Terms of Service

These terms are an agreement between you and YG Engineering (Pty) Ltd (registration number 2026/810846/07), who provides Trakcenta ("we", "us"). "You" means the business that uses Trakcenta (the "customer"). If you accept these terms for a business, you confirm that you may bind it. The Privacy Policy forms part of these terms. The details the Electronic Communications and Transactions Act asks for are in section 22.

We have written these terms in plain language. If anything is unclear, ask us before you accept.

1. The service
2. Free trial
3. Plans, fees and payment
4. How long this lasts, and stopping
5. Your data
6. Personal information (POPIA)
7. Accounts and security
8. Using Trakcenta properly
9. Support and support access
10. Availability and backups
11. Your maintenance and safety duties
12. Trakcenta Academy
13. Ownership of Trakcenta
14. Promises and liability
15. Suspending access
16. Changes
17. Notices
18. Disputes and law
19. General
20. If our business changes hands
21. If you are a consumer
22. Our details (ECTA section 43)

1. The service

Trakcenta is an online maintenance management system: assets, requests and work orders, planned maintenance, stores and purchasing, contractors, calibration, safety, compliance certificates, OEE, root cause analysis, dashboards and KPIs. It comes with a phone app, alerts, a Help Centre and the Trakcenta Academy. What your company has depends on its plan and the add-ons it chose; optional modules and add-ons (such as multi-site) are switched on by us for your company.

We keep improving Trakcenta, so screens and features change. We won't take away a core feature you rely on without telling you at least 30 days ahead.

2. Free trial

• The trial is free for 30 days, for the key people and machines agreed with you. No payment details are needed.
• At the end of the trial, your workspace is locked unless you subscribe. We keep it for 30 days in case you decide to continue; after that it is deleted.
• During the trial, Trakcenta is provided as it is, without the promises in section 14 about the paid service.

3. Plans, fees and payment

• Prices are those on our website or in the quote we gave you, in South African Rand.
• Onboarding (setting up the rest of your site and training your team) is paid once, upfront, after the trial and before onboarding starts.
• Subscriptions are paid monthly in advance. The Care plan, if you choose it, is paid in advance with your subscription.
• Work beyond the onboarding scope (such as extra sites, custom imports or special training) is quoted first and charged separately.
• Invoices are payable within 7 days by EFT to the account on the invoice. We never ask for card details on our website.
• If an invoice is unpaid 14 days after its due date, we may lock your workspace after telling you in writing. Your data is kept, and access comes back once you have paid.
• We may change prices with at least 30 days' written notice. You can stop before the new price applies.
• Fees already paid are not refunded for part of a month, except where the law requires it (see section 21).

4. How long this lasts, and stopping

• After the trial, your subscription runs month to month until you or we end it.
• You may stop at any time by telling us in writing, or by asking to close your company under Company details. It ends at the end of the month you have paid for.
• We may end it by giving you 30 days' written notice. We may end it sooner if you seriously break these terms and don't put it right within 14 days of us asking, or if the law requires it.
• When it ends, you have 30 days to export your data (section 5). After that we delete your workspace, and it disappears from backups within 90 days.

5. Your data

• Your data belongs to your business. This covers everything you and your users put into Trakcenta: assets, jobs, records, documents and photos.
• You allow us to host, copy, process and display it only to provide, secure, support and improve Trakcenta for you, and as these terms and the law allow.
• We may use statistics about how Trakcenta is used, combined and anonymised so that no business or person can be identified, to improve Trakcenta. We never sell your data.
• You can export everything at any time, from Company details, as a file you can open in other systems.
• You are responsible for what you put in, for having the right to put it in, and for its accuracy.

6. Personal information (POPIA)

For personal information in your workspace (for example your employees' names and contact details), you are the responsible party and we are your operator under POPIA. This section is the written agreement POPIA section 21 requires.

What we do

• We process it only to provide Trakcenta under these terms and your use of it, which are your instructions. We treat it as confidential, and process it for nothing else, unless the law requires it (section 20).
• We keep it secure with the measures in section 7 of the Privacy Policy, and keep them up to date (section 19).
• It may be stored and processed on secure servers outside South Africa, only where that country's laws, or a binding agreement, give protection at least as strong as POPIA's, as section 72 of POPIA requires.
• We use only the service providers listed in the Privacy Policy, under obligations like ours. We tell you of a new provider before using it, so you can object.
• If we believe your personal information has been accessed or acquired without authority, we tell you without undue delay and within 72 hours of becoming aware. We give you what you need to notify the Information Regulator and the people affected, and help you limit the harm.
• We help you answer requests from your people (for access, correction or deletion) and from the Information Regulator.
• When your subscription ends, we delete your workspace as section 4 describes.

What you do

• You make sure you may collect and use the information you put into Trakcenta, and that your people know what is recorded about them and why (POPIA section 18).
• You record only what you need. Health information in safety reports should be limited to what your duties under the Occupational Health and Safety Act and COIDA require.
• You notify the Information Regulator and the people affected when a breach requires it.
• You handle requests from your people about their information, with our help.

7. Accounts and security

• Your administrators decide who uses Trakcenta and with which role, and remove people who leave.
• Each person uses their own login. Keep passwords secret, and use two-step sign-in where Trakcenta asks for it.
• Tell us at once if you think an account has been misused.
• You are responsible for what your users do in Trakcenta.
• Your plan has a number of users and machines. Operator screens (shared request-station PCs or tablets) don't use a user seat. Contractor logins see only their own jobs.

