Privacy Policy

1. Who we are

Jupsal Systems (Pty) Ltd t/a Stockmate is a South African company that provides inventory counting and reporting solutions.

Contact details:

• Email: info@stock-mate.co.za
• Website: https://stock-mate.co.za

2. Information we collect

The information we collect depends on how you use Stockmate.

2.1 Account and customer information

When a customer account or user account is created on the Stockmate reporting platform, we may collect information such as:

• Customer or business name
• Contact person name
• Email address
• Phone number
• Billing details
• Site, outlet, branch or location names
• User roles and permissions
• Login credentials or authentication details
• Support and communication history

User accounts are created and managed through the Stockmate web reporting platform or by authorised Stockmate staff. The Stockmate mobile app does not create user accounts.

2.2 Inventory and stock data

When customers use Stockmate products and services, we collect and process operational inventory data, which may include:

• Product names
• Product codes
• Barcodes
• Stock quantities
• Count sessions
• Stocktake dates and times
• Outlet, branch, bar or stock area names
• Device identifiers or scale identifiers
• Inventory reports and related reporting data

This information is used to provide inventory reporting, stocktake history, customer dashboards, support, integrations and related services.

2.3 Stockmate mobile app data

The Stockmate mobile app is used by authorised Stockmate customers and staff to capture inventory counts and synchronise those counts with the Stockmate reporting system.

Users log in using credentials issued through the Stockmate reporting platform. After a successful login, the app receives an authentication token which is used to communicate securely with the Stockmate server.

The mobile app may store inventory-related data locally on the device so that users can continue capturing counts before synchronising with the Stockmate server. This may include product names, barcodes, item codes, stock quantities, count sessions, outlet or site names and related inventory information. This data is synchronised to the Stockmate server when a connection is available.

The mobile app does not store personal information such as identity numbers, payment information or banking details on the device. Login credentials are used only for authentication and are not stored in plain text.

The mobile app is not directly involved in point-of-sale integrations. Any POS integrations, item matching, reporting or data processing related to POS systems are handled on the Stockmate server.

2.4 Device, diagnostic and technical information

We may collect technical information necessary to operate, secure, troubleshoot and improve our services, including:

• Device serial numbers or identifiers
• App version
• Device model and operating system version
• Login/session information
• Error logs
• Sync logs
• Diagnostic information
• Server logs
• IP address
• Browser type and version when using the website or reporting platform

This information is used for security, support, service reliability, troubleshooting and product improvement.

2.5 Camera and barcode scanning

Where the mobile app uses the device camera for barcode scanning, camera access is used only to scan barcodes or product codes as part of the inventory counting process.

Stockmate does not use the camera to collect or store photos or videos unless this is clearly disclosed in the app or requested as part of a specific feature.

2.6 Website information and cookies

When you visit our website, we may collect basic website usage information, such as pages visited, browser information, device information and general usage statistics.

We use Google Analytics 4 (GA4), a website analytics service provided by Google, to understand how visitors find and use our website. GA4 may collect information such as pages viewed, approximate location, browser and device information, referring website, interactions with the website, and the date, time and duration of a visit. Google Analytics uses cookies and similar technologies, including identifiers such as _ga, to distinguish visits and generate aggregated usage reports.

We use these reports for internal analytics, including measuring website performance, understanding which content is useful and improving the website and enquiry journey. We do not use GA4 data to identify visitors by name.

Information collected through GA4 is processed by Google in accordance with its own terms and privacy practices and may be processed outside South Africa. You can control or delete analytics cookies through your browser settings. Blocking these cookies may reduce the usage information available to us but should not prevent you from using the website.

3. How we use information

We use information for the following purposes:

• To provide the Stockmate reporting platform, mobile app and related services
• To allow authorised users to log in and access customer data
• To capture, store, synchronise and report inventory counts
• To maintain stocktake history and reporting dashboards
• To provide customer support and troubleshooting
• To manage billing, accounts and customer relationships
• To operate, secure and improve our systems
• To detect, prevent and investigate misuse, faults, fraud or security incidents
• To support server-side integrations with point-of-sale systems where authorised by the customer
• To comply with legal, accounting, tax and regulatory obligations
• To communicate with customers about service updates, support matters or account-related information

4. Point-of-sale integrations

Some Stockmate customers may choose to connect Stockmate to supported point-of-sale systems.

