How we handle your data, today.

What this covers

Waphi Systems (Pty) Ltd operates OmniRove, a mobile data collection app for field inspections, audits, surveys and operational records. This page describes how data flowing through OmniRove is currently handled.

Roles and responsibilities (South Africa, POPIA)

Where Waphi Systems processes client data on behalf of a client, we treat the client as the owner / responsible party for that data and Waphi Systems as an operator / service provider, unless otherwise agreed in writing. Decisions about what data is collected, how long it is retained, and who it is shared with sit with the client; Waphi Systems processes that data only to provide the agreed services, on the client's instructions, and with reasonable security safeguards.

We do not claim a POPIA compliance certification, and Waphi Systems is not the responsible party for client data. Specific data-handling responsibilities for a project are captured in the signed proposal and in our Terms.

What data we hold

• Account data: email address (required for sign-in), name and role of users invited to the workspace, last sign-in timestamp.
• Form and record data: form definitions, submissions, GPS coordinates, notes and any other content captured by field assessors using OmniRove.
• Location data: precise device location, captured only when the user actively records it as part of a form submission. Not collected in the background.
• Operational logs: request logs, basic analytics on app usage (page views, sync events), error reports for diagnostics.

Device permissions OmniRove uses

• Precise location (GPS): to capture coordinates when an assessor records a GPS field in a form. User-initiated each time.
• Network state: to detect connectivity and trigger sync when the device is back online.

OmniRove also caches form definitions and queued submissions in the app's private storage on the device, so assessors can keep working when offline. This uses standard app storage and does not require a separate permission.

OmniRove does not access contacts, microphone, calendar, SMS or the camera in this version.

Where data is stored

Production data is hosted on managed cloud infrastructure (currently Google Firebase / Firestore for accounts and records, and Google Cloud Storage for media). Server regions are chosen for performance and durability; we name the specific provider on request for any project.

Who has access

• Your own users, scoped to your workspace.
• Waphi Systems staff with operational duties (support, deployment), under confidentiality.
• No third-party access for marketing, advertising or model training. We do not sell or share project data.

Backups and retention

OmniRove records are backed up daily and retained for the duration of the project. After project termination, data is retained for a limited period so an offboarding export can be produced, then deleted. Specifics are agreed in the project contract.

Your rights

You can request an export of your data at any time, or ask us to delete it. Both are handled on email, typically within 5 business days for an export request and within 30 days for a deletion request. Users can also request account deletion from inside the app under Settings → Account.

Contact

Privacy questions or data requests: info@waphisystems.com.