Terms & Conditions

1. ACCEPTANCE OF TERMS

By accessing and using TrackMyApp.co.za ("the Service"), you agree to be bound by these Terms and Conditions and our Privacy Policy. If you do not agree to these terms, please do not use the Service.

2. POPIA COMPLIANCE & DATA PROTECTION

2.1 Protection of Personal Information Act (POPIA) Compliance

This service fully complies with South Africa's Protection of Personal Information Act (POPIA) No. 4 of 2013. We are committed to protecting your personal information and privacy rights.

2.2 Data Processing Lawful Basis

We process personal information under the following lawful bases as defined by POPIA:

• Consent: You provide explicit consent for processing your personal information

• Legitimate Interest: Processing necessary for pursuing our legitimate business interests in providing firearm licence tracking services

• Public Information: Information that is deliberately made public by SAPS through their official enquiry system

2.3 Data Subject Rights

Under POPIA, you have the following rights:

• Right to Access: Request copies of your personal data

• Right to Correction: Request correction of inaccurate personal data

• Right to Deletion: Request deletion of your personal data

• Right to Object: Object to processing of your personal data

• Right to Data Portability: Receive your data in a portable format

• Right to Withdraw Consent: Withdraw consent at any time

3. SERVICE DESCRIPTION

TrackMyApp.co.za provides a service to help users track the status of their South African firearm licence and competency certificate applications by accessing publicly available information from the official SAPS Firearms: Online Enquiry system.

3.1 Data Sources

Our service accesses publicly available information from:

• The official SAPS Firearms: Online Enquiry system (https://www.saps.gov.za/services/firearm_status_enquiry.php)

• Information you voluntarily provide when creating an account

• Search parameters you enter to query application status

3.2 Permitted Use of Public Information

Under POPIA Section 12, we may process personal information that is deliberately made public or is public record, provided we have a lawful basis and comply with processing conditions. The SAPS online enquiry system makes certain application status information publicly accessible for legitimate enquiries.

4. PERSONAL INFORMATION WE COLLECT

4.1 Information You Provide

• Email address and password (for account creation)

• Display name

• Phone number (optional)

• ID or passport number (for searches)

• Application reference numbers

• Firearm serial numbers

4.2 Information Retrieved from Public Sources

• Application status information

• Application dates and processing information

• Firearm details (make, calibre, etc.) as shown in public records

4.3 Technical Information

• IP address and device information

• Browser type and version

• Usage analytics (anonymized)

5. HOW WE USE YOUR INFORMATION

• To provide firearm licence and competency application tracking services

• To securely store and manage your saved application searches

• To send service notifications and updates (with your consent)

• To improve our service and user experience

• To comply with legal obligations

6. DATA RETENTION & DELETION

We retain personal information only for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Retained while your account is active plus 90 days after deletion request

• Application Data: Retained for 3 years or until you request deletion

• Technical Logs: Retained for 12 months for security purposes

You can request deletion of your data at any time by contacting us or using the account deletion feature.

7. DATA SECURITY

Your data is stored securely and only accessible to you and our team. We use industry-standard security measures to protect your personal information and regularly review our security practices.

8. THIRD-PARTY SERVICES

We use trusted third-party service providers for database hosting, payment processing, email delivery, and document generation. All providers are contractually bound to protect your data.

We also retrieve publicly available application status information from SAPS online systems.

9. APPLICATION ASSISTANT SERVICE

9.1 Service Description and Pricing

The Application Assistant is a paid service that helps you prepare firearm application documents. Two tiers are available:

• Motivation Letter (R325): A one-time payment that includes an AI-generated motivation letter based on the information you provide during the application wizard

• Complete Pack with Review (R645): A one-time payment that includes the motivation letter, referee testimonials, a full document review by our team, and feedback before you submit to SAPS

All prices are in South African Rand (ZAR) and include VAT where applicable. These are one-time payments - there are no recurring charges, subscriptions, or automatic renewals.

