POPIA Notice

1. Responsible party

Axiom Group Africa is the responsible party for the personal information processed through the FlowSense mobile app and web dashboard.

Information Officer: FlowSense Support
Email: support@flowsense.africa
Web: app.flowsense.africa

2. Personal information we process

• Account details: name, email address, job role, company and plant access permissions.
• Authentication and security records: password hash, verification-code hash, sign-in attempts, IP address, device/browser type and security events.
• Operational records: plant readings, alarms, acknowledgements and comments, job cards, findings, results, notes, evidence photos and signatures.
• Site contact details configured by your organisation for alert delivery.
• Notification details: push token, platform, device model and delivery status.
• Camera or photo-library content you choose to attach to a job card.

3. Why we process it

• To authenticate users and protect accounts.
• To display live and historical plant telemetry to authorised users.
• To raise, deliver, acknowledge and resolve alarms and faults.
• To record maintenance work, evidence and sign-off.
• To provide support, maintain audit records and secure the service.
• To comply with applicable law.

4. Lawful processing grounds

Depending on the activity, we rely on one or more of the grounds in section 11 of POPIA:

• Contract — processing is necessary to provide FlowSense to you and your organisation.
• Legitimate interests — operating, securing, supporting and improving the service, without overriding your rights.
• Consent — where we ask for it, for example optional camera or photo-library access. You may withdraw consent at any time.
• Legal obligation — where the law requires us to keep or disclose information.

5. Sharing and operators

We do not sell personal information. We share it only with operators and service providers that help us run FlowSense under appropriate confidentiality and security arrangements, including hosting, database, cache and telemetry providers, email/SMS/WhatsApp delivery providers, Expo and Apple/Google push services, and your organisation’s administrators. We may also disclose information where required by law or to protect rights and safety.

6. Cross-border transfers

Some service providers may process information outside South Africa. Where that happens, we rely on section 72 of POPIA and appropriate contractual or legal safeguards to protect the information.

7. Security safeguards

We use HTTPS for data in transit, hashed passwords, expiring verification codes, bearer tokens, role-based access control, server-side plant scoping and access logging. No system is completely secure, but we take reasonable technical and organisational measures to protect personal information.

8. Retention

Account information is kept while the account is active and for a reasonable period afterwards for security and legal records. Alarm, acknowledgement and job-card records are retained as part of the plant’s operational and audit history. Verification codes expire after 10 minutes. Push tokens are removed or deactivated when notifications are disabled, when you sign out, or when the token expires.

9. Your rights under POPIA

Subject to POPIA, you may:

• Ask whether we hold personal information about you and request access to it.
• Ask us to correct or delete personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained.
• Object to processing based on legitimate interests.
• Withdraw consent where processing is based on consent.
• Ask for a copy of your personal information.
• Complain to the Information Regulator of South Africa.

To exercise a right, email support@flowsense.africa from the address associated with your account. We may need to verify your identity before acting on a request.

10. Account deletion

You can delete your account in the mobile app under More → Delete account. This deactivates your login, removes your name and email from the user record and disables push notifications. Some business records may be retained for the plant’s audit and safety history as explained in our Privacy Policy and on the account deletion page.

11. Cookies and browser storage

The FlowSense web dashboard uses a strictly necessary session cookie to keep you signed in securely. The mobile app uses secure device storage for its access token and local storage for an offline cache of plant data. We do not use advertising cookies or sell cookie data. See the cookie notice on the dashboard for more detail.

12. Complaints

If you believe we have not handled your personal information lawfully, please contact us first so we can try to resolve it. You may also complain to the Information Regulator of South Africa:

The Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Email: complaints.IR@justice.gov.za
Web: inforegulator.org.za

13. Changes

We may update this notice to reflect changes in the service or the law. The latest version is always published here with the date shown at the top.