This policy explains how personal information is handled inside our self-hosted software products: Mzansi Paylix (HR & payroll), Smart Visitor Management(visitor & training-guest kiosk), OHS Induction Tracker, and Procure-IT (procurement & accounts payable) — together, the “Software”.
It is separate from our website Privacy Policy, which covers this marketing website only.
1. Self-hosted by design
All of our software products are self-hosted: they run entirely on your own server or computer, on your own premises or your own cloud infrastructure. IT-Feelix Group (Pty) Ltd does not host, store, or have standing access to the data you enter into the Software.
Any personal information processed by the Software — employee records, visitor details, induction records, purchase requests — stays on infrastructure that you control, not on our servers.
2. Your role vs. our role (POPIA)
Under the Protection of Personal Information Act 4 of 2013 (“POPIA”), the organisation that installs and runs the Software (you, the customer) is the Responsible Party for the personal information processed within it — you decide what data is collected, why, and how long it is kept.
IT-Feelix acts, at most, as an Operator: we process data on your behalf only when you explicitly ask us to, for example during support or troubleshooting (see Section 4). We do not determine the purpose of processing, and we do not use your data for our own purposes.
3. What personal information the Software may process
| Product | Typical personal information processed |
|---|---|
| Mzansi Paylix | Employee names, ID numbers, banking details, salary and payslip data, leave records, biometric clocking data (if a biometric device is connected) |
| Smart Visitor Management | Visitor and training-guest names, ID/photo (if ID scanning is enabled), host name, company, sign-in/sign-out times, signed acknowledgements |
| OHS Induction Tracker | Employee/visitor names, induction and PPE-acknowledgement status, site hazard classifications, quiz results |
| Procure-IT | Requestor and approver names, supplier contact details, purchase order and invoice records |
Exactly what is collected depends on how you configure the Software for your organisation.
4. Support access
If you contact us for support, our team may need to remote into your system, review logs, or view specific records to diagnose an issue. We only access your data:
- With your knowledge and, wherever practical, your explicit permission for that session
- For the minimum time and scope needed to resolve the issue
- Without copying, exporting, or retaining your data once the issue is resolved
5. Third-party components
Some deployments integrate with third-party hardware or services you choose to connect — for example a biometric clocking device, or an existing visitor-management/payroll system you sync data from. Those components are governed by their own manufacturer's or provider's privacy terms, not this policy.
6. Data security
Because the Software runs on your own infrastructure, the security of the server or device it runs on is your responsibility — including physical access control, operating-system updates, backups, and account passwords. We provide guidance on securing your deployment as part of onboarding, and the Software itself includes access controls (login, role-based permissions) as standard.
7. Data retention and deletion
Because data is stored on your own infrastructure, you control how long it is kept and when it is deleted. If you need help exporting or permanently deleting data — for example when offboarding an employee or closing your account with us — contact info@it-feelix.africa.
8. Children's information
Our Software is designed for business use (employees, visitors, and suppliers) and is not directed at children. Any processing of a minor's information (for example, a visitor under 18) is the Responsible Party's obligation to handle in line with POPIA's requirements for processing children's information.
9. Changes to this policy
We may update this policy as our products evolve. The “Last updated” date above reflects the most recent revision.
10. Contact us
Questions about how a specific product handles data can be sent to info@it-feelix.africa or +27 87 265 3063.