Privacy policy

Who we are

TaskExpress is a ticketing and support-desk service operated by Khanyisa Real Systems (Pty) Ltd. This policy explains what personal information TaskExpress collects, why, and what you can ask us to do with it. It applies to the TaskExpress website and application at taskexpress.co.za.

We are responsible for the personal information we collect to run your account and sign you in. For the content a customer's workspace holds, the customer decides what is stored and why, and we process it on the customer's behalf.

What we collect

• Sign-in details. When you sign in with Microsoft or Google we receive your name, your email address and, where the provider shares one, your profile picture. We do not receive your password.
• Workspace content. Tickets, comments, attachments, wiki articles and other content that you and your colleagues add to a workspace, together with the names and email addresses of the people involved.
• Email you send to a workspace. If you email a TaskExpress workspace address, we keep the message, its attachments and your sender name and address so that it can be handled as a ticket or a reply.
• Preferences. Settings you choose, such as your time zone, language and leave dates.
• Technical and audit records. Sign-in provider, activity logs of changes made in a workspace, and standard server logs, used to run and secure the service.

How we use it

We use personal information to sign you in, show you the workspaces you belong to, run the ticketing features, send the notifications and emails you would expect from them, translate content into your language, provide AI-assisted features where they are switched on for your workspace, keep the service secure and fix problems.

Information from Google and Microsoft

When you choose to sign in with Google, we ask Google for only your basic profile: your name, email address and profile picture. We use that information only to identify you and sign you in to TaskExpress. We do not use it for advertising, we do not sell it, and we do not share it with anyone except the service providers listed below, who help us run TaskExpress. We handle Microsoft sign-in details in the same way.

Who else handles it

We use these providers to run the service. They process information for us and only for that purpose:

• Microsoft Azure, for hosting, database, file storage, search, translation and AI features.
• Mailgun, for sending and receiving email.
• Microsoft and Google, as sign-in providers.

Content in a workspace may be sent to the AI and translation services to produce summaries, suggestions or translations. We do not sell personal information.

We may also disclose personal information where the law requires it, to protect rights or safety or investigate fraud, or if the business is merged or sold, in which case we will tell you.

Where your information is processed

TaskExpress stores its data, including the database, files and search index, in Microsoft Azure's South Africa North region. Some processing happens outside South Africa:

• AI features and translation. Content sent to these Microsoft Azure services may be processed in other regions, depending on how Microsoft routes the request.
• Email. Mailgun sends and receives workspace email through its servers in the United States.

These providers may use the information only to provide their service to us.

Cookies and local storage

TaskExpress uses one session cookie to keep you signed in, and stores a few preferences, such as your language, in your browser. These are needed for the service to work. We do not use advertising or tracking cookies.

How long we keep it

We keep workspace content for as long as the workspace is active, or until it is deleted at the workspace owner's request. Removing a person from a workspace removes their access, but tickets, comments and audit records they took part in stay with the workspace as part of its history. Backups and logs are kept only for as long as needed to run and secure the service.

Security

We use access controls, separation between workspaces and encryption in transit to protect personal information. No online service is completely secure, but we take reasonable steps to keep your information safe.

Your rights

Under South Africa's Protection of Personal Information Act (POPIA), you may ask us to tell you what personal information we hold about you, to correct it, or to delete it, and you may object to how it is used. Content in a workspace is controlled by that workspace's owner, so we may need to involve them in your request. If you are not satisfied with how we handle it, you may complain to the Information Regulator. We will respond to a request within 30 days.

Children

TaskExpress is a workplace tool and is not directed at children. If you believe a child has given us personal information, contact us and we will delete it.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.

Contact us

For questions or requests about your personal information, email info@krs.co.za or phone +27 (0) 21 681 2900 (Monday to Friday, 9am to 5pm South African Standard Time).