Legal

Privacy Policy

Last updated: 9 September 2026  ·  Applies to the EpiiCentre workspace and all its solutions (including Costrac, ProSys, QTrac, Apex, etc)

1. Who we are

This Privacy Policy is issued by Pace Software Technologies (Pty) Ltd ("PST", "we", "us"), the developer and operator of EpiiCentre.

2. What information we collect

To provide you with access to EpiiCentre, we collect:

• Account information — your name, username, email address, and tenant/organisation name
• Authentication data — your password (stored securely, never in plain text) and login timestamps

3. Why we process your information

Purpose	Legal basis
Creating and managing your user account	Necessary to perform our contract with your organisation
Authenticating you when you sign in	Necessary to perform our contract
Sending service notifications (e.g. password resets)	Necessary to perform our contract

4. Who we share it with

We do not sell or share your personal information. It may be processed by:

• Our hosting provider, Microsoft Azure — South Africa North region, to run and store the EpiiCentre platform

5. How long we keep it

We retain your account information for as long as your account is active, and for 3 months afterwards, or until your organisation's contract with PST ends, whichever is applicable — unless we're required to retain it for longer to meet a legal obligation.

6. Your rights

You have the right to:

• Ask us to confirm what personal information we hold about you, and request a copy
• Ask us to correct inaccurate or outdated information
• Ask us to delete information we no longer have a lawful basis to hold
• Object to processing based on legitimate interest
• Withdraw consent, where consent is the basis for processing

To exercise any of these rights, contact our Information Officer using the details below. You may also lodge a complaint with the Information Regulator (South Africa) at POPIAComplaints@inforegulator.org.za.

7. Security

We use reasonable technical and organisational measures to protect your information, including encrypted connections (HTTPS), securely hashed passwords, and role-based access controls. If a breach occurs that is likely to affect your personal information, we will notify the Information Regulator and affected individuals as soon as reasonably possible.

8. Cross-border transfers

Your personal information is hosted on servers located within South Africa. We do not transfer your personal information outside the Republic of South Africa.

9. Changes to this policy

We may update this policy from time to time. Material changes will be indicated by updating the "Last updated" date above.

10. Contact us