and information stored on our servers is protected with access controls and audit logging.
• Offline data queued on your device is only synced once your identity has been re-verified, preventing unauthorised submissions.

6. Sharing of Information

We may share information only where necessary:

• With your employer or fleet operator, who administers your account and reviews submitted inspections and records.
• With service providers supporting our infrastructure (e.g., hosting, backend processing).
• With regulators or authorities, where legally required.

We do not sell your personal information, and we do not use your photos, location, or inspection data for advertising purposes.

7. Data Retention

• Inspection records, photographs, and related fleet data are retained for as long as operationally required by your employer/fleet operator, and as required by law.
• Account information is retained for as long as your account remains active, plus any additional period required for legal or audit purposes.

8. Children's Privacy

BulkdataPro is a workplace tool intended for use by employees and contractors of fleet operators. It is not directed at, and should not be used by, children.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the app's functionality or applicable law. The "Last Updated" date at the top of this page will reflect the most recent revision.

10. Contact Us

For questions or concerns about this Privacy Policy or POPIA compliance, please contact:
TheDSolve International (Pty) Ltd — Privacy Office
Email: [privacy@thedsolve.com]
Phone: [+27 10 141 0770]

Summary: BulkdataPro collects only the information needed to record vehicle inspections, work orders, fuel, trip, and delivery data — including photos and location where relevant — so that field work can continue offline and sync automatically once connectivity returns. We protect this data under strict security measures and comply fully with the POPI Act to safeguard your personal information.