Who we are
Filaway is operated by WorkLinker (PTY) LTD, enterprise number K2021634507. Our published business address is 1 Chattan Road, Glenferness, Johannesburg, South Africa. Send privacy questions and requests to support@filaway.com, with “Privacy request” in the subject.
This policy covers the Filaway website, account administration, subscriptions, support and operational information processed through Filaway.
Our role and your organisation's role
We determine how personal information is used for our own enquiries, customer relationships, billing, security and service administration. Under South African privacy law, we act as the responsible party for that processing.
When your organisation uses Filaway to hold operational information about employees, contractors or others, it generally determines why that information is collected and how it is used. We process it on the organisation's behalf as an operator. Requests about those records should normally go to the organisation that controls them; we can help route your request.
Information we handle
Depending on how you use Filaway, information includes:
- Names, work contact details, organisation details, account identifiers, roles and permissions.
- Enquiries, support messages and information you choose to send us.
- Subscription, invoice, payment-reference and payment-status information.
- Operational records supplied by your organisation, which can include identities, assignments, time records, photographs, evidence and record history.
- Technical information needed to operate and protect the service, such as browser or device details, IP addresses, authentication events and timestamps.
We receive information from you, your organisation and authorised users, from use of the service and from providers involved in delivering it. Please do not send full card details, passwords or unnecessary sensitive information in support messages.
Why we use information
We use personal information to respond to enquiries, create and administer accounts, deliver subscriptions, process payments and refunds, provide support, protect the service and meet legal obligations. Depending on the purpose, processing is based on contractual necessity, a legal obligation, legitimate interests or consent where required.
Required account and payment information is necessary to provide the purchased service. Optional enquiry details are voluntary; withholding information needed to answer a request can limit our ability to help. We do not make acceptance of unrelated marketing a condition of purchasing Filaway. You may opt out of marketing messages without stopping essential account notices.
Sharing information
Information is available to authorised members of your organisation according to their access rights. We also use providers for hosting, authentication, communications and payment processing. They receive information needed for their role, subject to applicable confidentiality and data-protection requirements. Paystack processes payments made through its checkout; its own privacy information also applies to that processing.
We may disclose information where required by law, to protect legal rights, to professional advisers where necessary, or in connection with a business transfer subject to appropriate safeguards. We do not sell personal information.
Where information is processed
Our primary application data is currently hosted in Ireland. This does not mean every supporting service processes information only in Ireland. Payment, communications and other providers may process information in other countries. International transfers must satisfy applicable legal requirements, including section 72 of POPIA where it applies. Contact us for information about providers and processing locations relevant to your account.
How long we keep information
We retain personal information only while it is needed for its stated purpose or another lawful retention requirement. Operational records are retained to provide the service and carry out the customer organisation's lawful instructions. Cancelling a subscription does not itself request immediate deletion.
When an account ends, contact us to arrange retrieval or deletion of its records. We may retain limited billing, dispute, security or compliance records where there is a lawful reason. We do not retain all operational information merely because some financial records must be kept.
When retention is no longer justified, information is deleted or de-identified as soon as reasonably practicable. Residual backup information is restricted from ordinary use until it is removed through the applicable backup lifecycle. A specific deletion request may be subject to identity checks, the rights of others and lawful preservation requirements; we will explain any applicable restriction.
Security
We apply reasonable and appropriate safeguards to protect personal information, including controls over access to organisation records. No online service is entirely risk-free. Protect your credentials and devices and report suspected compromise to support@filaway.com. Where a security compromise triggers notification duties, we will provide the notifications required by applicable law.
Your choices and rights
Subject to applicable law, you can request access to personal information, correction of inaccurate information or deletion of information we are no longer entitled to hold. You can object to qualifying processing and withdraw consent where processing depends on consent. Withdrawal does not make earlier lawful processing unlawful.
We may need to verify your identity and authority before acting. If a request concerns information controlled by your employer or another customer organisation, we will direct it to that organisation or assist it as appropriate.
You may lodge a complaint with the South African Information Regulator. You do not have to complete an internal complaint process before exercising a statutory right.
Cookies and browser storage
Essential browser storage may be used for functions such as authentication, security and preferences. Where optional analytics or similar technologies are used, the site must provide the applicable notice and choices. Browser settings may also let you manage storage; blocking essential storage can affect account access and site functions.
Changes and contact
We will publish the effective date of this policy and update it when our practices change. We will provide additional notice where required for a material change. Questions, requests and complaints can be sent to support@filaway.com.