Privacy Policy

Last updated: 11 September 2026 · Policy version: 2026-09-11

WILPRO ("the App", also published as WIL Logbook) is a Work-Integrated Learning logbook for environmental health students, the practitioners who supervise them in the field, and the lecturers who assess them. This policy describes, in plain terms, what personal information the App collects, what it does with it, where it is kept, and how you can have it corrected or deleted. It is written to match what the App actually does; when the App changes in a way that matters, this page and its version number change with it.

1. Who is responsible for your information

WILPRO is operated jointly by CHEMS-Hub (Pty) Ltd and Sky3ware Studios (Pty) Ltd, both South African companies. For the purposes of the Protection of Personal Information Act, 2013 ("POPIA") they are joint responsible parties: they decide together why and how your information is processed, and either can act on any request you make under this policy.

Contact for anything in this policy, including access, correction, objection and deletion requests: hello@wilpro.app.

You may also lodge a complaint with South Africa's Information Regulator: inforegulator.org.za · complaints.IR@justice.gov.za.

2. What we collect, and why

Information	Where it comes from	Why we need it
Account details — full name, email address, student or staff number, year level, role (student / practitioner / lecturer / auditor / admin)	You, at registration; or an administrator or lecturer who registers or invites you	To create and identify your account and show you the right features
Practitioner details — practice number, employer or municipality	You, or the lecturer who links you to a student	To record who signed off each logbook day; the practice number is part of the sign-off
Consent record — the date and time you accepted this policy, and its version	Recorded when you register in the App	To keep proof of the lawful basis for processing (POPIA §11) and to ask again if the policy changes materially
Inspections and logbook days — site address, visit date and time, inspection type, your answers and comments for each checklist point, submission status and dates	You, when you complete an inspection	The core purpose of the App: keeping your WIL logbook
Sign-offs and decisions — who signed or approved a day, their practice number, the timestamp, and any note returned with it	Your supervising practitioner and your lecturer	Assessment and crediting of your WIL work; the audit trail the programme relies on
Report and logbook PDFs — documents generated from the records above, containing your name and student number	Generated by the App when you submit, or when a lecturer exports a logbook	So that you, your lecturer and an auditor have a fixed record
Bookings — title, inspection type, start and end time, notes	You	To plan inspections and remind you of them
Placement record — host organisation, role, location, status, dates, milestones, linked documents, and the name, role, phone and email of your workplace mentor	Your lecturer or an administrator	To supervise your placement. (Mentor contact details are a third party's personal information; they are used only to reach the mentor about your placement.)
Push-notification device tokens — an identifier Google assigns to each device where you are signed in	Your device, via Firebase Cloud Messaging	To deliver announcements to your phone when the App is closed
Account moderation — if an administrator suspends your account: the reason, who did it, and when	Administrators	To run the programme and, if needed, explain a suspension to you

We do not collect your precise GPS location, contacts, photos, payment information, or advertising identifiers. The site address you type into an inspection is the only location information we hold.

3. How your information is used

Providing the service — showing your logbook, inspections, bookings, placement and feedback to you, to the practitioner and lecturer you are assigned to, to programme administrators, and to any auditor your lecturer has provisioned (view only).
Generating and storing PDFs — when you submit an inspection the App builds a PDF and uploads it to Firebase Storage, where it is kept with your record until your account or the record is deleted.
Announcements (push notifications) — when a lecturer publishes an announcement, a Cloud Function sends its title and text through Firebase Cloud Messaging (a Google service) to the device tokens registered to each recipient's profile. Google processes the message in order to deliver it.
Inspection reminders — reminders for your own bookings are scheduled locally on your device; they are not sent through any server.
Access control and moderation — your role and assignments decide what you can see; security rules enforce this on the server. Administrators can suspend an account, which also disables its login.
Administration — administrators can view profiles and manage accounts to run the programme.

We do not sell, rent or share your information for marketing. The App contains no advertising, analytics or crash-reporting SDKs, and this website sets no cookies.

4. Where your information is stored and how it is protected

All App data is stored in Google Firebase, which processes it on our behalf as our operator (processor) under Google's data-processing terms. The services used are Firebase Authentication (your login), Cloud Firestore (records), Firebase Storage (PDF files), Cloud Functions (server-side account operations) and Firebase Cloud Messaging (announcement delivery). Data is encrypted in transit (TLS) and at rest.

The Cloud Firestore database is located in Google's africa-south1 (Johannesburg) region, so your records are held in South Africa. Cloud Functions and Firebase Cloud Messaging run on Google infrastructure that may be outside South Africa; such transfers rely on Google's data-processing terms, which commit Google to a level of protection consistent with POPIA §72.

Access is restricted by Firestore and Storage security rules that are tested automatically before every release:

a student can read and write only their own records;
a practitioner can see and sign only the days of students linked to them;
a lecturer can read and assess only the records of students assigned to them;
an auditor can read, but never change, the records they were invited to see;
an administrator can read all records and manage accounts;
a suspended account loses all access immediately.

5. Who else receives your information

Recipient	What they receive	Their policy
Google LLC (Firebase) — operator / processor	Everything in §2, as our hosting and infrastructure provider; announcement title and text, for delivery	policies.google.com/privacy · firebase.google.com/support/privacy
Google Sign-In (only if you choose it)	Your Google account's email and name, to sign you in	As above
Netlify, Inc. — hosts this website	If you send a pilot request through the form on this site: the name, institution, role, email and message you type	netlify.com/privacy
Your practitioner, lecturer, auditor and programme administrators	Your records, as described in §4	Your institution's own policies

No other third party receives your information.

6. How long we keep it, and how deletion works

Your information is kept for as long as your account exists.

You can delete your account yourself at any time: in the App, go to Profile → Settings → Account removal → Delete my account, and confirm with your password (or with Google). This runs a server-side deletion that removes:

your profile and your login;
every inspection you created, its checklist answers, and the PDF files generated from them;
your bookings and your placement record;
notes and feedback written about your work;
any files stored under your account.

The same deletion runs when an administrator removes your account. You can also email us at the address in §1 to have it done for you; we verify the request against your registered email and complete it within 30 days.

What is retained:

If you are a practitioner or lecturer, sign-offs, decisions, notes and announcements you wrote about students remain part of those students' records after your profile and login are deleted. They are the institution's assessment records, not your personal data. We retain them for as long as the student's account exists.
An administrator cannot delete their own account while holding the admin role; another administrator must revoke it first, so an institution cannot lock itself out.
Suspension (§2, account moderation) keeps the account and its data in place until it is lifted or the account is deleted.
Pilot requests sent through this website are kept until the conversation they started is closed, and for no more than 12 months.

Firebase may hold deleted data in backups for a short period before it is purged.

7. Children

The App is intended for tertiary-education students and staff (18 and over). We do not knowingly collect information from anyone under 18.

8. Your rights

Under POPIA you may:

access the personal information we hold about you — most of it is visible in the App itself;
correct it — you can change your sign-in email and password in Settings; for anything else, contact us;
delete it — see §6;
object to processing, or withdraw consent — withdrawing consent means deleting your account, because the App cannot function without the information in §2;
complain to the Information Regulator (contact details in §1).

We answer requests within 30 days and never charge for them.

9. Changes to this policy

When we change this policy we update the date and version at the top. If a change materially affects how your information is used, the App will ask you to read and accept the new version before you continue; otherwise continued use after the change constitutes acceptance.

10. Contact

WILPRO — CHEMS-Hub (Pty) Ltd and Sky3ware Studios (Pty) Ltd
Email: hello@wilpro.app
Website: wilpro.netlify.app