Privacy Policy

ACCEPTANCE OF TERMS

By downloading, installing, accessing, or using the EzraMe mobile application (“App”), you (“User”) agree to be legally bound by these Terms & Conditions (“Terms”).

If you do not agree, you must stop using the App and uninstall it immediately.

These Terms form a binding agreement between you and Ezra360 (Pty) Ltd (“Ezra360”, “we”, “us”, “our”).

DEFINITIONS

  • App → The EzraMe mobile application on Google Play Store and Apple App Store.
  • User → Any employee or contractor authorized by their employer to use the App.
  • Employer → The organisation that subscribes to Ezra360 services.
  • Services → Onboarding, leave management, profile updates, HR administration, document storage, data access rights, consent management, and related HR functionality.
  • Personal Information → Any information as defined by POPIA.
  • Authorised Processor → Third-party service providers assisting in hosting, communication, or HR integrations.

PURPOSE OF THE APP

The App provides a secure platform for:

  • Employee onboarding & profile management
  • Submission and processing of leave & absence requests
  • Digital storage & verification of HR documents
  • Internal communication
  • Consent & privacy management
  • Data subject rights requests
  • Access to employment information

The App is not for public use and is available only to authorised organisational users.

ELIGIBILITY & ACCOUNT CREATION

To access the App, you must:

  • Be an employee or authorised contractor of an Ezra360-subscribing organization
  • Be 18 years or older
  • Use accurate, truthful information
  • Keep login credentials confidential
  • Immediately report unauthorised access

Your employer controls the creation, suspension, or termination of your account.

USER OBLIGATIONS

You agree to:

  • Use the App lawfully, ethically, and only for employment-related purposes
  • Submit accurate and truthful information
  • Not upload malware, harmful content, or fraudulent documents
  • Not reverse-engineer, copy, or tamper with the App
  • Not access data you are not authorised to view
  • Follow your organisation’s HR, IT, and Security Policies
  • Notify Ezra360 immediately of any suspected breach

PERSONAL INFORMATION COLLECTION

The App may collect and process the following categories of Personal Information:

6.1 Identification

Full name, ID/passport number, date of birth, gender.

6.2 Contact Details

Email, cell number, residential address.

6.3 Employment Data

Position, department, job level, manager, employment dates.

6.4 Financial & Compliance Data

Tax number, bank details (if applicable), statutory documents.

6.5 Document Uploads

ID/Passport, qualifications, CV, certificates, HR documents.

6.6 Leave & Attendance Data

Leave submissions, medical certificates, approvals, balances, attendance logs (if applicable).

6.7 Technical/System Data

Device details, IP address, login timestamps, interaction logs.

6.8 Emergency Contacts

Next-of-kin details provided by you.

LAWFUL BASIS FOR PROCESSING

Processing takes place under the following lawful bases:

  • Employment Contract Performance – HR administration & operational requirements
  • Legal Obligation – Labour law, tax legislation, compliance audits
  • Legitimate Interest – Security, fraud prevention, service optimization
  • Consent – When explicitly required (e.g., document uploads, sensitive data)

Consent is stored in the Consent Registry.

YOUR POPIA RIGHTS

As a data subject, you may:

  • Access your information
  • Request corrections or updates
  • Request deletion where permitted by law
  • Object to processing (where applicable)
  • Withdraw consent
  • Request your data via the App
  • Lodge complaints with the SA Information Regulator

Details are available in the Ezra360 Privacy Notice.

DATA SECURITY & PROTECTION

Ezra360 uses industry-standard measures including:

  • Encryption at rest and in transit
  • Microsoft Azure hosting
  • Role-based access controls
  • MFA for administrative accounts
  • Logging, monitoring, and automated alerts
  • Regular security audits
  • ISO 27001 & ISO 27701 aligned controls

User responsibilities:

  • Protect login credentials
  • Use secure networks
  • Update devices and operating systems
  • Report suspicious activity immediately

Ezra360 cannot guarantee absolute security.

