Privacy Policy

1. Overview

TJ Software Solutions (Pty) Ltd ("TJ Software Solutions", "we", "our", or "us") is committed to protecting the privacy and security of personal information entrusted to us.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information obtained through:

• This website, www.hrify.co.za
• The HRify web application
• The HRify mobile applications
• Customer engagements
• Consultations
• Demo requests
• Business relationships

This policy is intended to comply with the Protection of Personal Information Act, 4 of 2013 ("POPIA") and other applicable South African privacy laws.

HRify is a product of TJ Software Solutions. The company also publishes a privacy policy on its own website, at tjsoftwaresolutions.co.za/privacy-policy, which covers its other products and services. This policy covers the same ground as it applies to HRify and to this website.

2. Scope and Consent

By accessing our website, requesting a demonstration, using our services, or accessing HRify, you acknowledge and agree to the collection and processing of your information as described in this Privacy Policy.

This policy applies to:

• Website visitors
• Prospective customers
• Existing customers
• Platform users
• Business contacts

3. Information We Collect

We may collect and process the following categories of information.

Personal Information

• Full name
• Email address
• Telephone number
• Company name
• Job title
• Physical address

Account Information

• Usernames
• Authentication information
• Security preferences
• OTP verification details

Workforce Data

For HRify users:

• Employee records
• Leave information
• Timesheets and expense claims
• Payroll, tax and banking information
• Disciplinary and incident records
• Recruitment information
• Performance information
• Compliance information
• Workforce reports

Mobile App Information

For people who use the HRify mobile app:

• A push notification token for your device, so that the app can notify you. You can switch notifications off in your device settings.
• Photographs and documents you choose to attach, such as a receipt on a claim or a medical certificate on a leave request.
• Face ID and fingerprint unlock are handled by your phone. The app is told only whether the check passed, and we never receive or store your biometric information.

Technical Information

• IP addresses
• Browser information
• Device information
• Session information
• Access logs
• Website usage information

Communication Information

• Demo requests
• Support enquiries
• Contact form submissions
• Email correspondence

4. How We Use Your Information

We use personal information to:

• Provide our services
• Deliver software solutions
• Respond to enquiries
• Schedule demonstrations
• Manage customer relationships
• Maintain platform security
• Improve HRify, using only aggregated or de-identified information as described in section 6
• Provide support services
• Comply with legal obligations

We do not sell personal information.

5. Demo Requests and Business Enquiries

When users submit a demonstration request or enquiry through our website, we may collect:

• Name
• Email address
• Telephone number
• Company details
• Information relating to business requirements

This information is used solely for:

• Responding to requests
• Scheduling demonstrations
• Evaluating solution requirements
• Business communication

Marketing. We do not market to you because you made an enquiry. We only send marketing where you have separately asked us to, by ticking the optional box on the contact form, or where you are an existing customer and the message relates to products similar to those we already supply you, as permitted by section 69(3) of POPIA.

• The box is never pre-ticked, and leaving it blank has no effect on your enquiry.
• We record the date on which you gave permission, and you may withdraw it at any time. Every marketing email carries an unsubscribe link, and you may also email admin@tjsoftwaresolutions.co.za.
• Withdrawing permission does not affect our ability to reply to your enquiries or to service an existing contract.
• We do not sell, rent or share your details with other organisations for their own marketing.

We do not send unsolicited marketing. We do not buy, rent or compile prospect lists, and we do not approach people or businesses who have not contacted us first.

6. HRify Platform Data

Customers retain ownership of all business and operational data entered into HRify. TJ Software Solutions processes this information solely for:

• Delivering platform functionality
• Providing support
• Security monitoring
• System maintenance

Improving HRify. We also work on making HRify better, but only using information that has been aggregated or stripped of anything that could identify a person or your organisation, for example how often a module is opened or how long a report takes to run. We do not use your employee or client records to improve HRify, and we do not use them to train any artificial-intelligence model.

We do not access customer data unless:

• Support is requested
• Maintenance is required
• Security incidents require investigation
• Access is authorised by the customer
• Required by law

7. Otto, the AI Assistant

Otto is an optional assistant available in HRify. It answers questions in plain language about the information already held in your organisation's account, so that a manager can ask a question instead of building a report.

