🇿🇦 POPIA Transparency Notice

    POPIA Data Transparency Notice (AItemizeIT)

    Last Updated: December 14, 2025

    Transparency Notice (Not Legal Advice)

    This document is intended to provide transparency (as contemplated in the Protection of Personal Information Act, 2013 ("POPIA")) about how AItemizeIT processes personal information when you use the AItemizeIT mobile application (the "App").

    This is a transparency notice for users and is not legal advice.

    1. Who is responsible for your personal information ("Responsible Party")

    Responsible Party: LieBieS Group

    Contact:

    If you have privacy-related questions or would like to exercise your rights, contact us using the details above.

    2. What personal information we process

    AItemizeIT is an inventory app. The personal information processed depends on what you choose to store.

    2.1 Information you provide

    Account information

    • Email address
    • Name (optional)
    • Authentication credentials (passwords are not stored in plain text)

    Inventory content

    • Property details (e.g. property name, descriptions, and where you provide them, addresses)
    • Rooms and locations
    • Items and vehicles (names, descriptions, values, purchase information)
    • Photos you take or select (e.g. photos of items, rooms, properties, vehicles)

    Household sharing (if you use it)

    • Household members you invite
    • Sharing permissions and access settings

    2.2 Information processed automatically

    Device and app information

    • Device type/model
    • Operating system version
    • App version

    Location information (GPS) (where enabled)

    • Approximate or precise location data (depending on your device settings and permissions) to validate inventory item locations.
    • Location data may be associated with inventory records to help demonstrate to an insurer that an item was where it was recorded.

    Usage and diagnostic information

    • Error logs and crash information (to help us fix bugs and improve reliability)

    3. Why we process your personal information (purposes)

    We process personal information for the following purposes:

    • To create and manage your account and authenticate you.
    • To provide core app functionality (creating properties, rooms, items, vehicles, and attaching photos).
    • To validate inventory item locations using GPS data (where you enable it) and help provide evidence to insurers that items were recorded where stated.
    • To sync your inventory between devices (where syncing is enabled).
    • To support household sharing features (where you invite members).
    • To provide customer support and respond to requests.
    • To maintain app security, prevent abuse, and troubleshoot issues.

    4. How we store your information (including our "database includes" approach)

    AItemizeIT uses a combination of on-device storage and cloud services (where enabled) to store your inventory data.

    4.1 On-device storage

    Local database (SQLite): The App stores structured inventory data on your device in a local database.

    Local file/shared storage for large records: Certain data, especially large photos or image-related data, can exceed database row limits on mobile devices.

    To keep the app stable and ensure you can still access your inventory, the App can use a fallback storage mode:

    • When the App detects that the local database cannot safely store or read a record (for example, when a row becomes too large), the App stores/loads the affected data using app-managed shared storage instead of repeatedly attempting the failing database operation.
    • This is a reliability and availability measure to prevent recurring database errors and to keep your inventory accessible on the device.

    4.2 Cloud storage (where enabled)

    Depending on your configuration, AItemizeIT may store and sync data using:

    • Supabase (database and authentication services)
    • Supabase Storage (photos/files)

    Data transmitted between your device and cloud services is protected using HTTPS (TLS).

    5. When and with whom we share information (operators)

    We do not sell personal information.

    We may share information:

    • With household members (only if you invite them and enable sharing).
    • With operators/service providers that help us run the App (for example hosting, authentication, storage, error reporting). These operators process data under contractual controls appropriate for their role.
    • For legal and compliance reasons if required by applicable law, regulation, or valid legal process.

    6. Cross-border transfers

    If cloud services store or process data outside South Africa, your personal information may be transferred cross-border.

    Where applicable, we take steps to ensure that cross-border processing is subject to safeguards consistent with POPIA (for example contractual protections and reputable service providers).

    7. Security safeguards

    We use reasonable technical and organisational measures designed to protect personal information against loss, damage, unauthorised access, or unlawful processing, including (where applicable):

    • Encrypted transport (TLS/HTTPS) for data in transit.
    • Secure authentication and access controls.
    • Limiting access to systems and data on a need-to-know basis.
    • Ongoing maintenance and updates to address security vulnerabilities.

    No method of storage or transmission is perfectly secure; however, we aim to apply appropriate safeguards given the nature of the data.

    8. Retention (how long we keep information)

    • On your device: Data remains on your device until you delete it in the App, uninstall the App, or clear app data.
    • In the cloud (if enabled):
      • We retain your cloud data while your account is active.
      • If you delete your account, we aim to delete your cloud data within [INSERT PERIOD, e.g. 30 days], subject to backup retention and legal requirements.
      • Backups may retain deleted data for a limited period (e.g. up to [INSERT PERIOD, e.g. 90 days]).

    9. Your POPIA rights (data subject rights)

    Subject to POPIA and applicable limitations, you may have the right to:

    • Request confirmation whether we hold personal information about you.
    • Request access to your personal information.
    • Request correction of inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or unlawfully obtained information.
    • Request deletion or restriction of processing in certain circumstances.
    • Object to processing in certain circumstances.
    • Withdraw consent where processing is based on consent (withdrawal does not affect processing already performed).

    You can often manage or delete inventory content directly in the App. For requests that require assistance, contact us using the details in Section 1.

    10. Complaints

    If you believe your personal information has been processed unlawfully, you may lodge a complaint with the Information Regulator (South Africa).

    Information Regulator (South Africa)

    https://inforegulator.org.za/

    11. Changes to this notice

    We may update this notice from time to time. We will update the "Last Updated" date and may provide additional notice within the App for material changes.

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