How DIANO IT looks after your information

• Your organisation: name, registration and VAT numbers, billing contact and address.
• Your sites: address, map pin and directions. Never gate or alarm codes; we ask for those by phone on the day.
• Your people who use the portal: name, e-mail, phone and role.
• Your devices: type, make, model, serial number and who uses it.
• Your calls and visits: what was wrong, messages, the technician's notes, photos, parts, and the signed job card.
• On a visit only, the technician's phone position at check-in and check-out, to show they were on site.

In Google Cloud in Johannesburg (africa-south1): the database, the files (job cards, signatures, photos) and the server code. One timer that checks service-level clocks runs in Belgium, because Google has no timer service in South Africa; it carries no personal information.

Technicians' phones keep their own jobs offline until they sync, and clear everything when they sign out.

• Google Cloud and Firebase: hosting, database, sign-in and file storage.
• Google Maps: directions and travel distance, once switched on.
• An e-mail service for service-level warnings and notices, once switched on.

Retention periods are being set with the lawyer. Until they are, nothing is deleted automatically, and the activity log is kept for as long as the account exists.

• DIALE staff see what their role needs. Technicians see only the jobs they are booked on, and only while they are booked.
• Every staff member, subcontractor and client administrator signs in with a password and a code from an authenticator app.
• Every change and every file opened is written to a tamper-evident activity log. Your administrator can see the activity on your account.

Before a subcontractor can be sent to you they need: a verified ID; a criminal record check less than 12 months old; a signed subcontractor agreement, NDA and POPIA operator agreement; professional indemnity cover of at least R1 million (R5 million for cloud or security work) and public liability cover of at least R1 million; and PSIRA registration for CCTV and alarm work. Their access ends automatically when any of these expires. We keep only the results and dates, never the detail of a criminal record.

If you think your information has been exposed, contact your DIALE account manager straight away. If it is DIANO IT that has been affected, we tell you immediately so you can notify the Information Regulator.