Reportify manages 5 data types including app settingses. Helps you organize, track, and share your work in 1 place for teams and solo users.

Privacy and Data Protection Policy

Public access, no sign-in required

This policy includes

• Data collection and usage

• Data sharing

• Data retention

• User rights

• Security measures

• Cross-border transfers

• Policy updates

• Contact information

Where this site’s data is stored

For a dedicated summary of where this site’s records, files, and hosted application data are stored and handled, view the data storage page.

View Data Storage & Hosting

Reportify Privacy Policy

Version: 1.0
Last Updated: March 17, 2026

1. Information We Collect

We collect the following information:

User account information (name, email address, role)
Incident, transgression, and disciplinary data you enter
Building and organizational data
Usage analytics and system logs

2. How We Use Your Information

We use your information to:

Provide and maintain the Reportify service
Generate analytics and reports based on your data
Authenticate users and manage access control
Improve our service and user experience
Communicate with you about the service

3. Data Storage and Security

All data is encrypted in transit and at rest
Data is stored on secure cloud infrastructure
Access is restricted based on user roles and building assignments
Regular security audits and updates are performed

4. Data Sharing

We do not sell or share your data with third parties. Your data is only:

Accessible to authorized users within your organization
Used for AI-powered analytics within the platform
Shared only as required by law

5. Your Rights

You have the right to:

Access your personal data
Request deletion of your account and data
Export your data
Opt-out of non-essential communications

6. Data Retention

Reportify retains information only for as long as necessary to fulfil operational, legal, governance, audit, and compliance requirements.

Data Category	Description	Retention Period
User Accounts	User profile, login, and account-related information	Active account period + 2 years
Incident Reports	Incident records, linked evidence, and operational history	7 years
Transgression Records	Student transgression records and related workflow history	7 years
Disciplinary Records	Disciplinary proceedings, hearings, and outcomes	7 years
Task Records	Operational and workflow task records	3 years after completion
Event Records	Events, attendance records, and related operational information	3 years
Financial Records	Financial, budgeting, and transaction-related records	7 years
Audit Logs	System audit logs and activity tracking information	2 years

Certain records may be retained for longer where required by law, ongoing investigations, institutional policy, audit requirements, or operational governance obligations.

Data Type	Retention Period
User Accounts	Active + 2 years
Incident Reports	7 years
Transgression Records	7 years
Disciplinary Records	7 years
Task Records	3 years after completion
Event Records	3 years
Financial Records	7 years
Audit Logs	2 years

7. AI and Analytics

Our AI-powered analytics feature processes your data to generate insights. All AI processing occurs on secure servers, and your data is not used to train AI models or shared with third-party AI providers beyond the processing required for your analysis.

8. Cookies and Tracking

We use essential cookies for authentication and session management. We do not use third-party advertising or tracking cookies.

9. Children's Privacy

Our service is not intended for users under 18. We do not knowingly collect information from minors.

10. Changes to This Policy

We may update this privacy policy from time to time. We will notify users of significant changes via email or platform notifications.

11. Contact

For privacy-related questions or concerns, please contact us at privacy@reportify.info.

Cross-Border Transfers

Where service providers or infrastructure are located outside South Africa, any cross-border transfer of personal information is limited to what is necessary to operate the platform, protected by appropriate security safeguards, and handled in line with applicable data protection requirements.

Contact Information

For privacy or data protection questions, please use the contact details provided in this policy.

Related pages: Data Storage & Hosting and Terms of Use

Last updated: 10/2/2026