Privacy Policy

1. Who this policy covers

FastFile ("FastFile", "we", "us", "our") is the responsible party, as that term is defined in POPIA, for personal information processed through this website and through the WINMON, SERVERMON, and SQLMON platforms' alerting features. This policy explains what personal information we collect, why, how we protect it, and the rights available to you as a data subject under POPIA.

TRACEMON is different: it is deployed entirely on a customer's own premises and has no cloud component. Device, user, and location data collected by a TRACEMON deployment stays inside that customer's own network, unless the customer chooses to send some of it to us, for example with a support request. FastFile does not determine the purpose of, or the means for, the processing a TRACEMON deployment carries out, and does not otherwise receive that data, so FastFile is not the responsible party for it. This policy does not cover that data. Where a customer does send us TRACEMON data with a support request, we process it only to handle that request, on that customer's instruction, and the safeguards and retention limits in sections 5 to 7 apply.

2. Information we collect

• Contact and enquiry form data: name, company, email address, phone number, enquiry type, message content, and preferred contact method, submitted when you get in touch with us.
• WhatsApp alert recipient details: mobile numbers that our WINMON, SERVERMON, or SQLMON customers themselves configure to receive operational alerts about their own monitored machines or databases. This is operational communication about a customer's own infrastructure, not direct marketing, and the numbers are supplied and managed by our customers.
• Basic technical and log data: standard web server information such as IP address, browser type, pages visited, and timestamps, collected automatically when you visit this website.
• Cookies and analytics: this website does not use tracking cookies, analytics tools, or tracking pixels.

3. How and why we use personal information

• To respond to enquiries and provide requested information.
• To prepare and follow up on a requested consultation, quote, or custom software scoping conversation.
• To operate WINMON, SERVERMON, and SQLMON alerting for existing customers, as part of delivering the service they have subscribed to.
• To maintain the security and proper functioning of this website.
• With your consent, to send direct marketing communications (see section 8 below).

Each of these uses relies on a lawful basis recognised by POPIA: your consent, the necessity of processing to take steps toward a contract at your request, performance of an existing contract, or FastFile's legitimate interest in running and securing this website.

4. Where enquiry information goes

Information submitted through the contact form is delivered directly to FastFile's team by email and is not added to a separate marketing list or database unless you separately opt in to receive further communications.

5. Sharing your information

We do not sell personal information. We may share it with service providers who process it strictly on our behalf to deliver our services (for example, our email hosting provider, and, for WhatsApp-based alerting, WhatsApp/Meta as the underlying messaging platform), and where required by law or to protect our legal rights.

Some service providers, including WhatsApp/Meta and any cloud infrastructure located outside South Africa, may process personal information outside the country. Where this happens, we take reasonable steps to ensure the recipient is subject to a law, binding corporate rules, or contractual terms that provide a comparable level of protection to POPIA, as required by section 72 of POPIA.

6. How long we keep information

We retain personal information only for as long as necessary for the purpose it was collected, or as required by law.

7. Security safeguards

FastFile applies reasonable technical and organisational measures to protect personal information against loss, unauthorised access, or disclosure, as required by section 19 of POPIA. Security is also a core design principle of our platforms: WINMON, SERVERMON, and SQLMON are built around a credential-boundary architecture that avoids holding customer infrastructure or database credentials on our cloud, and TRACEMON stores its data on the customer's own infrastructure rather than ours. The same security-conscious approach carries into how we handle enquiry and contact data generally.

If we become aware that personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and affected data subjects as soon as reasonably possible, in line with section 22 of POPIA.

8. Direct marketing

Where we want to send you direct marketing by electronic communication (email, SMS, or WhatsApp) and you are not an existing customer, we will only do so with your prior opt-in consent, as required by section 69 of POPIA. If you are an existing customer, we may market our own similar products or services to you unless you have opted out, and every marketing message will give you a clear, free way to opt out at any time.

Where applicable, FastFile will register as a direct marketer with the National Consumer Commission's opt-out registry, established under the Consumer Protection Act Amendment Regulations, 2026, before conducting direct marketing to consumers.

9. Your rights as a data subject

Under POPIA, you have the right to:

• be told what personal information of yours we hold and why;
• request access to a copy of that information;
• request correction of inaccurate or incomplete information;
• request deletion of personal information we no longer have a lawful basis to hold;
• object, on reasonable grounds, to the processing of your personal information;
• object to direct marketing at any time, free of charge;
• withdraw consent you previously gave, without affecting processing already carried out; and
• lodge a complaint with the Information Regulator (see section 12).

To exercise any of these rights, contact us using the details in section 11.

10. Children's information

This website and our services are directed at businesses, not children. We do not knowingly collect personal information from children without the consent of a parent or guardian, as required by section 34 of POPIA.

11. Information Officer and contact details

Under POPIA, FastFile's Information Officer is responsible for compliance with this policy. Privacy-related questions or requests can be sent to administration@fastfile.co.za.

12. Complaints to the Information Regulator

If you believe your personal information has been processed unlawfully and we have not resolved your concern directly, you may lodge a complaint with South Africa's Information Regulator:

• Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
• Email: POPIAComplaints@inforegulator.org.za
• Website: inforegulator.org.za

13. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or in the law. The "last updated" date at the top of this page shows when it was last revised.

14. Governing law

This policy is governed by the laws of the Republic of South Africa, including POPIA.