1. Scope and our role
OcuDock is a B2B logistics execution and coordination platform. It supports delivery appointments, supplier coordination, yard and dock planning, receiving, exceptions and operational reporting. It does not replace a customer's ERP, WMS or inventory system.
For customer-controlled platform data, the customer will usually be the POPIA responsible party and OcuDock will process that information as its operator, subject to the customer agreement and data-processing terms. OcuDock may act as a responsible party for website enquiries, account administration, platform security and its own business communications.
2. Personal information we process
Depending on how you interact with OcuDock, this may include:
- name, work email address, phone number, employer, role and account details;
- supplier, carrier, vehicle, driver and delivery-contact information;
- booking, arrival, receiving and exception records, including timestamps, notes and operational photographs;
- authentication, access, device, browser, IP address and audit-log information;
- support requests, demo enquiries, correspondence and communication preferences; and
- information a customer imports from, or links to, its ERP and other business systems.
3. Where information comes from
Information may come directly from you, from the organisation that gives you access to OcuDock, from suppliers or logistics partners participating in a workflow, or from a customer-authorised integration. Customers are responsible for ensuring that information they provide to OcuDock was collected and shared lawfully.
4. Why we process it
We process personal information where necessary to:
- provide, secure, support and improve the website and platform;
- authenticate users and apply role-based, tenant-scoped access;
- coordinate appointments, arrivals, receiving and operational notifications;
- maintain audit trails, investigate incidents and prevent misuse;
- respond to enquiries and administer customer relationships;
- meet contractual, regulatory and legal obligations; and
- establish, exercise or defend legal rights.
The lawful basis depends on the context and may include contract, legal obligation, legitimate interests, consent or another ground permitted by POPIA. We do not use customer operational data for unrelated advertising or model training unless this is expressly and lawfully agreed.
5. Sharing and service providers
Information may be shared with the customer that controls the relevant workspace, its authorised users and workflow participants, and vetted providers that support hosting, storage, email, messaging, monitoring and support. Providers may only use information for the contracted service and must protect it appropriately. We may also disclose information where required by law, a lawful authority or legal proceedings.
We do not sell personal information.
6. International transfers
Hosting, support or service providers may process information outside South Africa. Where personal information crosses borders, OcuDock and its customers must use the safeguards required by POPIA and the applicable customer agreement.
7. Retention and security
We keep personal information only for as long as needed for the stated purpose, customer instructions, contractual commitments, legitimate record-keeping and legal requirements. Retention periods can differ for operational records, photographs, audit logs and support correspondence. At the end of a customer relationship, export and deletion are handled in line with the customer agreement and applicable law.
OcuDock uses proportionate organisational and technical safeguards, including tenant isolation, role-based access, auditability and protected data transmission. No internet service can guarantee absolute security. Suspected security issues should be reported to hello@ocudock.app.
8. Your rights
Subject to POPIA and other applicable law, you may ask whether we hold your personal information, request access or correction, ask for deletion where appropriate, object to certain processing, withdraw consent, or complain about how information is handled. If your information belongs to a customer workspace, we may refer the request to that customer as the responsible party.
Send requests to hello@ocudock.app. You may also lodge a complaint with the Information Regulator (South Africa).
9. Changes to this notice
We may update this notice as the platform, providers or legal requirements change. The latest version and its update date will remain available on this page. Material changes affecting customer platform data will be handled in line with the relevant agreement.