Privacy Policy
Last updated: 25 August 2026
This Privacy Policy describes how TorqYard ("we", "us") collects, uses, and protects information through TorqYard ("the Service"), a multi-tenant platform for managing plant/equipment assets, maintenance job cards, and rental billing.
The Service is provided to organisations ("tenants") and their authorised staff, clients, and administrators. It is not intended for use by members of the public, and each tenant's data is kept logically separate from every other tenant on the platform.
1. Information We Collect
| Category | What we collect | Why |
|---|---|---|
| Account & company information | Company name, contact email/phone, admin and staff names, email addresses, assigned roles | To provision your tenant, authenticate users, and control access within your organisation |
| Operational records | Asset/equipment details, engine hour/distance readings, job cards, maintenance history, rental contracts, clients, and billing periods you or your staff enter | To provide the core asset management, maintenance, and rental billing functionality you signed up for |
| Integration data (only if you connect one) | Xero: invoices and client contacts sent to your own connected Xero organisation. Telematics: engine hour/distance readings received from a GPS/telematics vendor you configure. WhatsApp: notification content sent to numbers you configure. | To sync your rental billing to your own accounting system, or automatically update asset readings from hardware you already run |
| Billing information | Subscription package, invoice records, and payment status via PayFast (ZAR) or Stripe (other currencies) — we do not store your card or bank details ourselves | To bill your subscription and maintain a record of payments |
| Usage & audit data | Login timestamps, IP address, and a record of who changed what and when within your tenant | To secure accounts, investigate issues, and maintain an audit trail of activity in your tenant |
2. How We Use Information
- To provision and operate your tenant, and authenticate you and your staff
- To create, update, and display assets, job cards, maintenance history, and rental billing
- To sync data to third-party services you explicitly connect (Xero, telematics vendors, WhatsApp)
- To bill your subscription and process payments
- To diagnose and resolve technical issues, and respond to support requests
- To maintain an audit trail of activity within your tenant
We do not sell your information, and we do not use it for advertising.
3. Who Can See Your Information
Information you or your staff submit is visible to authorised users within your own tenant (based on their assigned role), and to TorqYard staff where necessary to operate and support the Service. Each tenant's data is kept separate from every other tenant. Your information is not shared with third parties, except:
- Where required by law or a valid legal process
- With service providers who host our infrastructure, process payments (PayFast, Stripe), or send notifications (WhatsApp), under contractual confidentiality obligations, solely to operate the Service
- With a third-party integration YOU explicitly connect (e.g. your own Xero organisation, a telematics vendor you configure) — you control whether these connections exist and can disconnect at any time
4. Data Retention
Operational data (assets, job cards, maintenance history, rental records) is retained for as long as your tenant remains active, in line with standard business record-keeping practices. If your subscription is cancelled, we retain data for a reasonable period to allow reactivation or export before deletion.
5. Your Rights
If you are located in South Africa, your information is processed in accordance with the Protection of Personal Information Act (POPIA). You may request access to, correction of, or deletion of your personal information by contacting us using the details below, or by asking your tenant administrator (who can action many requests, such as data export or deletion, directly). We will respond to reasonable requests within a reasonable time.
6. Data Security
We use industry-standard measures to protect your information, including encrypted connections (HTTPS), encryption of stored credentials/secrets (e.g. integration API keys and OAuth tokens), and access controls restricting who within your tenant can view which records.
7. Children's Privacy
The Service is intended solely for use by authorised working adults and is not directed at children. We do not knowingly collect information from children.
8. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date at the top of this page.
9. Contact Us
For questions about this Privacy Policy, or to make a data access, correction, or deletion request, contact us at webserver@torqyard.com.