Privacy Policy
Last updated: 3 October 2026
This policy explains how personal information is handled in MyTripAdmin, in terms of the Protection of Personal Information Act (POPIA).
1. Who is responsible
MyTripAdmin is operated by Krialex Digital (Pty) Ltd (registration number 2026/648039/07). Our Information Officer can be reached at admin@mytripadmin.co.za.
Two roles, honestly stated. For your account (your name, email, company details, subscription), Krialex is the responsible party. For the passengers and clients you capture in the app, your driving company is the responsible party and Krialex is your operator under POPIA sections 20–21: we process that information only to provide the service to you, on your instructions, keep it confidential and secure, and tell you if it is ever compromised.
2. What we collect, and why
- Account: your name, email address and password (stored only as a hash) — to sign you in and to reach you about your account.
- Company: company name, contact details, optional VAT number, vehicles, and the bank account details you choose to print on your own invoices — to build those invoices for you.
- Passengers and clients (as your operator): the names, phone numbers, emails and trip details you enter — to run your trip diary and invoices. We never use this information for our own purposes and never contact your clients.
- Support: what you tell us when you ask for help — in the app, by email or on WhatsApp — and our replies, so we can help you and both of us can see what was said.
- Emails we send you: a record of each one — the address, the subject and whether it was delivered, never the codes or links inside it — so we can tell you whether a code or a reset link actually reached you.
- Payments: handled by PayFast. We never see or store card numbers — we keep the payment reference, amount and status PayFast sends us, and the invoices we issue you.
- Technical: if something breaks in the app, an error report goes to Sentry, an error-tracking service, in its EU region. It records what went wrong, the page or request it happened on, your browser, and which account it happened to — by your user id and company, never your name or email address — so we can find the fault and help you. Our analytics are cookieless and measure pages, not people: Umami, which we host ourselves, and Cloudflare Web Analytics in the app. We don't run advertising or cross-site tracking.
When you ask us about a specific trip
To answer a question about a particular booking or invoice, our support staff may open that one trip, including the passenger details you entered for it. That is processing on your instructions, as your operator. Each time a trip or its invoice is opened, we record who opened it and when; you can ask us for that record. We don't browse your passengers — our lists show only dates and payment states.
3. Where it goes
We share personal information only with the service providers that make MyTripAdmin work, and only what each one needs:
- HostAfrica, in South Africa — the server that runs the app and its database.
- Cloudflare — delivers the website and the app, stores invoice PDFs and our database backups, and provides the app's page analytics.
- PayFast — subscription payments.
- Resend — delivers the emails we send you, such as sign-in codes, password resets, team invites, payment notices and replies to your support calls.
- Sentry — error reports (EU region), as described above.
Some of these store or process data outside South Africa; where that happens, POPIA section 72 applies and the recipient is bound by protections substantially similar to POPIA. We never sell personal information.
4. How long we keep it
- Account and business data: for as long as your account exists.
- Financial records (our invoices to you, payment events): at least 5 years, as South African tax law requires.
- Support conversations: for as long as your account exists.
- Email delivery records: 90 days, then deleted.
- Error reports: for a limited operational period, then deleted.
- Database backups: taken daily and kept for up to 90 days, then deleted.
5. Deleting your account
You can delete your account yourself: Profile → App → Delete account. This first stops your subscription at PayFast, then permanently erases your users, clients, passengers, trips, your invoices and their PDFs, bank accounts, vehicles, support requests and their replies, and our record of the emails we sent you.
What remains:
- the invoices Krialex issued to you and the related payment records, kept because tax law requires it (POPIA section 14 permits retention required by other law);
- our record of what our support staff did on your account (see section 2), which can include your team members' email addresses;
- error reports already sent to Sentry, until they expire;
- copies inside our database backups, until those are deleted (up to 90 days).
The live account record is reduced to an anonymous shell. If you also joined our launch mailing list, that's separate: unsubscribe with the link in any of those emails, or ask us.
6. Your rights
- See and correct your information — most of it directly in the app, the rest by asking us.
- Request deletion (above), or object to processing: admin@mytripadmin.co.za.
- Complain to the Information Regulator (South Africa): inforegulator.org.za.
7. Security
Traffic is encrypted in transit; passwords are stored only as salted hashes; the app limits every database query to the signed-in company, so each company's data is kept apart from every other company's; access to production systems is restricted, what our support staff do in our admin tools is recorded, and every time they open one of your trips is recorded. If a breach ever affects your information, we will notify you and the Information Regulator as POPIA section 22 requires.
8. Changes
If this policy changes materially we'll say so in the app or by email. The date at the top always tells you when it last moved.