Who We Are and What This Policy Covers
OurTeam is a team-building and staff-rostering service used by businesses in Johannesburg, Cape Town, Durban, Pretoria, Bloemfontein and other parts of South Africa. This policy explains how we handle personal information when you enquire about our services, use the platform, or interact with our support and training teams.
For the purposes of this policy, Astros Marketing (Pty) Ltd is the operator responsible for managing the information we collect and process. We process personal information in a lawful and reasonable manner, and only for purposes connected to providing our services.
- This policy applies to clients, staff users and authorised managers.
- It also applies to enquiries sent through our contact form.
- It covers information collected online and through service related communication.
Information We Collect
We collect information that is needed to set up accounts, manage rosters, support shift changes and assist with team communication. The exact information may vary depending on how your business uses the service. In many cases, this will include contact details, job roles, work locations and shift related information.
- Names, surnames and business contact details.
- Role information, roster preferences and site allocation.
- Messages, notes and records linked to shift swaps or team activities.
- Technical information such as device data and usage records where needed for security and service delivery.
We do not ask for more information than is reasonably required for the service. If you choose not to provide certain details, some functions may not work as intended.
How We Use Personal Information
We use personal information to provide scheduling tools, support shift swaps, send messages, and help with general team activities. We also use information to manage accounts, offer training, resolve queries and improve service quality. Where rosters are prepared, they should be handled in line with the Basic Conditions of Employment Act and related workplace rules.
- To create and manage user accounts.
- To prepare and update rosters.
- To support communication between managers and staff.
- To handle enquiries, training requests and ongoing support.
- To maintain service security and investigate misuse.
We may also use information for internal administration and record keeping. We keep this use limited to what is needed for business and compliance purposes, not more.
Sharing and Disclosure of Information
We only share personal information where it is necessary to provide the service, comply with the law, or protect our legitimate business interests. Information may be shared with authorised people within your organisation who need access for rostering or management purposes.
We may also disclose information if required by law, court order, or lawful request from a public authority. Any third party that processes information on our behalf must handle it with appropriate confidentiality and security safeguards.
- Authorised managers and supervisors within your business.
- Support and implementation staff involved in service delivery.
- Service providers acting under instruction and confidentiality obligations.
- Authorities where disclosure is required by law.
Security, Retention and POPIA Rights
We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access and unlawful disclosure. These measures are reviewed from time to time and may change as our service and risk profile change. No online system is completely risk free, but we work to keep information properly protected.
We keep personal information only for as long as needed for the purposes set out in this policy, or as required by law. Under POPIA, you may have rights to request access to your information, ask for correction of inaccurate details, or object to certain processing where the law allows it.
- Request access to personal information held about you.
- Ask for correction of incorrect or outdated information.
- Object to processing in certain circumstances.
- Lodge a complaint if you believe your information has been handled improperly.
Cookies, Communications and Contact
We may use cookies or similar tools to support site functionality, improve navigation and understand general usage patterns. These tools do not identify you by name on their own, but they may help us recognise repeated visits or remember settings where applicable.
By submitting a form or using our service, you may receive operational communication related to your account, rostering, training or support. If you contact us through the enquiry form on our contact page, the information you submit will be used to respond to your request and manage follow up.
If you are a business user and wish to exercise a privacy right, please use the contact form on our contact page and include enough detail for us to identify your request. We may need to verify your identity before acting on it.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in the law, our service, or the way we handle personal information. The updated version will apply from the date it is published. It is your responsibility to review it periodically.
If a change affects how we use personal information in a material way, we will take reasonable steps to bring it to your attention. Continued use of the service after an update means you accept the revised policy as far as the law allows.