DOCUMENT UPLOADS & VERIFICATION

Users must upload only:

  • Authentic and accurate documents
  • Their own personal documents
  • Valid certifications or legal records

Ezra360 may:

  • Verify document authenticity
  • Request additional documents
  • Remove suspicious or fraudulent files
  • Report fraud to authorities
  • Retain documents per the Retention Schedule

INTELLECTUAL PROPERTY

All intellectual property relating to the App, including its code, design, branding, and content, remains the exclusive property of Ezra360.

Users may not:

  • Copy or reproduce the App
  • Reverse-engineer or decompile it
  • Create derivative works
  • Remove copyright notices

ACCEPTABLE USE RULES

You may NOT:

  • Upload harmful code
  • Attempt to bypass security controls
  • Use the App for harassment or misconduct
  • Impersonate another individual
  • Use automated bots or scraping tools
  • Interfere with system operations

Violation may result in account termination and disciplinary action.

LEAVE MANAGEMENT FUNCTIONALITY

  • Leave requests are processed and approved by your employer.
  • Ezra360 does not make leave decisions.
  • Leave balances displayed in the App are indicative and subject to HR verification.
  • Notifications depend on device settings—Ezra360 is not liable for missed updates.

THIRD-PARTY SERVICES & INTEGRATIONS

The App integrates with trusted third-party systems including:

  • Microsoft Azure Cloud
  • Email/SMS gateways
  • Optional payroll or HRIS systems
  • Mobile operating system providers (Google, Apple)

Your use may be subject to their terms.

SERVICE AVAILABILITY

Ezra360 strives for high availability but may:

  • Conduct maintenance
  • Patch vulnerabilities
  • Suspend access temporarily
  • Modify or enhance features

Reasonable notice will be given where feasible.

TERMINATION OF ACCESS

Access may be terminated by:

  • You (uninstalling the App or requesting deactivation)
  • Your employer (resignation, termination, contract end)
  • Ezra360 (policy breach, fraud, security risk)

Upon termination:

  • Your license to use the App ends
  • Data is retained per lawful requirements
  • Mandatory retention periods may apply

LIMITATION OF LIABILITY

To the maximum extent permitted by law, Ezra360 is not liable for:

  • Data loss due to device issues
  • Incorrect or fraudulent data submitted by Users
  • Network outages or connectivity problems
  • Misuse of the App by authorised individuals
  • Employment-related disputes (leave approvals, HR decisions)

Total liability is capped at R5,000 unless caused by gross negligence or wilful misconduct.

INDEMNIFICATION

You agree to indemnify Ezra360 against claims arising from:

  • Misuse of the App
  • Breach of these Terms
  • Violation of laws
  • Uploading false or fraudulent information
  • Unauthorised access or negligence

FORCE MAJEURE

Ezra360 is not liable for delays or failures caused by events beyond its control such as:

  • Natural disasters
  • Power failures
  • Cyber attacks
  • Strikes or lockdowns
  • Regulatory actions

GOVERNING LAW & DISPUTE RESOLUTION

  • South African law governs these Terms.
  • Disputes must first be raised with the Information Officer.
  • Parties will negotiate in good faith for 30 days.
  • Mediation or arbitration may be considered before litigation.
  • Jurisdiction: South African courts.

AMENDMENTS TO TERMS

Ezra360 may update these Terms from time to time.

Users will be notified via:

  • In-App notification
  • Email
  • Website notice

Continued use of the App constitutes acceptance.

CONTACT INFORMATION

Deputy Information Officer: Laura-Maria Mezzopera

Email: grc@ezra360.com

Phone: +27 010 447 1542

Information Regulator:

Email: inforeg@justice.gov.za

Website: www.justice.gov.za/inforeg

USER ACKNOWLEDGMENT

By installing or using the App, you confirm that:

  • You are authorised to use the App
  • You have read and understood these Terms
  • You agree to comply with them
  • You consent to personal information processing as described