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Privacy policy (POPIA)

How SA Logbook handles your personal information, in plain words. The short version: your location is used only to make your logbook. We never sell it, never share it with advertisers, and there are no ads.

Last updated: 31 October 2026

1. Who we are

SA Logbook (the Android app "SA Logbook: SARS Travel Logbook & Km Tracker" and the website salogbook.co.za) is made by KindlyMade Apps, Pretoria, South Africa. KindlyMade Apps is the responsible party (data controller) for your personal information under the Protection of Personal Information Act, 2013 (POPIA).

Contact us, including our Information Officer, at [email protected].

2. The short version

  • Location and trip data are used only to make your travel logbook.
  • We never sell your personal information and never share it with advertisers or data brokers. There are no ads in SA Logbook.
  • Your data is stored with Cloudflare, in its European Union data jurisdiction (see section 7).
  • You can export your data and delete your account at any time.

3. What we collect in the app

  • Account details: your email address and name, and a securely hashed password (or your Google account ID if you sign in with Google). If you switch on two-step verification, an authenticator secret.
  • Location and trip data: when you allow it, the app uses your device's location, including in the background, to detect drives and record each trip's start and end time, start and end place, route and distance. Raw GPS points are simplified into a route line after a trip is saved.
  • Activity recognition: to notice when you start and stop driving, so GPS is only used while you drive.
  • Logbook details you add: business or private status, reasons, saved places and clients, vehicles (make, model, registration, value), odometer readings and odometer photos (with the date, time and location of the photo), optional fuel and repair costs, and reimbursement claims.
  • Subscription status: whether you have an active subscription, from Google Play. We never see your card details; Google handles payment.
  • Basic technical data: app version, device model, Android version and error reports, to keep the app working.

Before asking for location permission, the app explains: "SA Logbook collects location data to enable automatic trip detection and trip distance recording for your travel logbook, even when the app is closed or not in use." You can say no and still add trips by hand.

4. What we collect on this website

  • Launch list: if you join, your email address, your first name if you give it, which form you used, the date and time, and the country your request came from (from Cloudflare). We use this only to tell you about SA Logbook's launch and the founding-member offer.
  • Spam protection: our forms use Cloudflare Turnstile to check that a person, not a bot, is sending them. Cloudflare processes technical information (such as your IP address and browser details) for this.
  • Emails you send us at [email protected].

This website does not use advertising or tracking cookies. Template downloads don't need an email address.

5. Why we use it (purpose and lawful basis)

  • To provide the logbook service you signed up for: record trips, build your SARS-format PDF and CSV, back up and restore your logbook, and calculate claim values (performance of our agreement with you).
  • To use location in the background, only with your consent, which you can withdraw in Android settings at any time.
  • To send you launch news if you joined the launch list (your consent). Every email has an unsubscribe option.
  • To keep the service secure and working, prevent abuse and meet legal obligations (legitimate interest and legal duty).

6. Who we share it with

We don't sell, rent or trade your personal information. We share it only with operators that process it on our behalf under agreements that require them to protect it:

  • Cloudflare, Inc.: hosting, database and file storage, email routing and Turnstile spam protection.
  • Google: Google Play billing, optional Google sign-in, and place search when you look up an address (only the search text is sent).

We also share information if the law requires it, or with your permission, for example when you send your logbook to your tax practitioner yourself.

7. Where your data is stored (cross-border transfer)

SA Logbook runs on Cloudflare, which has no data storage region in Africa. App data (your account, trips and odometer photos) will be stored in Cloudflare's European Union data jurisdiction, and the website's launch list is already stored there. Some processing, such as delivering web pages and spam checks, may happen in Cloudflare data centres in other countries, including South Africa and the United States.

Because your information is processed outside South Africa, section 72 of POPIA applies. We only transfer it where the recipient is subject to laws, binding rules or an agreement that give it a level of protection substantially similar to POPIA, such as the EU's General Data Protection Regulation and Cloudflare's data processing agreement.

8. How long we keep it

  • Your logbook: for as long as you have an account. SARS requires you to keep your logbook for five years after you submit your return, so we keep the cloud copy available for at least that long unless you delete it. If you delete your account, we delete your data as described on our delete account page.
  • Launch list: until the launch campaign ends, or until you unsubscribe or ask us to remove you, whichever comes first.
  • Emails to us: as long as needed to help you, then deleted unless the law requires us to keep them.

9. How we protect it

Encryption in transit (TLS) and at rest, hashed passwords, optional two-step verification and app lock, strict rate limits on sign-in, access only for people who need it, and a change history on trips so your logbook stands up if SARS asks questions. If a security compromise affects your personal information, we'll notify you and the Information Regulator as POPIA requires.

10. Your rights

  • See the personal information we hold about you.
  • Correct it (you can edit trips in the app at any time).
  • Export your data: download your logbook as PDF and CSV, or ask us for a full copy.
  • Delete your account and data (see delete your account).
  • Object to processing or withdraw consent, for example by turning off background location or unsubscribing from emails.

Email [email protected]. You also have the right to complain to the Information Regulator (South Africa): inforegulator.org.za.

11. Children

SA Logbook is for adults who drive and claim travel for tax. It isn't meant for anyone under 18, and we don't knowingly collect information about children.

12. Changes to this policy

We'll update this page when the way we handle data changes, and tell you in the app if a change is important. The date at the top shows the latest version.