01
Who we are
This policy covers the Brooke app, the Brooke office portal and the forms on Brooke Refrigeration's websites. The responsible party for your personal information, under the Protection of Personal Information Act (POPIA), is Brooke Refrigeration.
Information Officer
info@brookerequip.co.zaThe app and portal are built and operated on Brooke's behalf by CodeBooth, which acts as Brooke's operator under POPIA and processes information only on Brooke's instructions.
02
What we collect
Your account
- Your name, email address, phone number, and the company you are with
- Your role - client, technician or office staff - and your language preference
The work we do for you
- Your sites and their addresses, and the equipment we service
- Fault reports, job cards, work done, parts used, refrigerant records and technician notes
- Photographs of the fault, the equipment and its nameplate, taken by you or by our technicians
- Messages between you and the Brooke office
Sign-off
- When work is signed off: the signature, the name of the person signing, the date and time, where the technician's phone was at that moment, and an identifier for that phone. This makes the completion record a reliable record of the work.
Your phone and our systems
- A notification token, so the app can send you notifications
- Technical logs such as IP address and time of access, kept for security and to fix problems
Location is only used at sign-off, and only on a technician's phone. The app does not track anyone's location at any other time.
03
How we use it
- To receive and respond to fault reports, schedule and carry out work, and keep records of it
- To keep you updated: notifications and emails about your reports, jobs and messages
- To send your signed completion record
- To send service reminders and news from Brooke, which you can turn off in the app or unsubscribe from by email
- To keep the app and our systems secure, and to meet our legal obligations
We use your information because we need it to provide our services to you, because it is in our legitimate interest to run and improve them, or because the law requires it.
05
How long we keep it
- Photographs you send with fault reports and messages are deleted 90 days after the work is finished.
- Job records and signed completion records are kept as Brooke's business records for as long as Brooke needs them for business, warranty and legal record-keeping.
- Your account is kept until you or your company ask us to close it.
- Technical logs are kept for a short period and then deleted.
06
How we protect it
Information is encrypted on its way between your phone and our servers. Access is limited by role: clients see only their own company's information, and technicians see only the jobs assigned to them. Photographs and documents are shared through links that expire.
07
Your rights
Under POPIA you can:
- ask what information we hold about you, and for a copy of it
- ask us to correct information that is wrong
- ask us to delete your information, subject to records we must keep
- object to us using your information, including for service reminders and news
- complain to the Information Regulator at inforegulator.org.za or POPIAComplaints@inforegulator.org.za
To use any of these rights, email info@brookerequip.co.za. To close your account, see Delete your account.
08
Notifications, reminders and news
Notifications about your reports and jobs are part of the service. Service reminders and news from Brooke can be turned off in the app's notification settings, and every news email has an unsubscribe link. You can also turn all notifications off in your phone's settings.
09
Children
The Brooke app is for businesses and their staff. It is not meant for anyone under 18, and we do not knowingly collect information about children.
10
Changes to this policy
If we change this policy, we update the date at the top of this page. If a change is significant, we tell you in the app or by email.