9.2 AI-Generated Content Disclaimer

Motivation letters and supporting documents are generated by our document generation technology based on the information you provide. Please note:

• The quality and accuracy of generated documents depends on the completeness and accuracy of the information you supply

• You are responsible for reviewing all generated documents before submitting them to SAPS

• We do not guarantee that your firearm application will be approved. SAPS makes all approval decisions independently

• Generated documents are intended as a starting point. You should verify all facts, dates, and details before use

• We are not a law firm and do not provide legal advice. For legal questions about your application, consult a qualified attorney

9.3 Payment Terms

• Payments are processed securely by our PCI-DSS compliant payment processor. We do not handle or store your card details

• Once payment is confirmed and documents have been generated, no refunds are available as the service has been delivered

• If you experience a technical error during payment or document generation, contact us at privacy@trackmyapp.co.za and we will investigate

• Disputed charges should be raised with our payment processor or your bank in accordance with their dispute resolution process

9.4 Admin Review Process

If you purchase the Complete Pack, your submitted application will be reviewed by our team. The review process involves:

• An authorised administrator reviewing your generated documents and uploaded supporting files

• Feedback provided via the platform and email notifications

• We aim to complete reviews within a reasonable timeframe, but do not guarantee specific turnaround times

10. REFEREE PORTAL

As part of the Application Assistant, you may nominate referees who will receive a secure link to complete a testimonial on your behalf. By using this feature, you agree to the following:

• You will inform your referees before they receive a link from us, and you will obtain their agreement to participate

• Referee links are single-use and expire after 30 days. Expired links cannot be used to submit a response

• Referees provide their personal information voluntarily. Their data is subject to our Privacy Policy and they have full POPIA rights

• We are not responsible for referees who decline to respond or who provide incomplete information

11. DISCLAIMER

IMPORTANT: TrackMyApp.co.za is an independent service not affiliated with, endorsed by, or connected to the South African Police Service (SAPS) or any government entity.

• We provide information retrieval and document preparation services only

• Application status information is retrieved from publicly accessible sources

• We do not influence, modify, or control application processing

• Official application matters should be directed to SAPS directly

12. LIMITATION OF LIABILITY

To the maximum extent permitted by South African law:

• We are not liable for the accuracy, completeness, or timeliness of application status data retrieved from the SAPS online enquiry system

• We are not liable for errors, omissions, or inaccuracies in AI-generated documents. You are responsible for reviewing all documents before use

• We are not liable for the outcome of any firearm licence, competency, or renewal application submitted to SAPS

• We are not liable for email delivery failures caused by your email provider, spam filters, or network issues

• We are not liable for any actions taken by referees, or for their failure to respond to referee portal links

• Our total liability for any claim arising from your use of the service is limited to the amount you have paid to us in the 12 months preceding the claim, or R100, whichever is greater

13. INTELLECTUAL PROPERTY

• Documents generated by the Application Assistant belong to you. You are free to use, edit, and submit them as you see fit

• The TrackMyApp.co.za platform, branding, design, and underlying software remain our intellectual property

• We retain the right to use anonymised, aggregated data derived from all users for the purpose of improving our service, producing batch statistics, and conducting research. This data cannot be traced to any individual

14. ACCOUNT TERMINATION

• You may delete your account at any time. Upon deletion, all your personal data, saved applications, uploaded documents, and generated documents will be permanently removed within 90 days

• We reserve the right to suspend or terminate accounts that are used for abusive, fraudulent, or unlawful purposes, or that violate these terms

• If your account is terminated by us, you will still be able to request a copy of your data within 30 days of termination

15. USER RESPONSIBILITIES

By using our service, you agree to:

• Only search for your own applications or those you are legally authorised to enquire about

• Provide accurate and truthful information when using the Application Assistant

• Maintain the confidentiality of your account credentials

• Not use the service for unlawful purposes

• Respect the privacy and rights of others, including your nominated referees

• Review all AI-generated documents for accuracy before submitting them to SAPS or any other authority

16. GOVERNING LAW AND JURISDICTION

These Terms and Conditions are governed by the laws of the Republic of South Africa. Any disputes arising from your use of the service will be subject to the exclusive jurisdiction of the courts of Gauteng, South Africa.

17. CONTACT INFORMATION & COMPLAINTS

For questions about these terms, privacy concerns, or to exercise your POPIA rights, contact us at:

If you are not satisfied with our response, you may lodge a complaint with the Information Regulator:

18. CHANGES TO TERMS

We may update these Terms and Conditions to reflect changes in our practices or legal requirements. We will notify users of significant changes via email or prominent notice on our website at least 30 days before the changes take effect.