Privacy Policy

Mine Camp Manager (Pty) Ltd — Last Updated: 2 March 2026

1. Introduction

Mine Camp Manager (Pty) Ltd (“MCM”, “we”, “us”, or “our”) respects your privacy and is committed to protecting personal information in accordance with applicable data protection laws.

This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you:

  • Visit our website
  • Enquire about our services
  • Use our software platform
  • Interact with us in a business capacity

We process personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA), and where applicable, international data protection regulations.

2. Who We Are

Mine Camp Manager (Pty) Ltd
Republic of South Africa

Email (Privacy Enquiries): privacy@minecampmanager.com
Website: https://minecampmanager.com

MCM provides enterprise software solutions to corporate clients, primarily within the mining and industrial sectors, for the management of accommodation, workforce movement, travel coordination, and related operational functions.

3. Scope of This Policy

This Privacy Policy applies to:

  • Website visitors
  • Prospective clients
  • Corporate clients
  • Authorised users of the MCM platform
  • Individuals whose personal information is processed within our systems

Where we process personal information on behalf of a corporate client, that client acts as the “Responsible Party” (or data controller), and MCM acts as an “Operator” (or data processor) in terms of applicable legislation.

4. Categories of Personal Information We Process

Depending on the context, we may process the following categories of information:

A. Website & Business Enquiries

  • Name and surname
  • Email address
  • Telephone number
  • Company name and role
  • IP address and browser metadata

B. Platform Data (Processed on Behalf of Clients)

  • Employee or contractor identification details
  • Personnel or payroll numbers
  • Job titles, grades, and departmental information
  • Travel booking and movement records
  • Accommodation allocation data
  • Workforce scheduling and roster information

We do not sell personal information to third parties.

5. How We Collect Information

We collect information:

  • Directly from you via website forms or email correspondence
  • Through contractual onboarding processes
  • Via authorised integrations with client HR or ERP systems
  • Through normal platform usage

All information processed is either provided directly, authorised by the client, or generated through legitimate operational use of the system.

6. Purpose of Processing

We process personal information for the following purposes:

  • Delivering and maintaining our software services
  • Managing workforce accommodation and travel systems
  • Enabling authorised access to the platform
  • Ensuring system integrity and security
  • Complying with legal and contractual obligations
  • Improving functionality and performance

We process information only for legitimate business purposes and in accordance with contractual agreements.

7. Lawful Basis for Processing

Where applicable, we rely on:

  • Contractual necessity
  • Legitimate business interests
  • Legal obligations
  • Client instruction (in our capacity as Operator / Processor)

8. Disclosure of Personal Information

We may disclose personal information to:

  • Hosting and infrastructure providers
  • Technology and integration partners
  • Professional advisors (legal, audit, compliance)
  • Regulatory authorities where required by law

All third-party service providers are contractually obligated to maintain appropriate confidentiality and security safeguards.

We do not disclose personal information for marketing resale purposes.

9. Cross-Border Data Transfers

MCM operates internationally. Where personal information is transferred across borders, we implement appropriate safeguards to ensure continued protection in accordance with applicable data protection laws.

10. Data Security

We implement appropriate technical and organisational measures to protect personal information against:

  • Unauthorised access
  • Accidental loss
  • Misuse or alteration
  • Unlawful disclosure

Security measures include:

  • Secure hosting environments
  • Access controls and role-based permissions
  • Encryption protocols where appropriate
  • Monitoring and system integrity controls

11. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law or contractual agreement.

Retention of client platform data is governed by the applicable service agreement.

12. Data Subject Rights

Subject to applicable law, individuals may have the right to:

  • Request access to personal information
  • Request correction of inaccurate information
  • Request deletion (subject to legal and contractual limitations)
  • Object to certain processing activities

Where MCM acts as an Operator on behalf of a client, requests may be referred to the relevant Responsible Party.

Requests may be submitted to: privacy@minecampmanager.com

13. Cookies & Website Usage

Our website may use cookies or similar technologies to:

  • Improve user experience
  • Analyse website traffic
  • Maintain security

Users may configure their browser settings to decline cookies if preferred.

14. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, legal requirements, or service offerings.

The latest version will always be available on our website, with the updated revision date clearly indicated.

15. Contact Details

For privacy-related enquiries or concerns, please contact:

Email: privacy@minecampmanager.com

If you believe your personal information has been processed unlawfully, you may lodge a complaint with the Information Regulator of South Africa.