Data Protection & Your Rights

Your data is stored securely and only accessible to you and our team. We use industry-standard security measures to protect your personal information, conduct regular security reviews, and maintain incident response procedures for data breaches.

We follow the principle of data minimization, collecting only the personal information that is necessary for providing our firearm licence tracking services:

• Essential account information for authentication

• Search parameters needed to query SAPS systems

• Application data retrieved from public sources

• Technical logs required for security and service operation

We retain personal information only for as long as necessary:

• Active accounts: Data retained while service is used

• Inactive accounts: Data archived after 2 years of inactivity

• Deletion requests: Data permanently deleted within 90 days

• Uploaded documents: Retained for the duration of your account or until you request deletion

• Legal requirements: Some data retained as required by law

• Security logs: Technical logs kept for 12 months

If you use the Application Assistant, your personal information is processed by our document generation technology to generate motivation letters and supporting documents. Key points:

• Your data is transmitted securely and processed only for the purpose of generating your documents

• No personal data is retained by the service provider after processing is complete

• You can request details about what data was processed by contacting us

• You have the right to request that we do not use AI processing for your data - however, this means you will not be able to use the document generation feature

If you upload documents (ID copies, certificates, photographs, SAPS forms) as part of the Application Assistant:

• Documents are stored securely in our file storage system

• Only you and authorised administrators can access your uploaded files

• You can request deletion of all uploaded documents at any time by using the "Request Data Deletion" button below or by emailing us

• When you delete your account, all uploaded documents are permanently removed within 90 days

If you have been nominated as a referee via the Referee Portal, you are a data subject under POPIA and have the following rights:

• Right to access: You can request a copy of the personal information we hold about you

• Right to correction: You can request corrections to any inaccurate information

• Right to deletion: You can request that your testimonial and personal information be deleted

• Right to object: You can object to the processing of your personal information

Referees can exercise these rights by emailing privacy@trackmyapp.co.za. We will respond within 30 days as required by POPIA.

Your application tracking data contributes to anonymised, crowd-sourced batch statistics visible to all users. These statistics show processing trends and timelines across application batches.

• Data is aggregated at the batch level and cannot be traced back to any individual user

• No names, ID numbers, or application references are exposed in the statistics

• Because the data is fully anonymised, it no longer constitutes personal information under POPIA, and there is no individual opt-out

• If you delete your account, your future data will no longer be included. Previously aggregated statistics are not affected because they contain no personal identifiers