Last updated: 1 September 2026

This policy applies to the RAMAC v2 mobile application for Android, package name co.za.gmatrix.rmav2. It applies to the application however it is installed — whether from Google Play or supplied directly by us — and it replaces our general website privacy policy in respect of the application.

1. Who We Are

The RAMAC v2 application is published by G-Matrix Systems (Pty) Ltd, registration number 2013/126413/07, VAT 4420264600, registered at Building 2, Ground Floor, Centurion Gate Business Park, Akkerboom Street, Zwartkop, Centurion, 0157, South Africa. In this policy, "G-Matrix", "we", "us", and "our" refer to G-Matrix Systems (Pty) Ltd. We are the responsible party (POPIA) and data controller (GDPR) for the information described below.

2. What This Policy Covers

This policy covers the RAMAC v2 Android application only. It sets out in full how the application handles personal information — no part of the application's data handling is deferred to another document, and no login is required to read this policy.

Our general website privacy policy continues to govern this website. Where the two differ in respect of the application, this policy applies.

3. Who Uses the Application

RAMAC v2 is a field-service tool for authorised technicians acting for an employer or client account. It is not intended for general public use, and it is not a consumer application. Technicians use it to receive, complete, and verify work orders on the access-control and monitoring hardware we supply and maintain.

We collect only what is needed to issue, complete, and verify that work.

4. Information We Collect

The application collects the following categories of information. Nothing outside this list is collected.

Information	Why the application needs it	Where it is sent
Username and password	Technician sign-in	RAMAC platform; also stored on the device to keep you signed in
Access and refresh tokens	Keeps your session alive between uses	Held on the device only
Installation identifier	Ties a device to its synchronisation history	RAMAC platform
Photographs	Evidence attached to work-order tasks	Encoded into the work-order record and sent to the RAMAC platform
Precise location	Records where a job was completed	RAMAC platform, with the work order
Equipment identifiers	Bluetooth address, serial number, and firmware version of the hardware being serviced	RAMAC platform
Diagnostic logs	Fault investigation. Off by default and enabled for an individual user by an administrator	Firebase Cloud Storage
Crash reports	Application stability. Includes the app version and a technician identifier	Firebase Crashlytics
Firmware update session	Authorises firmware flashing on field hardware	Cloud Firestore

What the application does not do

It does not access photographs or videos already stored on your device. It uses the camera only, and does not request permission to read your media library.
It does not access your contacts, SMS messages, call logs, or microphone.
It contains no advertising identifier, advertising SDK, or ad network.
It performs no analytics or behavioural tracking.
We do not sell or share personal information with third parties for their own purposes.

5. Device Permissions and Why We Ask

Android will ask your permission before the application can use any of the following. Each is requested for the stated purpose only.

Permission	Purpose
CAMERA	Photograph installed equipment as evidence of work completed
ACCESS_FINE_LOCATION ACCESS_COARSE_LOCATION	Record the coordinates of a completed job. Android also requires location permission for Bluetooth scanning on some versions
BLUETOOTH_SCAN BLUETOOTH_CONNECT BLUETOOTH_ADVERTISE	Find and communicate with RAMAC field hardware
INTERNET ACCESS_NETWORK_STATE	Synchronise work orders with the RAMAC platform
POST_NOTIFICATIONS FOREGROUND_SERVICE	Show background synchronisation progress
READ_EXTERNAL_STORAGE WRITE_EXTERNAL_STORAGE	Store work-order files. Requested on older Android versions only

Camera and photographs

The application uses your device camera so that you can photograph equipment as evidence of work completed. Photographs are attached to the relevant work order and sent to the RAMAC platform. The application does not access photographs or videos already stored on your device, and does not ask for permission to read your media library.

Location

Where a work order includes a location task, the application records your device's coordinates at the moment you complete it, so that the job can be verified against the site it was assigned to. Location is collected only in connection with a work order, and is not tracked continuously or in the background. Android also requires location permission for Bluetooth scanning on some versions, which the application uses to find RAMAC equipment nearby.

