Privacy Policy
This policy explains what personal information the Above & Beyond Logistics portal collects, why, who it is shared with, and the choices you have. We handle personal information in line with South Africa's Protection of Personal Information Act (POPIA).
1. Who we are
The portal is run by Above and Beyond Logistics (Pty) Ltd (registration number 2024/116804/07), 84 Maple Road, Pomona, Kempton Park, Gauteng, South Africa (the "responsible party").
The Android app is published on Google Play by Jacques van den Heever on behalf of Above and Beyond Logistics (Pty) Ltd. Above and Beyond Logistics (Pty) Ltd remains responsible for your personal information.
Information Officer: Jacques van den Heever – jacques@aboveandbeyondlog.co.za, at the address above. Send any questions, requests or complaints about your personal information to the Information Officer.
2. Who the portal is for
The portal is a business tool for our clients (to follow shipments, deliveries and truck bookings) and our staff (to run operations, clock in and out, and manage leave). Accounts are created for you by Above & Beyond Logistics. You cannot sign up on your own. It is not intended for anyone under 18.
3. What we collect
| Information | Who it is about | Why we need it |
|---|---|---|
| Name, email address, username, role and the departments you may access | Clients and staff | To create your account and show you only what you may see |
| Cell phone number (optional) | Clients and staff | To send you booking notifications by SMS |
| Password (kept only in scrambled, one-way form – nobody, including us, can read it) | Clients and staff | To sign you in |
| Shipment, delivery and booking details: references, addresses, consignee and company names, truck and trailer registrations, driver names and phone numbers, cargo descriptions, your contact number | Clients, drivers and consignees | To move, track and book cargo |
| Documents you or we upload (for example purchase orders, delivery and loading documents) | Clients | To support shipments and billing |
| Staff record: name, role, department, start date, reporting manager and leave balances | Staff | HR administration and leave approvals |
| Clock-in and clock-out times, attendance records | Staff | Attendance and payroll administration |
| Leave requests, reasons, leave balances and, for sick leave, a doctor's note (this is health information) | Staff | Leave administration, as required by employment law |
| Sign-in security data: failed-attempt counters and, if you use fingerprint sign-in, a random device key (not your fingerprint) | Clients and staff | To protect accounts |
| Enquiries and quote requests you send us (name, email, phone, company, message) | Prospective clients | To reply to you |
Your name, email address and the details needed for your shipments, bookings or employment are required to use the portal; without them we cannot provide the service. Your cell number is optional and only used for SMS notifications.
We use this information to perform our agreement with you, to meet legal obligations (for example employment, tax and customs record-keeping) and for our legitimate business purposes of running and securing our logistics services. Sick-leave notes are health information and are processed only as needed to administer leave under employment law.
We do not use advertising or analytics trackers, we do not sell personal information, and we do not collect your location.
4. Fingerprint and Face ID
If you switch on fingerprint or Face ID sign-in in the mobile app, your phone checks your fingerprint or face itself. The app and our servers never receive or store your fingerprint or face data. The app only learns "yes, this is the phone's owner" and then releases a random key kept in your phone's secure storage. You can switch this off at any time in the app; the key is then cancelled on our server.
5. Who we share information with
We use these service providers to run the portal. They process information on our behalf:
- Google Firebase – stores accounts, shipment data, bookings, HR records and uploaded documents (data centre in Belgium, Europe).
- Netlify – hosts the website and the secure server functions that check passwords and send messages (servers mainly in the United States).
- Resend – delivers the emails we send you (account details, booking notices) (United States).
- SMSPortal (South Africa) – sends booking notification SMS messages.
- WhatsApp (via a messaging provider) – only if WhatsApp notifications are switched on in future.
- Unsplash – decorative background photographs are loaded from Unsplash, which can see your device's IP address when they load.
- Google Fonts and code libraries (website only) – the website loads its typefaces and some programming libraries from Google and Cloudflare servers, which can see your IP address. The mobile app has these built in and does not.
Some of these providers are outside South Africa. We only use providers that apply appropriate safeguards. We may also disclose information where the law requires it.
Emails the portal sends (for example booking and account notices) are also copied to our office mailboxes so that our team can follow up.
The portal shows clients only the departments assigned to them, and staff only what their role needs. Clock-in and leave information is visible to the staff member, their manager and HR.
6. How long we keep it
We keep shipment, delivery, booking and document records for up to three years for billing, customs and audit purposes, after which they are deleted or anonymised. Staff attendance and leave records are kept for as long as employment law requires. Account details are kept while the account is active and removed when it is closed.
7. How we protect it
- Passwords are stored only as salted one-way hashes, and sign-ins are rate-limited.
- All traffic uses encrypted connections (HTTPS).
- Access to data is checked on the server according to your role and departments.
- Your sign-in session is kept on your device so you stay signed in. On Android the app keeps its data out of device backups.
- The Staff Portal keeps a working copy of your HR information on the device you use, so please sign out on shared computers.
No system is perfectly secure. If a breach affects your information we will tell you and the Information Regulator as POPIA requires.
8. Your rights
You may ask us to confirm what information we hold about you, to correct it, or to delete it, and you may object to its use. Email us (see section 1) and we will respond within a reasonable time. To delete your account, email us from the address on your account; we will remove it and your sign-in data, subject to records we must legally keep.
If you are unhappy with how we handle your information you can complain to the Information Regulator (South Africa): inforegulator.org.za (see "Complaints" on their website for the current contact details).
9. Changes
If we change this policy we will update the date at the top. Material changes will be announced in the portal.