Security and POPIA
Your guards' details are safe with us.
A guarding company holds ID numbers, addresses, photos and positions of the people who work for it. This is how Truepost looks after them.
Where and how it is kept
In South Africa, kept apart, encrypted
Hosted in South Africa
The app and its database run in Amazon Web Services' Cape Town region. Your data is not sent abroad to be stored.
Each company kept apart
One company's data is separated from every other company's in the database itself, not only in the screens.
Encrypted
Connections use HTTPS. ID numbers are encrypted in the database as well, and passwords are never stored in a readable form.
Access by role
Owner, manager, controller, supervisor, driver and guard. Each role sees what the job needs: a controller sees no payroll, a guard sees only their own.
A record of who did what
Changes that matter are logged: who corrected a timesheet, who exported a namelist with ID numbers, who changed a role.
Records nobody can rewrite
Occurrence book entries and incident reports cannot be edited or deleted. Entries are chained, and the office can check the chain.
POPIA
Guards know what is recorded, and why
Under the Protection of Personal Information Act your company is the responsible party and Sentrio Systems is your operator. The app does its part.
- A plain-language privacy notice that every guard and staff member accepts the first time they sign in. It is the same text as on our privacy page.
- Location only on duty: at book-on, book-off and reports, and every few minutes on duty only if your company switches that on. Never off duty.
- Photos prove presence. Nobody's face is compared automatically.
- Clients see their own sites only.
- Account deletion can be asked for in the app, and is done within 30 days, keeping only what the law requires your company to keep.
Plainly
Things worth knowing
Importing a list from a photo or PDF
When you choose to import a list from a photo, a PDF, a Word document or typed text, that list is read by an AI provider to turn it into rows. It happens only when you start such an import. Nothing else is sent.
A lost phone
Sign out of all devices from the website or the app, and anyone using the lost phone must sign in again. A guard who has left is marked inactive and their login ends.
How long records are kept
Attendance and timesheet records are kept for three years, as the Basic Conditions of Employment Act requires. Positions recorded on duty are kept for 90 days.
This website
truepost.co.za sets no cookies, has no trackers and loads nothing from other companies. The app at app.truepost.co.za uses one sign-in cookie that keeps you logged in.
Questions about security or POPIA: [email protected]. Read the privacy notice and the terms.
Ask us anything before you trust us with it.
We answer our own email, and we will show you how it works on a call.