Privacy Policy

1. Introduction

Apis Nexus (“we”, “us”, or “our”) operates the Hive Mind mobile application (the “App”) and related services. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you use the App and our Hive Mind platform.

We process personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) and other applicable South African law.

2. Responsible party

The responsible party for personal information processed through Hive Mind is:

• Name: Apis Nexus
• Website: https://apis-nexus.co.za
• Email: info@apis-nexus.co.za

Full company registration details are available on request by contacting us at the email address above.

3. Scope

This policy applies to:

• The Hive Mind mobile app for Android and iOS (package name com.apisnexus.hivemind)
• The Hive Mind API and related backend services accessed through the App (for example api.apis-nexus.co.za)

It does not apply to third-party websites or services that we do not control, including Google Maps when opened outside the App.

4. Information we collect

We collect personal information that you provide, that is generated through your use of the App, or that we receive from your device when you grant permission.

4.1 Account and profile information

• Username, email address, and password (passwords are stored hashed on our servers; we never store plain-text passwords)
• Name and surname
• Mobile phone number and country code
• Province (South Africa)
• Role within your organisation (for example owner, manager, or field worker)
• Emergency contact name and number (if provided)

4.2 Authentication and session data

• Access and refresh tokens stored securely on your device until you log out
• One-time verification codes and password-reset tokens (short-lived on our servers)

4.3 Location information

With your permission, we collect device location data (GPS coordinates and related accuracy information) when you:

• View sites and plan routes on the map
• Use turn-by-turn driving navigation
• Place or edit sites and storage locations
• Record hive positions or inspection GPS readings
• Sync route events while offline

4.4 Photos and audio

• Photos captured with the camera or selected from your photo library for site navigation instructions, hive setup, and event records
• Voice recordings captured with the microphone for site navigation instructions and inspection notes

4.5 Contacts (optional)

If you choose to import a contact when adding a team member or entering a site or storage contact, we access only the contact details you select (such as name and email). We do not upload your full contact list.

4.6 Operational and business records

Information you enter while managing your beekeeping operation, including:

• Sites, storage locations, addresses, and coordinates
• Hive records, inspections, harvests, and component scans
• Routes, drive events, and navigation-related data
• Team member details you create or manage
• Site and storage contact details (name, phone, email)
• Event scheduling and assignment data

4.7 Device and local storage

• Cached API responses stored locally for faster loading and limited offline use
• Draft inspection data and pending sync queues until submitted or cleared
• Network connectivity state to trigger sync when back online

4.8 What we do not collect

• We do not use analytics, advertising, or crash-reporting SDKs in the App
• We do not collect payment card numbers; subscription payments are processed by PayFast

5. How we use your information

We use personal information to:

• Create and manage your account and authenticate you
• Provide Hive Mind features (hive management, mapping, navigation, inspections, traceability, team management, and related tools)
• Store and display your operational records
• Send transactional emails (verification, password reset, invitations, shared credentials, and reports you request)
• Process subscription status and billing events via PayFast
• Maintain security, prevent abuse, and troubleshoot issues
• Comply with legal obligations

Supply of certain information is mandatory to use the App (for example email and password at registration). Location, camera, microphone, and contacts are optional and only accessed when you use features that require them.

6. App permissions

You can revoke permissions through your device settings. Some features will not work without the relevant permission.

7. Third-party services

We share information with service providers only as needed to operate Hive Mind. These providers process data on our instructions and under their own terms and privacy policies where applicable.

When you open Google Maps outside the App (for example via a directions link), Google processes data under its own policies.

8. Storage, hosting, and security

Hive Mind is designed with data sovereignty in mind. Our primary application data and database are hosted in South Africa. User-uploaded media is stored in object storage configured for the af-south-1 (Cape Town) region.

We protect personal information using measures including:

• Encrypted transport (HTTPS/TLS) for API communication in production
• Password hashing (BCrypt) and short-lived JWT access tokens
• Secure on-device storage for authentication tokens
• Role-based access controls within the platform
• Soft-delete and audit metadata on core records

No method of transmission or storage is completely secure. We cannot guarantee absolute security, but we work to protect your information using appropriate technical and organisational measures.

9. Retention

We retain personal information for as long as needed to provide the service and meet legal obligations. Examples include:

• Account data: For the life of your account and a reasonable period after closure or deletion request
• Operational records: For your active subscription period and according to your plan’s data retention period (typically 6–12 months, as described in subscription plans)
• Authentication tokens on device: Until you log out or clear app data
• Local app cache: Typically up to 12 hours
• One-time codes and reset tokens: Minutes to 48 hours
• Generated QR PDF files: Up to 24 hours on our servers
• Server logs: Limited retention (typically up to 7–8 days for aggregated monitoring logs)
• Transactional email logs: Retained for operational and compliance purposes

Account deletion is described in Section 10 and on our Delete Account page.

10. Account deletion

Hive Mind is operated by Apis Nexus. You can request deletion in the App (Settings / Profile → Leave organisation or Delete account) or by emailing info@apis-nexus.co.za if you cannot sign in. Step-by-step instructions are on Delete Account.

In-app deletion uses a 7-day grace period. You stay signed in and can cancel the request in the App before the due date.

10.1 Managers and field workers

After the grace period, your login is removed from the organisation. Password and contact details (name, phone, emergency contacts) are cleared. Username and email stay reserved on the soft-deleted record so they cannot be reused by a new signup. Reactivation, if needed, is handled by Apis Nexus on request. Shared sites, hives, and other organisation records stay with the owner.

10.2 Account owners

• Transfer ownership to a manager: you leave immediately. Sites, hives, media, and billing stay with the organisation under the new owner.
• Wipe the organisation after the grace period: organisation records (sites, hives, events, routes, team access) are soft-deleted. Uploaded photos and recordings are deleted from object storage. A paid PayFast subscription is cancelled when we hold a billing token (hobbyist / free plans have none).

10.3 What we retain after deletion

• Reserved username and email on the soft-deleted user row
• Transactional email logs and ownership-transfer audit records
• Legal or billing records PayFast may keep under their own policy

11. Sharing and disclosure

We do not sell your personal information. We may share information:

• With the third-party processors listed in Section 7
• With other users in your organisation according to your role and team structure (for example managers viewing field worker activity within the same account)
• When required by law, regulation, court order, or governmental request
• To protect the rights, safety, and security of Apis Nexus, our users, or others

12. Your rights under POPIA

Subject to POPIA, you have the right to:

• Request access to personal information we hold about you
• Request correction or deletion of inaccurate or outdated information
• Object to processing in certain circumstances
• Request restriction of processing in certain circumstances
• Withdraw consent where processing is based on consent (without affecting prior lawful processing)
• Lodge a complaint with the Information Regulator (South Africa)

To exercise these rights, email info@apis-nexus.co.za. We may need to verify your identity before responding. We will respond within the timeframes required by law.

Information Regulator (South Africa):
Website: www.inforegulator.org.za

13. Children

Hive Mind is a business application and is not directed at children under 18. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will take steps to delete it.

14. International transfers

Our primary hosting is in South Africa. Some third-party services (in particular Google Maps Platform and Google Navigation) may process data on servers outside South Africa under their own terms. Where personal information is transferred across borders, we take reasonable steps to ensure appropriate safeguards consistent with POPIA.

15. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top will reflect the latest version. Material changes will be communicated through the App or by email where appropriate. Continued use of Hive Mind after changes take effect constitutes acceptance of the updated policy.

16. Contact us

For privacy questions, access requests, or complaints:

• Email: info@apis-nexus.co.za
• Website: https://apis-nexus.co.za