Privacy Policy
Version 1.0, effective 7 September 2026.
This policy explains what FixIt! records about you, why, who can see it, and
what you can do about it.
Who is responsible for your information
FixIt! is maintenance management software supplied by Bateman IT Solutions
("we", "us") to the organisation you work for.
Your employer is the responsible party for your information. They decide
what goes into the system and who may see it. We supply and run the software on
their behalf, which makes us an operator under the Protection of Personal
Information Act, 2013 (POPIA). We do not sell your information, use it for
advertising, or use it to train anything.
If you want your information corrected or deleted, the request goes to your
employer first. Contact details are at the end of this document.
What the app records about you
Your account: your name, username, email address, phone number (if given, so
job notifications can reach you on WhatsApp), your role, your department, and
which permissions an administrator has granted you.
The work you do: work orders you report, are assigned, or complete; the
notes, costs and parts you record; checklists you fill in; purchase orders and
leave requests you submit.
When you worked: if you use the timer on a job, the app records when you
started and stopped, which is a record of hours worked.
Photos and documents you upload, including anything visible in them. Please
do not photograph people unnecessarily.
Your signature. Certain actions - approving work, cancelling a job,
submitting a vehicle logbook trip - are signed by drawing your signature on the
screen. That image is stored with the record, permanently, because its whole
purpose is to be evidence of who authorised something.
Vehicle logbook entries, where used: date, destination, purpose, odometer
readings, whether the trip was private, and the driver. This is a record of
vehicle movements and therefore of where a driver went.
A log of what you do in the app. Every action that changes something is
recorded with your name, the time, the page or function used, your IP address,
and your device and browser. Logins are recorded the same way. This exists so
that changes to maintenance and financial records can be traced to a person,
which is the point of an auditable system - but you should know it exists and
that it is detailed.
Your device, for notifications. If you turn notifications on, we store the
notification address your browser issues, along with a description of the
device, so alerts can be delivered to it.
Error reports. If the app crashes, a report is emailed to the administrator
containing the error, the page you were on, and your browser and device type.
Why we hold it
To run maintenance operations: assigning and tracking work, recording what was
done and by whom, notifying the right people, and producing the records your
employer needs for compliance, insurance, tax and audit purposes.
The audit log and signatures exist specifically so that records cannot be
altered anonymously. Time entries exist to record labour against jobs.
Special care: health and leave
If you give a reason for a leave request, that reason may reveal health
information, which POPIA treats as special personal information deserving extra
protection. Only you, your reviewer, and administrators can see it. **You are
not required to give a detailed medical reason** - "sick leave" is enough for
the record.
Who your information is shared with
Inside your organisation: administrators, managers and supervisors can see
work records and the audit log. Colleagues see jobs assigned to them or to
their department, and who reported or is assigned to a job.
Outside your organisation, only through services needed to make the app work:
- Email delivery - notification and report emails are sent through an email
provider.
- Push notifications - delivered through the notification service belonging
to your phone's browser (Google, Apple or Mozilla). They receive the
notification, not your work history.
- WhatsApp - if your phone number is set and WhatsApp notifications are
enabled, job messages are sent through WhatsApp (Meta).
- AI drafting - if your organisation has switched on the optional "draft
with AI" feature, the text of that specific request is sent to Anthropic to
generate the draft. It is not used for anything else.
Some of these providers are outside South Africa, so information sent to them
crosses borders, as permitted by section 72 of POPIA where necessary to perform
the service.
We do not share your information with anyone else, unless the law requires it.
How long it is kept
Work, financial and vehicle records are kept for as long as your employer needs
them for their own legal and audit obligations - generally at least five years
for tax-related records. Your account remains while you work there.
Deactivated accounts are retained rather than deleted, because deleting a
person would break the history of work they signed for.
Security
Traffic is encrypted (HTTPS). Passwords are stored hashed, never in readable
form - nobody, including us, can read your password. Access is controlled by
role and per-user permission. Backups are taken regularly.
Your rights under POPIA
You may ask what information is held about you, ask for it to be corrected if
wrong, object to how it is used, and complain. Requests go to your employer as
the responsible party; we will help them action it.
You may also complain directly to the Information Regulator:
complaints.IR@justice.gov.za
Children
FixIt! is a workplace tool and is not intended for anyone under 18.
Changes
If this policy changes materially, you will be asked to read and accept the new
version the next time you open the app.
Contact
Bateman IT Solutions — fixit@bateman-it.com
Information Officer: [TO COMPLETE: name of the registered Information Officer] ([TO COMPLETE: information officer email])
[TO COMPLETE: registered company name, e.g. Bateman IT Solutions (Pty) Ltd], registration [TO COMPLETE: CIPC registration number]
[TO COMPLETE: registered physical address]