8. Using Trakcenta properly

You and your users may not:

• use Trakcenta for anything unlawful, or to store information you have no right to hold;
• try to get into other customers' data or parts of Trakcenta you have no rights to, or test its security without our written permission;
• upload anything harmful, such as malware;
• copy, take apart or resell Trakcenta, or build a competing product from it; or
• load our systems with automated traffic beyond normal use.

9. Support and support access

• Email support is included in every plan. The Care plan adds a monthly planning session, health checks and priority WhatsApp support.
• Support access: we look inside your workspace only if your owner switches it on, for the time they choose. It is read-only, nothing can be changed or downloaded, and every visit is recorded for you to see.
• We never ask for your password, and never keep anyone's password.
• If you have no suitable mailbox for Trakcenta's emails, we set one up on your own company domain, in your company's name. We never change your existing email settings.

10. Availability and backups

• We aim to keep Trakcenta available at all times. Planned maintenance is done outside working hours where possible, and announced when it could disturb you.
• Backups are kept for 90 days.
• The phone app keeps working through short losses of signal and sends your work when the connection returns.
• We can't promise Trakcenta will never be interrupted. Internet, power supply and our service providers are partly outside our control.

11. Your maintenance and safety duties

Trakcenta helps you plan and record maintenance, safety and compliance. It doesn't take over your legal duties under the Occupational Health and Safety Act, its regulations, COIDA and other laws, or your duty to keep your plant and people safe. Those stay with you.

Reminders, KPIs, the compliance register's starter list and the legal guidance in safety reports are aids, not legal or engineering advice. Check intervals and duties with your competent persons, inspectors and advisers. Don't rely on an alert or reminder alone for anything that could harm people.

12. Trakcenta Academy

The Academy is Trakcenta's in-house training. It is not accredited by SAQA, the QCTO or a SETA, and its certificates are not formal qualifications. A certificate confirms that the person completed the Trakcenta course and passed its exam. Anyone with a certificate's code can check it online; the check shows the person's name, the course, the date and whether it is still valid.

13. Ownership of Trakcenta

Trakcenta (its software, design, content, courses and name) belongs to us. You get the right to use it under these terms while your subscription lasts. If you send us ideas or feedback, we may use them freely.

14. Promises and liability

• We provide Trakcenta with reasonable skill and care, and in line with these terms.
• As far as the law allows, we give no other promises, for example that Trakcenta suits every purpose or never makes mistakes.
• As far as the law allows, we are not liable for indirect or consequential loss, such as lost production, profit or business, however it arises.
• As far as the law allows, our total liability for all claims in connection with Trakcenta is limited to the fees you paid us in the 12 months before the event that led to the claim.
• None of this limits liability for our gross negligence, fraud or deliberate wrongdoing, or anything the Consumer Protection Act or other law doesn't allow us to limit.
• You are responsible to us for claims that arise because you or your users break the law or these terms with Trakcenta, for example by storing information without the right to.

15. Suspending access

We may suspend access, as narrowly as we can, if an invoice is unpaid as described in section 3, if your use threatens Trakcenta's security or other customers, or if the law requires it. Except in an emergency, we tell you first. We restore access as soon as the reason is resolved.

16. Changes

We may update these terms. We will email your account owner at least 30 days before a change that affects you takes effect, and show the new version here. If you don't agree, you may stop before the change applies, without penalty. If you keep using Trakcenta after that, the new terms apply.

17. Notices

We send notices to your account owner's email address. You send notices to info@trakcenta.co.za. Legal documents may be served on us at 43 Hatfield Avenue, Albemarle, Germiston, 1401, which we choose as our address for that purpose (domicilium citandi et executandi).

18. Disputes and law

• South African law applies.
• If there is a dispute, tell us in writing. We will both try in good faith to settle it within 15 business days.
• If it isn't settled, either of us may go to a court with jurisdiction. You and we agree that the Magistrate's Court may hear it, even if the amount is above that court's usual limit.
• This doesn't take away any right to go to the National Consumer Commission, the Information Regulator or another regulator.

19. General

• These terms, the Privacy Policy and any written quote we accepted together are the whole agreement. If a quote and these terms disagree, the quote wins for what it covers.
• If a court finds any part of these terms invalid, the rest still applies.
• If we don't enforce a right at once, we haven't given it up.
• Neither of us is responsible for delays caused by events outside reasonable control, such as power cuts and load-shedding, network failures, natural disasters or unrest. We will do what we reasonably can to keep Trakcenta running through them.
• You may not transfer this agreement without our written consent.

20. If our business changes hands

We may transfer this agreement to a related company, or to a buyer of the Trakcenta business, if it takes on our duties to you under these terms and the Privacy Policy. We will tell you before it happens.

21. If you are a consumer

If the Consumer Protection Act applies to you, for example if you are an individual, or a business with assets and turnover below the threshold the Act sets, you keep all your rights under that Act. Nothing in these terms limits them. If you are an individual buying Trakcenta online, you may also cancel within 7 days of the agreement without reason or penalty, as ECTA section 44 allows. Any payment is then refunded within 30 days, less the direct cost of returning anything to us.

22. Our details (ECTA section 43)

Also see our Privacy Policy, Terms of Service and PAIA and POPIA Manual.