Privacy policy

1. Who we are

Ironcare is provided by EzeMind AI (Pty) Ltd, George, Western Cape, South Africa. This policy explains what personal information we process through Ironcare and the ironcare.io website, why, and your rights under the Protection of Personal Information Act, 2013 (POPIA).

2. Our two roles

We handle personal information in two different roles:

• As the responsible party, for information we decide about ourselves: the accounts of the people who use Ironcare, the security records that keep it safe, and messages you send us.
• As an operator, for the information a dealer puts into Ironcare about its own clients, contacts and staff. The dealer is the responsible party for that information and decides what happens to it; we process it only on the dealer’s behalf, under our operator agreement.

If your details are in a dealer’s records (for example as a client’s contact person), please contact that dealer first. If you contact us, we pass your request on to them.

3. What we collect

Through Ironcare:

• your name, work email address, the company, branches, department and roles your administrator gives you;
• sign-in records: when you signed in, from which network address and browser, and your sessions (the PINs we email you are stored only as a hash and expire after five minutes);
• what you do in Ironcare, in its audit trail (identifiers and codes, never names, emails or notes);
• messages and requests you send through Ironcare, such as a request for access to a menu item.

On ironcare.io: the website has no cookies, no analytics and no tracking scripts. Our web server records the network address, time, page and browser of each visit, for security and troubleshooting. If you email us, we keep your message and address to answer you.

4. Why we use it

We use personal information to:

• provide Ironcare under our agreement with your company: signing in (including the PIN we email you each time), the screens, the records and support;
• keep Ironcare secure: limiting sign-in attempts, detecting misuse and investigating problems, which is our legitimate interest and yours;
• answer your questions and arrange demonstrations you ask for;
• keep the records the law requires, such as invoices.

We don’t sell personal information, and we don’t use it for advertising.

5. Where it is kept

Ironcare and its data are hosted in South Africa, on a server in a Johannesburg data centre run by Host Africa (Pty) Ltd. Ironcare’s email is handled on the same server. Apart from the sign-in PINs we email to your own address, which your email provider delivers, we don’t send Ironcare data outside South Africa; if that ever changes, we will tell your company in advance and make sure the protection POPIA requires is in place.

6. Who we share it with

Only with:

• our hosting provider, which keeps the server running but does not use the data;
• professional advisers, such as auditors and lawyers, under a duty of confidentiality;
• authorities, when the law requires it.

7. How we protect it

Each company’s records are kept apart in the database itself, documents are encrypted, backups are encrypted, everyone signs in with a password and a PIN sent to their email, and every change is recorded in an audit trail. The security page describes these measures in more detail.

8. How long we keep it

• Account details and audit records: for as long as your company subscribes to Ironcare.
• Backups: encrypted, and each one is deleted after 30 days.
• When a company ends its subscription: its data is deleted as our terms of service describe, within 30 days after any copy it asked for, and from backups as they expire.
• Emails to us: as long as needed to answer them and keep a record of our business.

9. Cookies

Ironcare uses only the cookies needed to sign you in and keep you signed in. They can’t be read by scripts on the page, and they are sent only over a secure connection. There are no tracking or advertising cookies, and the ironcare.io website sets no cookies at all.

10. Your rights

Under POPIA you may:

• ask whether we hold personal information about you, and for a copy of it;
• ask us to correct or delete information that is inaccurate, out of date or that we may no longer keep;
• object to processing based on our legitimate interests;
• complain to the Information Regulator.

Ask at info@ironcare.io. We may need to confirm who you are first, and we answer within a reasonable time.

11. Children

Ironcare is for businesses and their staff. It isn’t meant for children, and we don’t knowingly collect their information.

12. Changes to this policy

When we change this policy, we update the version and date at the top of this page, and we tell the administrators of our customers about important changes.

13. Information Officer

Our Information Officer is Johan van Niekerk.

14. The Information Regulator

If you are not satisfied with how we handle your personal information, you may complain to the Information Regulator (South Africa): inforegulator.org.za.