Where a POS integration is enabled, integration processing is handled on the Stockmate server. The Stockmate mobile app is not directly involved in POS integrations and does not communicate directly with POS providers.

POS-related data may include item descriptions, item codes, barcodes, categories, stock count data and related business information needed to provide the integration.

Stockmate only processes POS integration data where authorised by the customer and where required to provide the integration service.

5. When we share information

We do not sell personal information.

We may share or process information with trusted service providers where necessary to operate our services. These may include providers for:

• Cloud hosting and server infrastructure
• Database storage
• Email delivery and customer communication
• Website analytics, including Google Analytics 4
• Technical support tools
• Error logging, diagnostics or crash reporting
• Accounting, billing or administration
• POS integration services, where authorised by the customer

These service providers are only permitted to process information as needed to provide services to Stockmate or our customers.

We may also disclose information where required by law, regulation, legal process, tax requirements, accounting obligations or to protect the rights, property or safety of Stockmate, our customers, users or others.

6. Data storage and security

We take reasonable technical and organisational measures to protect information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include access controls, authentication, secure server infrastructure, encrypted communication where appropriate, monitoring, backups and internal access restrictions.

No system can be guaranteed to be completely secure. If we become aware of a security incident that materially affects personal information, we will take appropriate steps as required by applicable law.

7. Data retention

We retain information for as long as reasonably necessary to provide our services, support customers, maintain business records, comply with legal and accounting obligations, resolve disputes, enforce agreements and protect our systems.

Inventory and reporting data may be retained for historical reporting, support, audit and operational purposes unless deleted or anonymised in accordance with an authorised customer request or our retention practices.

Where information is no longer required, we may delete, anonymise or archive it in accordance with our operational, legal and security requirements.

8. Account and data deletion

Stockmate user accounts are created and managed through the Stockmate web reporting platform or by authorised Stockmate staff. The mobile app does not create user accounts.

Users or customer administrators may request deletion of an account or associated data by contacting Stockmate at info@stock-mate.co.za.

Where legally and operationally possible, Stockmate will delete or anonymise the relevant account information and associated data. Certain records may be retained where required for legal, accounting, tax, billing, security, support or legitimate business purposes.

9. User rights

Depending on applicable law, including the Protection of Personal Information Act, 2013 (POPIA), users and customers may have rights to:

• Request access to personal information we hold
• Request correction of inaccurate personal information
• Request deletion of personal information where applicable
• Object to certain processing activities
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator of South Africa

Requests can be sent to info@stock-mate.co.za.

We may need to verify your identity or authority before processing a request, especially where the request relates to a customer account, business data or another user's information.

10. Children's privacy

Stockmate services are intended for business use and are not directed at children. We do not knowingly collect personal information from children.

11. International processing

Some of our service providers or infrastructure, including Google as the provider of Google Analytics 4, may process or store information outside South Africa. Where this occurs, we take reasonable steps to ensure that information remains protected in accordance with applicable privacy laws and contractual obligations.

12. Third-party links and services

Our website, platform or communications may contain links to third-party websites or services. We are not responsible for the privacy practices, content or security of third-party websites or services.

Where customers authorise integrations with third-party systems, such as POS systems, those third parties may process information under their own terms and privacy policies.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be published on our website with a revised “Last updated” date.

Continued use of Stockmate services after an update means that the updated Privacy Policy applies.

14. Contact us

If you have any questions about this Privacy Policy, or if you would like to request access, correction or deletion of personal information, please contact us:

Jupsal Systems (Pty) Ltd t/a Stockmate

• Email: info@stock-mate.co.za
• Website: https://stock-mate.co.za