App Privacy Policy
Version 1.1 · Effective date 1 October 2026 · Review date 5 February 2027 · Owner: Managing Director
1. Introduction
1.1 About this policy. This Privacy Policy explains how Intelligent Output Systems (Pty) Ltd ("IO Systems", "we", "us" or "our") collects, uses, stores and protects personal information when you use our mobile and web applications.
1.2 Our commitment. We are committed to protecting your privacy and to handling your personal information in accordance with the Protection of Personal Information Act 4 of 2013 ("POPIA"), the Electronic Communications and Transactions Act 25 of 2002 ("ECTA") and all other applicable South African legislation.
1.3 Scope. This policy applies to all our mobile applications, web applications and related services, including but not limited to: the Connected Fleet vehicle tracking and fleet management platform; the iBOS documentation and operations platform and the iBOS Go mobile app; PersonAuth identity verification services; the AgriERP agricultural management system; and any other applications or services provided by IO Systems. Our website is covered by our separate website Privacy Policy.
Read the website Privacy Policy
2. Responsible party
In accordance with section 18 of POPIA, the responsible party for your personal information is Intelligent Output Systems (Pty) Ltd, registration number 2012/209767/07, 4 Hurd Street, Newton Park, Gqeberha (Port Elizabeth), 6045, Eastern Cape, South Africa. Email: info@iosystems.co.za.
3. Information we collect
3.1 Information you provide. We collect information you voluntarily provide when using our services:
Account information: name, email address, telephone number, company name, job title.
Identity verification: ID numbers, photographs, biometric data (where applicable).
Payment information: billing address, payment card details (processed by secure third-party providers).
Communications: correspondence, support tickets, feedback.
3.2 Information collected automatically. When you use our applications, we automatically collect:
Device information: device type, operating system, unique device identifiers.
Usage data: features used, access times, interaction patterns.
Location data: GPS coordinates, cell tower data (for fleet tracking applications).
Log data: IP addresses, browser type, error reports.
4. Legal basis and purpose of processing
In accordance with sections 9 to 11 of POPIA, we process your personal information on the following lawful grounds.
4.1 Contractual necessity: processing necessary to fulfil our contractual obligations to you, including providing and maintaining our services, processing transactions and billing, and providing technical support and customer service.
4.2 Legitimate interest: processing necessary for our legitimate business interests, including improving and developing our services, security monitoring and fraud prevention, and analytics and service optimisation.
4.3 Consent: where required, we obtain your explicit consent for marketing communications, the processing of special personal information (biometric data), and sharing data with third parties for non-essential purposes.
4.4 Legal obligation: processing required to comply with South African law, including tax obligations, court orders and regulatory requirements.
5. Data sharing and disclosure
5.1 Third-party service providers. We may share personal information with trusted third-party service providers who help us operate our services, including cloud hosting providers, payment processors, analytics services and customer support tools. All third-party providers are contractually obliged to protect your information in accordance with POPIA.
5.2 Legal requirements. We may disclose personal information when required by law, court order or government request, or when necessary to protect our rights, safety or property.
5.3 Business transfers. In the event of a merger, acquisition or sale of assets, your personal information may be transferred to the successor entity, subject to the same privacy protections.
5.4 Use of artificial intelligence tools. IO Systems uses artificial intelligence ("AI") tools as part of its regular course of business, including but not limited to software development, data analysis, content generation and service delivery. By contracting our services, you acknowledge and accept that AI tools may be used in the performance of those services.
IO Systems exclusively uses commercially licensed, enterprise-grade AI platforms. We do not use consumer-grade subscriptions or tools for any business or client-related activities. All AI tools used by IO Systems are subject to appropriate data processing agreements and are assessed for compliance with POPIA and applicable data protection requirements, including cross-border transfer obligations under section 72 of POPIA. Where AI tools process personal information on our behalf, they are treated as operators under POPIA and are contractually bound to safeguard your data in accordance with this policy.
6. Cross-border data transfers
In accordance with section 72 of POPIA, we may transfer personal information outside South Africa only where the recipient country has adequate data protection laws, the recipient is bound by a contract ensuring adequate protection, you have consented to the transfer, or the transfer is necessary for the performance of our contract with you.
7. Data retention
We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected:
Active accounts: for the duration of your account relationship plus 5 years.
Transaction records: 7 years, as required by South African tax law.
Location data: as specified in your service agreement, typically 12 to 36 months.
Legal claims: until the applicable limitation period expires.
8. Your rights under POPIA
In accordance with sections 23 to 25 of POPIA, you have the following rights.
8.1 Right of access. You may request confirmation of whether we hold personal information about you and request access to that information.
8.2 Right to correction. You may request that we correct or delete personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained.
8.3 Right to object. You may object to the processing of your personal information for direct marketing purposes, or on reasonable grounds relating to your particular situation.
8.4 Right to withdraw consent. Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.
8.5 Right to lodge a complaint. You have the right to lodge a complaint with the Information Regulator (South Africa) at inforegulator.org.za, by email to POPIAComplaints@inforegulator.org.za, or by phone on 0800 017 160.
9. Security measures
We implement appropriate technical and organisational measures to protect your personal information, including encryption of data in transit and at rest, secure access controls and authentication, regular security assessments and penetration testing, employee training on data protection, and incident response procedures.
10. Security breach notification
In accordance with section 22 of POPIA, if a security breach compromises your personal information, we will notify the Information Regulator as soon as reasonably possible, notify you if there is a reasonable belief that your personal information has been accessed or acquired by an unauthorised person, and give you enough information to take protective measures.
11. Children's privacy
Our services are not directed to children under 18 years of age, and we do not knowingly collect personal information from children. In accordance with section 35 of POPIA, processing children's personal information requires the consent of a competent person (a parent or guardian). If we become aware that we have collected personal information from a child without appropriate consent, we will take steps to delete it.
12. App store compliance
12.1 Apple App Store. Our iOS applications comply with Apple's App Store Guidelines and App Tracking Transparency requirements. We request permission before accessing device features such as location, camera or contacts.
12.2 Google Play Store. Our Android applications comply with Google Play's User Data Policy and Data Safety requirements. We disclose data collection and use clearly in the Data Safety section of the Google Play Console.
13. Cookies and tracking technologies
Our web applications may use cookies and similar technologies to maintain session state and authentication, remember your preferences, analyse usage patterns and improve performance. You can manage cookie preferences through your browser settings. Disabling cookies may affect the functionality of our services.
14. Changes to this policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and applications, sending a notification by email or in-app message, and updating the effective date at the top of this policy.
15. Contact us
For questions, concerns or requests relating to this Privacy Policy or your personal information, contact our Information Officer, Edmund van der Merwe, at Intelligent Output Systems (Pty) Ltd, 4 Hurd Street, Newton Park, Gqeberha, 6045, by email at info@iosystems.co.za or on 087 943 6873. We will respond to your request within 30 days as required by POPIA.
16. Governing law
This Privacy Policy is governed by the laws of the Republic of South Africa. Any disputes arising from this policy are subject to the exclusive jurisdiction of the South African courts.
17. Security and third-party services
17.1 Disclaimer. While we implement reasonable security measures to protect your personal information, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
17.2 Third-party services. Our services may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties.
17.3 Liability. The limits on our liability in connection with our applications are set out in our App Terms of Use at iosystems.co.za/app-terms.
Document history
Version 1.0, 5 February 2026, Managing Director: initial release.
Version 1.1, 1 October 2026, Managing Director: published on the IO Systems website; iBOS and iBOS Go added to the scope; Information Regulator contact details updated; Information Officer named; liability limits moved to the App Terms of Use.
