Privacy Policy

Last Updated: 29 March 2026

This Privacy Policy explains how Son Security Systems (Pty) Ltd, trading as FieldMaster X ("we", "us", or "our"), collects, uses, stores, and protects personal information when you use the FieldMaster X platform, including the web dashboard and the FieldMaster Tech App (collectively, the "Service"). We are committed to protecting the privacy of our customers, their clients, and their technicians in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and applicable data protection law.

By registering for or using FieldMaster X, you agree to the collection and use of information as described in this Privacy Policy.

1. What Information We Collect

We collect the following categories of personal information:

• Account information: company name, full name, email address, phone number, and billing details provided during registration.
• Technician information: full name, email address, phone number, profile photo, and GPS location data collected during active job assignments.
• Client information: client names, email addresses, phone numbers, billing addresses, and site addresses entered by our subscribers (tenants) on behalf of their clients.
• Job and operational data: job descriptions, notes, photos, completed reports, signatures, parts used, and labour hours.
• Usage and device data: IP address, browser type, device identifiers, operating system, and pages visited, collected automatically when you use the Service.
• Payment information: subscription billing details processed by our payment provider. We do not store full card numbers on our servers.

2. How We Use It

We use the personal information we collect to:

• Provide, maintain, and improve the FieldMaster X Service.
• Authenticate users and manage account security.
• Enable dispatching, job tracking, invoicing, and reporting features.
• Send transactional communications such as job assignments, invoice emails, and technician onboarding invitations.
• Monitor real-time technician location during active job assignments only.
• Calculate performance metrics and generate analytics for subscribers.
• Respond to support requests and provide customer service.
• Comply with legal obligations under South African law.

We do not sell, rent, or trade personal information to third parties for marketing purposes.

3. Data Storage & Security

All data submitted to FieldMaster X is stored in Supabase, a database and authentication platform hosted on infrastructure in the European Union (AWS Frankfurt region). Data is encrypted at rest (AES-256) and in transit (TLS 1.2 or higher). Supabase enforces row-level security (RLS) policies ensuring that each subscriber's data is logically isolated from all other subscribers.

Access to production data is restricted to authorised personnel on a need-to-know basis. Administrative access requires multi-factor authentication. We conduct regular security reviews and maintain an incident response plan. In the event of a data breach that is likely to result in harm to data subjects, we will notify the Information Regulator and affected parties within 72 hours of becoming aware of the breach.

GPS location data is transmitted from technician devices over HTTPS and stored for 90 days before automatic deletion. Location tracking is active only during assigned job travel and is visible only to authorised users within the same tenant account.

4. Third-Party Services

We use the following third-party services to deliver the platform. Each is bound by its own privacy policy and data processing agreements:

• Supabase (supabase.com) — database, authentication, file storage, and real-time messaging. Data hosted in EU (AWS Frankfurt).
• Vercel (vercel.com) — hosting and serverless function execution for the web dashboard. Data processed in the USA.
• SendGrid / Twilio (sendgrid.com / twilio.com) — transactional email and SMS/WhatsApp delivery for invitations, invoices, and notifications. Data processed in the USA.
• Google Maps Platform (cloud.google.com/maps-platform) — address autocomplete and geocoding. Only address query strings are transmitted; no personal identifiers are sent to Google.
• Mapbox (mapbox.com) — map rendering for the live dispatch board. Usage telemetry may be collected by Mapbox.
• Expo / EAS (expo.dev) — mobile app distribution and over-the-air updates for the FieldMaster Tech App.
• Africa's Talking (africastalking.com) — SMS delivery for subscribers in African markets where Twilio coverage is limited.
• OpenAI (openai.com) — AI assistant features on the mobile app. Job context data may be transmitted to OpenAI for AI response generation. No personally identifiable information is intentionally included in AI prompts.

5. Your Rights

Under POPIA and applicable data protection law, you have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete personal information.
• Request deletion of your personal information (subject to legal retention obligations).
• Object to the processing of your personal information in certain circumstances.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, contact our Information Officer at privacy@fieldmaster-x.co.za. We will respond within 30 days. For account deletion requests, note that we will retain certain records as required by South African tax and financial legislation.

6. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes described in this policy, or as required by law. Specific retention periods:

• Active subscriber data: retained for the duration of the subscription.
• Data following subscription cancellation: retained for 90 days, then permanently deleted unless legal hold applies.
• Invoice and financial records: retained for 5 years in accordance with South African tax law.
• GPS location history: automatically deleted after 90 days.
• Audit logs: retained for 12 months.

7. Contact Us

If you have questions about this Privacy Policy or how we handle your personal information, please contact:

Information Officer
Son Security Systems (Pty) Ltd t/a FieldMaster X
Email: privacy@fieldmaster-x.co.za
Website: www.fieldmaster-x.co.za

If you are not satisfied with our response, you may lodge a complaint with the Information Regulator of South Africa at https://www.justice.gov.za/inforeg/.