Your privacy matters

Overview

InspectWise provides digital inspection management tools that help organisations conduct inspections, manage findings and corrective actions, schedule inspection activities, manage sites and assets, and maintain inspection records.

This Privacy Notice applies to:

• visitors to the InspectWise website;
• people who contact or enquire about InspectWise;
• customer representatives and authorised users of the InspectWise platform; and
• other individuals whose personal information may be processed as part of providing our services.

Where InspectWise processes information on behalf of a customer organisation, additional contractual and data-processing terms may apply.

Information we collect

The personal information we process depends on how you interact with InspectWise. It may include:

Only information reasonably required for a defined purpose should be collected and retained.

How we use information

We may process personal information to:

• respond to enquiries and demonstration requests;
• create and administer customer accounts;
• provide and operate the InspectWise platform;
• authenticate users and manage access permissions;
• provide customer service and technical support;
• maintain the security and reliability of our services;
• investigate technical issues or suspected misuse;
• communicate important service information;
• meet contractual and legal obligations; and
• improve the performance and functionality of InspectWise.

We process personal information only where there is an appropriate purpose and legal justification for doing so, including consent where required, contractual requirements, legal obligations and legitimate interests recognised under applicable law.

InspectWise platform data

Customer organisations

Organisations using InspectWise control the information their authorised users enter into the platform.

Depending on the particular processing activity, the customer organisation may act as the Responsible Party under POPIA, while InspectWise processes certain information as an Operator on the customer’s behalf.

InspectWise may separately act as a Responsible Party for information it requires for its own purposes, such as customer administration, account management, support, security and commercial records.

Inspection records

Customer data may include:

• completed and in-progress inspections;
• inspection responses and scores;
• photographs and supporting evidence;
• corrective actions;
• inspection assignments and schedules;
• sites and locations;
• assets, vehicles and equipment;
• user and role information; and
• audit or activity information.

Access to this information is restricted according to the customer’s organisation and authorised user permissions. Additional contractual terms apply to customers.

Sharing & service providers

InspectWise may use trusted service providers to operate and support its website and platform. These may include providers of:

• cloud infrastructure;
• database and file storage;
• authentication;
• email communications;
• website hosting;
• security and monitoring; and
• technical support services.

Service providers should receive only the information reasonably required to perform the relevant service and be subject to appropriate confidentiality and data-protection requirements.

Personal information may also be disclosed where required by law, regulatory process or a valid legal request.

Cookies & technical data

Cookies and similar technologies

The InspectWise marketing website does not currently use advertising or behavioural tracking cookies.

However, the infrastructure used to provide the website may process limited technical information necessary for areas such as security, performance, fraud prevention and delivery of the service.

If analytics, advertising or other non-essential tracking technologies are introduced in future, this Privacy Notice and our cookie controls will be updated accordingly.

Data retention

Personal information is retained only for as long as reasonably necessary for the purpose for which it was collected, including meeting contractual, operational, security and legal requirements.

Retention periods may differ depending on the type of information.

Customer information stored within the InspectWise platform may also be subject to retention requirements agreed between InspectWise and the customer organisation.

When information is no longer required, we will take appropriate steps to delete, anonymise or securely dispose of it, where permitted by law.

Security

InspectWise uses technical and organisational measures intended to protect information against:

• unauthorised access;
• loss or destruction;
• misuse;
• alteration; and
• unauthorised disclosure.

These measures may include authentication, access controls, role-based permissions, organisation-level data separation, security rules, infrastructure controls and activity logging.

However, no internet-based service or information system can guarantee absolute security.

International transfers

Some technology and cloud service providers used by InspectWise may operate infrastructure or process information outside South Africa.

Where personal information is transferred across borders, InspectWise will take appropriate steps to ensure that the transfer complies with applicable data-protection requirements.

Your privacy rights

Subject to applicable law, individuals may have the right to:

• ask whether InspectWise holds personal information about them;
• request access to their personal information;
• request correction of inaccurate or outdated information;
• request deletion of information where legally appropriate;
• object to certain processing;
• withdraw consent where processing depends on consent; and
• lodge a complaint regarding the processing of their personal information.

For information contained within an organisation’s InspectWise account, a request may need to be directed to that organisation where it is the Responsible Party.