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Protection of personal information

Privacy & POPIA notice

How TrueScope Build collects, uses, shares, protects and deletes personal information under South Africa’s Protection of Personal Information Act, 4 of 2013 (POPIA).

Effective date: 25 August 2026 · Version 1.9

1. Who is responsible

TrueScope (Pty) Ltd (Registration No. 2026/637909/07), part of the AztiField Group (Pty) Ltd (AztiField Group Registration No. 2012/082226/07; AztiField Group VAT No. 4660278245), is the responsible party for personal information processed through this website and its quote-review service. Physical address: Zwavelpoort AH, Pretoria, Gauteng, South Africa, 0081. Postal address: P.O. Box 11558, Silver Lakes, Pretoria, South Africa. The privacy contact channel is hello@truescope.co.za or WhatsApp 061 378 2612. The identity of the company's Information Officer still requires formal confirmation and is not represented by this general contact channel. “We”, “us” and “our” refer to TrueScope (Pty) Ltd trading through TrueScope Build.

2. Information we process

  • Contact and account information: name, email address, telephone number, account identifiers and authentication records when accounts are activated.
  • Project and document information: project type, province, approximate area, quote value, contractor quotes, bills of quantities, drawings, specifications, photographs and instructions you choose to provide.
  • Transaction information: selected service, price, consent record, invoice and refund records, and the Yoco transaction reference and payment status. Yoco processes payment credentials; TrueScope does not receive or store full card details.
  • Communications: enquiries, support messages, complaints, consent choices, questions submitted to the website's AngriDave assistant and records of our response. When you initiate a WhatsApp conversation, Meta processes the WhatsApp account and message data needed to deliver the conversation. TrueScope's automation stores only Meta message identifiers, a keyed one-way contact hash, the last four digits of the contact number, a broad request category and delivery status; it does not store the WhatsApp message body in the TrueScope database.
  • Technical and usage information: IP address, browser/device information, request and security logs, and essential local-storage choices needed to operate and protect the site.
  • Derived information: structured quote data, risk flags, comparison ranges and report outputs produced from the information supplied.

3. Free tools, member portal and paid checkout

The public Free Tools Library runs in your browser and does not accept or upload a document. Free-tool entries and results are not sent to us by those tools.

The member portal is different: registration creates an authenticated account and quotes submitted from the dashboard are stored in private cloud storage linked to that account. Uploading alone does not start AI analysis. During the controlled pilot, you must expressly consent to AI-assisted analysis and manual TrueScope review when submitting. An authorised TrueScope staff member decides when to start analysis; the resulting findings remain private and are not sent to you until TrueScope has reviewed and approved them. Payment and automatic customer delivery are not part of this pilot analysis step.

4. Why and on what basis we process it

We process information only for a specific, lawful purpose and use an appropriate ground under POPIA, including your consent, steps requested before or needed to perform a contract, compliance with law, or our legitimate interests where those interests do not unjustifiably prejudice you.

  • to provide, personalise and support a quote review;
  • to create accounts, authenticate users and deliver reports;
  • to process payments, refunds and tax or accounting records;
  • to communicate about an enquiry or purchased service;
  • to secure, troubleshoot and improve the service;
  • to prevent fraud, misuse and unlawful activity; and
  • to comply with legal obligations and enforce our terms.

We will not send unsolicited electronic direct marketing unless POPIA permits it. Where consent is required, marketing consent will be separate, optional and capable of withdrawal.

5. Sources and required information

We collect information directly from you, your authorised representative, your device, and service providers involved in authentication, hosting or payment, including Yoco's payment-status notifications. Information marked as required is needed to provide the requested service or meet a legal duty. If it is not supplied, we may be unable to open an account, assess the document or complete the transaction.

6. Who may receive it

Access is limited to authorised TrueScope personnel and vetted operators who need it for the stated purpose. Information may be shared with hosting and security providers, account/authentication providers, communication/support providers, AI or document-processing providers, professional reviewers engaged for the service, advisers, and public authorities where law requires it. Yoco receives the information needed to host checkout and process payments for paid reviews when payment is enabled. Meta provides the WhatsApp Business Platform used for customer-initiated WhatsApp conversations and processes that channel under its own applicable terms and privacy controls. OpenAI provides both the website's AngriDave question-and-answer assistant and the separate AI document-analysis service used after an authorised TrueScope staff member starts a consented analysis. We do not sell personal information or contractor leads.