• It is off until you switch it on. Enabling Otto is a separate and explicit decision taken by your administrator and recorded against your account, because it involves sending a limited amount of your information to a third party.
• It can read, not change. Otto has no ability to create, edit, approve or delete anything in the platform.
• It sees only what the person asking may already see. A manager's question returns their own team, an employee's question returns their own records, and a question about a module your organisation does not use is not answered.
• Some information is never sent to it. Identity and passport numbers, tax numbers, banking details, medical aid information and employment equity data are excluded from what Otto receives, whatever the question.
• Where it is processed. Questions, and the information needed to answer them, are processed by Anthropic PBC in the United States. This is a cross-border transfer and is addressed in section 10.

If your organisation does not enable Otto, none of your information is sent to this sub-operator.

8. Cookies and Tracking Technologies

This website sets no cookies. It loads no advertising tags, no analytics scripts and no tracking pixels, and it stores nothing in your browser. Its fonts and scripts are served from this website itself, so opening a page does not contact any other company. That is why there is no cookie banner here: there is nothing to consent to.

Server logs. Like any website, the service that hosts this one, Cloudflare, processes your IP address and basic request details in order to deliver pages and to protect the site against abuse.

If this changes. If we ever add analytics or advertising measurement to this website, we will update this policy first, and nothing of that kind will load until you have agreed to it.

The HRify application. When you sign in to HRify, the application uses a strictly necessary cookie to keep you signed in securely. It is not used for advertising or tracking.

Links that leave this website. The "Log in" link takes you to the HRify application, and the app store links take you to Google Play or the App Store. Google and Apple apply their own privacy policies on their stores.

9. Disclosure of Personal Information

We may disclose information:

To Service Providers

Including:

• Hosting providers
• Infrastructure providers
• Support providers
• Communication providers

To Legal Authorities

Where required by:

• Applicable law
• Court orders
• Regulatory requests

Business Transactions

In the event of:

• Merger
• Acquisition
• Restructuring
• Sale of business assets

subject to appropriate confidentiality protections.

10. International Data Transfers

Some of the providers listed in section 11 operate outside South Africa. Uploaded documents, payslips and stored signatures are held in Amazon Web Services in Ireland, transactional email is processed in the European Union, and, where your organisation has enabled Otto, questions put to the assistant are processed in the United States. This website is delivered through Cloudflare's network, which has servers in many countries, and enquiries sent through the contact form are delivered to us by email through Web3Forms, which processes information outside South Africa. Where information is transferred internationally, safeguards are implemented to ensure protection substantially similar to that required by POPIA.

11. Data Security Measures

TJ Software Solutions implements reasonable technical and organisational measures to protect information. Security measures may include:

• OTP authentication
• Role-based access controls
• Encryption
• Secure hosting
• Audit logging
• Security monitoring
• Access restrictions

The HRify platform is hosted on infrastructure provided by Fly.io and Cloudflare, with data stored in MongoDB Atlas and Amazon Web Services, transactional email delivered through Brevo, and mobile application delivery through Expo.

This website is hosted on Cloudflare (Cloudflare, Inc.). When you submit the contact form, your details are sent from your browser to Web3Forms (Web3Forms LLP), which delivers them to us as an email so that we can follow up. The website itself does not store them. Both of these providers therefore process the information you put into the contact form on our behalf.

While we strive to protect all information, no internet-based service can guarantee absolute security.

12. Security Compromise Notification

If there are reasonable grounds to believe that your personal information has been accessed or acquired by an unauthorised person, section 22 of POPIA requires us to act, and we will.

• We notify the Information Regulator, and we notify you, as soon as reasonably possible after discovering the compromise. We only delay where a public body responsible for detecting crime or the Regulator tells us that a delay is needed to protect an investigation.
• We notify you in writing, by email to the address we hold for you, and where we cannot reach you that way we will publish the notice prominently on this website.
• The notice will describe what happened, the likely consequences, what we have done and are doing about it, and what we recommend you do to protect yourself. Where we know who accessed the information, we will tell you that too.
• Where the compromise affects data we process on a customer's behalf inside HRify, we notify that customer immediately, as section 21(2) of POPIA requires, and in any event within 24 hours of becoming aware of it, so that they can meet their own obligations as the responsible party, and we give them the information they reasonably need to do so.

