Scope of this policy
This Privacy Policy applies to Element Labs websites, software, mobile and desktop applications, cloud services, customer portals and related support services that display or link to it. It covers ChemSpray and may also cover future Element Labs products where that product expressly links to this policy.
A product-specific notice, customer agreement or in-app disclosure may provide additional detail. If a product-specific notice conflicts with this general policy, the more specific notice applies to that product and processing activity.
Who we are and our role
Element Labs is a South African software and systems engineering studio. For direct enquiries, account administration and our own website, Element Labs generally acts as the responsible party or data controller.
For business software used by a customer organisation, that customer may determine why and how employee, contractor, client or operational information is processed. In that context, the customer is generally the responsible party and Element Labs acts as an operator or service provider under the customer’s instructions.
Information we may process
The information depends on the product, enabled features and how an organisation configures the software. It may include:
- Account and contact information: name, email address, telephone number, company, role, account identifier and authentication records.
- Organisation and workforce information: tenant or company membership, employee number, assigned role, supervisor and authorised device relationships.
- Operational information: work orders, jobs, properties, fields, inventory, recipes, equipment, checklists, audit records and customer-entered business records.
- Location and environmental information: GPS coordinates, field or property location, capture accuracy, timestamps and weather or environmental snapshots when a relevant feature is enabled.
- Photos, video and files: proof-of-work photographs, inspection media, short verification video or documents when configured by the customer organisation.
- Device and technical information: device identifiers, paired-device status, application version, local sync status, diagnostics, security events and error records.
- Enquiries and support: information included in website forms, email, telephone or WhatsApp conversations with us.
How we use information
We process information to provide, secure, support and improve our services; authenticate users and devices; enable customer-configured workflows; synchronise authorised operational records; provide support; maintain auditability; comply with legal obligations; and protect users, customers and our systems.
Where applicable, processing is based on consent, performance of a contract, compliance with law, protection of legitimate interests, or the customer organisation’s lawful instructions. We do not sell personal information.
Security and data handling
We use administrative, technical and organisational safeguards appropriate to the nature of the information. These may include tenant separation, role-based access, encrypted network transport, private storage, device pairing, audit trails, access controls, local device protection and restricted operational permissions.
No system is completely secure. Customers and users must protect their credentials, devices and authorised access. Suspected security incidents should be reported to us promptly.
Retention and deletion
We retain information only for as long as reasonably necessary to provide the service, satisfy customer-configured operational and audit requirements, meet contractual or legal obligations, resolve disputes and maintain security. Retention periods vary by product, customer configuration and record type.
Offline-capable products may retain encrypted or access-controlled local records on authorised devices until they are synchronised, archived or removed through the relevant product workflow.
Your privacy rights
Subject to applicable law, including South Africa’s Protection of Personal Information Act (POPIA), you may request access to personal information, correction of inaccurate information, deletion where appropriate, restriction or objection to certain processing, and information about the identity of relevant service providers.
If your information belongs to a customer organisation’s workspace, please contact that organisation first. We will assist the organisation where required.
Account and data deletion requests
To request deletion of an Element Labs or ChemSpray account and associated personal information, email admin@elementlabs.co.za with the subject “Account and data deletion request”. Include the product name, account email, company or tenant name and enough information for us to verify the request.
We will confirm the applicable process and may need to coordinate with the customer organisation that controls the workspace. Information required for legal, security, audit or dispute-resolution purposes may be retained only for the period required.
Product-specific notices
ChemSpray
ChemSpray is an agricultural operations platform for authorised business users. Depending on enabled features, it may process tenant accounts and memberships; field, property, job, chemical, inventory and equipment records; operator and supervisor assignments; GPS and timestamps; weather decision snapshots; proof photographs or short proof video; device pairing and synchronisation information; and operational audit trails.
ChemSpray is designed for offline-capable use. Authorised operational information may be stored locally on a device and synchronised to tenant-scoped cloud services when connectivity is available. Customer organisations control their users, operational configuration and lawful basis for workforce or field-data processing.
Element Labs website and assessment
When you contact us, start a project conversation or use an assessment, we process the information you choose to provide so that we can respond, evaluate your requirements and maintain a record of the engagement.
When a future Element Labs product processes materially different information, we will add a product-specific notice or publish a separate policy before that processing begins.
Contact and complaints
Privacy enquiries may be sent to admin@elementlabs.co.za. Please identify the product and customer organisation involved so that we can route the request correctly.
You may also have the right to submit a complaint to the Information Regulator of South Africa. We encourage you to contact us first so that we can investigate and respond directly.
Changes to this policy
We may update this policy when products, laws, service providers or data practices change. The updated version will be published on this page with a revised “last updated” date. Material changes may also be communicated within the relevant product or through the customer organisation.