Service providers must act under suitable confidentiality, security and data-protection terms. If information is processed outside South Africa, we will use a lawful POPIA mechanism and require protection that is substantially similar to POPIA or otherwise permitted by section 72.

7. Automated and AI-assisted processing

The website's floating AngriDave assistant uses AI to answer general questions about construction quotes and TrueScope Build services. Your recent chat messages and a privacy-preserving technical identifier are sent to OpenAI to generate the answer. TrueScope does not save the chat transcript to its own database, and provider response storage is disabled for this feature. OpenAI may retain abuse-monitoring logs under its applicable data controls. Do not enter passwords, payment-card details, personal information or confidential quote contents in the chat; use the secure member portal for documents and account-specific support. The assistant does not review a document, choose a contractor or make a building or purchasing decision.

The customer-initiated WhatsApp assistant is separate and uses fixed menu and keyword rules to provide service, pricing, free-tool and support guidance. It does not use AI to interpret the conversation, and pauses when you reply HUMAN or STOP. Reply START to resume the automated menu. Do not send passwords, payment-card details or confidential quote documents through WhatsApp; use the secure member portal for account-specific support and uploads.

Separately, AI helps extract, organise and explain information in a quote, check internal arithmetic, identify unclear scope and payment terms, and prepare questions for the contractor. A rate comparison is shown only when an item can be matched to a dated, curated benchmark source held by TrueScope. If no verified match is available, the report says so and does not invent a market range.

Analysis requests are sent with provider response storage disabled. Temporary provider files are configured to expire after one hour and the worker also attempts to delete them immediately after processing. OpenAI states that API data is not used to train its models unless the customer opts in; under its standard service controls, content may still be retained in abuse-monitoring logs for up to 30 days. Outputs can be incomplete or wrong and should be checked before a building or payment decision. We do not intend to make a solely automated decision that produces legal or similarly significant effects for you. See the professional disclaimer.

8. Retention and deletion

We keep account, project, uploaded-document and report information only while needed for the requested service, account access, dispute handling, security, or a legal retention period. Transaction and tax records may be kept for the applicable statutory period. WhatsApp automation event records are deleted after 90 days, and the keyed contact state is deleted after 180 days without activity. The TrueScope database does not retain WhatsApp message bodies. Meta may retain channel data under its own applicable terms. You may request deletion or de-identification through the contact channel below; we will assess the request against legal and operational retention duties. We securely delete or de-identify information when retention is no longer authorised.

9. Security and incidents

We use reasonable technical and organisational safeguards appropriate to the sensitivity of the information, including access controls, provider due diligence, secure transmission and controlled retention. No online system is risk-free. If a security compromise affects your personal information, we will investigate and notify the Information Regulator and affected data subjects as required by POPIA.

10. Your rights

Subject to POPIA and PAIA, you may ask whether we hold personal information about you; request access; ask for correction, deletion or destruction of information that is inaccurate, irrelevant, excessive, outdated, incomplete, misleading, unlawfully obtained or no longer authorised; object to certain processing; withdraw consent without affecting earlier lawful processing; object to direct marketing; and complain to the Information Regulator.

We may need reasonable proof of identity before acting. Access may be limited where law protects another person’s privacy, confidential commercial information, legal privilege or another protected interest.

11. Children and third-party information

The service is intended for adults aged 18 or older. Do not provide children’s personal information unless you are legally authorised and the information is genuinely necessary. If documents contain information about a contractor, employee or other third party, you must be entitled to share it and should remove unnecessary identity, banking or special personal information.

12. Complaints and changes

Please contact us first so we can try to resolve a concern. You may also complain to the South African Information Regulator through its official channels at inforegulator.org.za. We may update this notice when the service, providers or law changes; the effective date and version above show the current publication.