13. Data Retention

Personal information is retained only for as long as necessary to:

• Provide services
• Fulfil contractual obligations
• Meet legal requirements
• Maintain business records
• Resolve disputes

Inactive customer information may be archived where appropriate.

14. Your Rights Under POPIA

Subject to applicable law, you may request:

• Right of Access: Access to personal information held about you.
• Right of Correction: Correction of inaccurate information.
• Right of Deletion: Deletion of information where legally permissible.
• Right to Object: Objection to certain processing activities.
• Right to Withdraw Consent: Withdrawal of consent where processing is based on consent.
• Right to Lodge a Complaint: You may complain to us using the details in section 18, or directly to the Information Regulator using the details below.
• Right Not to Be Subject to a Purely Automated Decision: You may object to a decision that affects you being taken solely by automated means, with no human involvement, where that decision has legal consequences for you or affects you substantially. We do not make decisions in that way.

How to exercise these rights. Write to our Information Officer at admin@tjsoftwaresolutions.co.za, marked "For the attention of the Information Officer", or call 064 556 7711.

• To see the information we hold about you, use Form 2 of the PAIA Regulations. We confirm whether we hold it free of charge, and we may charge the prescribed fee for producing copies. We respond within 30 days, which may be extended once by a further 30 days if the request is complex. We will tell you if that happens.
• To correct or delete information, or to object to processing, use Form 2 (objection) or Form 3 (correction or deletion) of the POPIA Regulations, or simply write to us in plain language. We will not turn a request away because it is not on a form. We act on it as soon as reasonably practicable and confirm in writing what we did.
• To withdraw consent, tell us. Withdrawal does not affect anything we lawfully did before you withdrew it.
• There is no charge for correcting or deleting information, or for objecting.
• We acknowledge every request within 5 business days.

Our PAIA manual sets out the records we hold, the prescribed fees and the full request procedure.

Where the information you are asking about sits inside HRify and belongs to an employer who uses HRify, that employer is the responsible party. We will pass your request to them promptly and help them answer it.

15. Complaints to the Information Regulator

If you are not satisfied with how we have handled your personal information, you may lodge a complaint with the Information Regulator (South Africa) on Form 5 under POPIA. Their details are:

Information Regulator (South Africa)
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Telephone: 010 023 5200 or toll free 0800 017 160
General enquiries: enquiries@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
PAIA complaints: PAIAComplaints@inforegulator.org.za

16. Third-Party Services

Our website and platforms may contain links to websites we do not control. We are not responsible for the privacy practices of those external websites, and you should review their own policies before using them.

This does not apply to our own providers. The providers listed in section 11 process information on our instruction, as our operators. We remain responsible for them under section 21 of POPIA, we bind them to obligations no less protective than our own, and we do not disclaim responsibility for what they do on our behalf.

17. Children's Privacy

Our website and enquiry forms are intended for business and professional use, and we do not knowingly collect personal information from individuals under the age of 18 through them. Employee records processed within HRify on an employer’s instruction may relate to a lawfully employed person under the age of 18, and are processed on that employer’s behalf under the terms agreed with them.

18. Contact Information

TJ Software Solutions (Pty) Ltd
Company registration number: 2026/087392/07
Directors: Jaco van der Merwe, Tania van der Merwe
Street and postal address: 33 Sacharia Street, Centurion, 0152, Gauteng, South Africa
Telephone: 064 556 7711
Email: admin@tjsoftwaresolutions.co.za
Websites: www.hrify.co.za and www.tjsoftwaresolutions.co.za

Our Information Officer is Jaco van der Merwe, who is registered with the Information Regulator under registration number 2026-067085. Requests relating to your personal information, including access, correction, objection and deletion, may be addressed to the Information Officer using the details above.

19. Policy Amendments

We update this policy when our practices change. The date at the top of this page shows when we last did.

If we make a change that materially affects how we handle your personal information, such as a new purpose, a new category of recipient or a new country, we will tell you before it takes effect: by email where we have your address, and by a prominent notice on this website otherwise. Where the law requires your consent for the new processing, we will ask for it. We will not treat your silence, or your continued use of the site, as consent.

Previous versions are available on request.