6. How We Use This Information

Issuing, completing, and verifying work orders.
Confirming that work was carried out at the assigned site.
Supporting, configuring, and updating the equipment we supply and maintain.
Diagnosing faults in the equipment and in the application itself.
Securing access to the RAMAC platform and preventing unauthorised use.

We do not use any of this information for marketing, profiling, or advertising.

7. Lawful Basis for Processing

Under POPIA (Section 11) and, where applicable, the GDPR (Article 6), we process this information on the basis of performance of a contract — the service agreement under which the work is carried out and under which the technician is authorised to use the application — and our legitimate interests in verifying completed work, maintaining equipment, and securing our platform.

8. Sharing and Processors

We do not sell personal information, and we do not share it with third parties for their own purposes. Information is handled by:

The RAMAC platform — G-Matrix's own servers, which receive work orders, photographs, location data, and equipment identifiers.
Google Firebase (Google LLC), acting as our processor — Crashlytics for crash reporting, Cloud Firestore for firmware update sessions, and Cloud Storage for diagnostic logs. See Firebase's privacy and security information and Google's privacy policy.

We may also disclose information where we are required to do so by law, or to establish or defend a legal claim.

9. Cross-Border Transfers

The RAMAC platform is operated by G-Matrix in South Africa. Because Google Firebase is operated from outside South Africa, information sent to Firebase — diagnostic logs, crash reports, and firmware update sessions — may be transferred to and processed in other countries. We rely on Google's published safeguards (including its contractual data-processing terms) to ensure that this information remains protected at a level comparable to that required by POPIA and the GDPR.

10. How Long We Keep It

We keep information only for as long as it is needed for the purpose it was collected for:

Work orders, photographs, location, and equipment identifiers — for the duration of the service contract they belong to, and afterwards for any warranty, audit, or legal record-keeping period that applies to that work.
Diagnostic logs — collected only while an administrator has enabled them for a user, and deleted once the fault being investigated is closed.
Crash reports — retained by Firebase Crashlytics under Google's standard retention period for crash data (90 days).
Account credentials — for as long as the technician's account remains active.
Access and refresh tokens — held on your device only, and cleared when you sign out or uninstall the application.

11. Security

Information is transmitted over encrypted connections (HTTPS/TLS). Access to the RAMAC platform requires an authenticated account, and administrative access is restricted to authorised G-Matrix personnel. Credentials and session tokens stored on the device are held in the application's private storage area.

No system can be guaranteed completely secure. If a breach affects your personal information, we will notify you and the Information Regulator as POPIA requires.

12. Your Rights

Under POPIA (Chapter 3) and, if you are located in the EU or UK, under the GDPR (Chapter 3), you have the right to:

Access — request a copy of the personal information we hold about you.
Rectification — ask us to correct inaccurate or incomplete data.
Erasure — ask us to delete your personal information, subject to the record-keeping obligations in Section 10.
Objection — object to our processing of your personal information.
Restriction — ask us to limit how we process your data.
Portability — request your data in a structured, machine-readable format (GDPR only).
Lodge a complaint — with the South African Information Regulator (inforegulator.org.za) or, if you are in the EU/UK, your local supervisory authority.

To exercise any of these rights, contact our Information Officer (Section 15). If you use the application under an employer or client account, we may need to consult that organisation before acting on a request relating to work records.

13. Children

The application is a workplace tool for authorised technicians. It is not directed at, or intended for use by, anyone under the age of 18, and we do not knowingly collect personal information from children.

14. Changes to This Policy

We may update this policy from time to time — for example, if the application begins to use a new permission or processor. Material changes will be reflected by updating the "Last updated" date at the top of this page. This policy will remain available at this address.

15. Information Officer & Contact

For privacy-related enquiries, data subject requests, or POPIA complaints about the RAMAC v2 application, please contact our Information Officer:

Information Officer G-Matrix Systems (Pty) Ltd
Building 2, Ground Floor, Centurion Gate Business Park
Akkerboom Street, Zwartkop, Centurion, 0157
South Africa
info@g-matrixsystems.com
+27 87 803 9987

RAMAC v2 App Privacy Policy