Privacy Policy

Effective Date: October 6, 2025 Company: R8CODE (Pty) Ltd R8CODE (Pty) Ltd (“we”, “our”, or “us”) is committed to protecting your privacy and ensuring that your personal information is handled responsibly, transparently, and in compliance with applicable data protection laws, including POPIA, GDPR, and CCPA. By accessing our website, using our mobile application, or engaging with our services, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following categories of information:

1.1 Personal Information

• Full name
• Email address
• Phone number
• Company or organisational details

1.2 Communication Data

Messages, attachments, support requests or feedback submitted via forms, email, or in-app communication tools

1.3 Technical and Usage Data

• IP address
• Browser type, device information, operating system
• Pages visited, duration of visit, referral URLs
• Cookies and similar tracking technologies (see Section 5)

1.4 Biometric and Facial Recognition Data (where applicable and with explicit consent)

Facial data captured via device camera for identity verification or access control

1.5 Purpose of Facial Recognition Data

We collect and process facial recognition data strictly for the following purposes:

• Identity Verification: To confirm that the user accessing the service is the authorised individual.
• Access Control or Attendance Validation: To prevent fraud or unauthorised access to secure features.

Data Storage Location: Facial recognition data is stored securely on our servers using encryption and access control measures to prevent unauthorised access. Users may request deletion of their facial recognition data at any time by contacting us at info@r8code.com. Upon request, facial data will be securely and permanently erased.

1.6 Facial Recognition Data Retention

Facial recognition data is stored securely on our servers and is not retained indefinitely. We only keep this data for as long as it is required to provide the identity verification and access control features of our services. Retention Period: Facial recognition data is retained until one of the following occurs:

• The user’s profile/account is deleted
• The user disables or deletes their facial recognition profile
• The user submits a deletion request
• The account remains inactive for a continuous period of 36 months, after which the facial recognition profile is automatically deleted

Reason for Retention: We store facial data only for the period necessary to allow secure login, access control, and fraud prevention. Once the data is no longer required for these purposes, it is permanently deleted. We may notify users before deleting their facial recognition profile due to inactivity, giving them the opportunity to re-activate their account if they wish to retain this feature.

1.7 Sharing of Facial Recognition Data

We do not sell, rent, or share facial recognition data with any third parties for marketing or commercial purposes.

All facial recognition data is processed and stored securely on our servers. Third-party services we use (such as analytics providers, cloud hosting, or payment processors) do not have access to or process facial recognition data.

This ensures that your biometric data remains fully under our control and is never transferred to external entities for storage or processing.

1.8 Location Data

GPS coordinates or approximate geolocation, collected only when permission is granted

2. How We Collect Information

We collect data through:

• Direct submissions (forms, emails, account registration)
• Automatic collection via website analytics and cookies
• In-app permissions (camera, GPS, notifications)
• System logs and security monitoring tools

3. Why We Use Your Information

Purpose	Legal Basis
Operating and improving our website/app	Legitimate Interest
Identity verification via facial recognition	Consent
Location tracking for attendance/activity validation	Consent & Contractual Necessity
Customer support and communication	Contractual Necessity
Service updates, alerts, or marketing (optional)	Consent
Fraud detection and security monitoring	Legitimate Interest

4. Consent

By using our website or mobile application and enabling features such as camera or location access, you provide explicit consent for the collection and processing of that data. You may withdraw consent at any time by disabling permissions or contacting us directly.

5. Your Rights (POPIA, GDPR & CCPA)

You have the right to:

• Access the personal data we hold about you
• Correct or update inaccurate or incomplete information
• Request deletion of your data, including biometric or location information
• Restrict or object to certain types of processing
• Withdraw consent at any time
• Request data portability (where applicable)
• Lodge a complaint with the Information Regulator (South Africa) or your local data protection authority

To exercise any of these rights, please contact us at: info@r8code.com

6. Use of Cookies

We use cookies and similar tracking technologies to:

• Improve website functionality and user experience
• Remember user preferences
• Analyze website traffic and usage patterns

You can manage or disable cookies through your browser settings. However, certain features of the website may not function correctly without them.

7. Third-Party Services & Advertising

We may use third-party services such as analytics providers, hosting platforms, or authentication tools. These third parties may collect data according to their own privacy policies. We do not sell or trade your personal data with advertisers.

8. Data Security

We apply appropriate technical and organizational measures to protect your information, including encryption, secure data storage, and access controls. Biometric and location data is stored securely and used only for its intended purpose.

9. Children’s Privacy

Our services are not intended for children under the age of 13. We do not knowingly collect personal data from minors. If you believe your child has provided us with personal information, please contact us so that we can delete it.

10. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy or to comply with legal obligations. Biometric and location data is retained only for its operational purpose and deleted when no longer required.

11. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. Continued use of our website or services signifies your acceptance of the revised policy.

12. Contact Us

R8CODE (Pty) Ltd, Email: info@r8code.com