Account & Data Deletion

You can request deletion of your Actualogic account and all associated personal data at any time. This page explains how, what gets deleted, what may be retained for legal reasons, and how long it takes.

This applies to the Actualogic app on Google Play (formerly StaffPay AI), which is operated by StaffPayAi (Pty) Ltd, trading as Actualogic.

1. How to request deletion

Send an email to:

support@actualogic.co.za

Use the subject line:

Account Deletion Request

In the body of the email, please include:

• The email address registered to your Actualogic account
• Your company / organisation name (if you are an account admin)
• Confirmation that you understand deletion is permanent and irreversible

Your request must be sent from the email address registered to the account so we can verify your identity. If you no longer have access to that email, contact us first and we will arrange an alternative verification.

2. Are you an employee or an account admin?

If you are a business that subscribes to Actualogic (an account admin): email us as described above. Once we verify your identity, your subscription is cancelled and your entire organisation's data is queued for permanent deletion.

If you are an employee whose data was uploaded by your employer: your data belongs to your employer under the Protection of Personal Information Act (POPIA). Please contact your employer's HR or admin first to request removal. If your employer does not respond, you may then contact us at support@actualogic.co.za and we will assist where we can.

3. What will be deleted

Once your deletion request is processed, the following is permanently removed:

• Your admin account login credentials and password hash
• All staff records (names, ID numbers, contact details, addresses, bank details, next-of-kin)
• All sign-in / sign-out records and location history
• All biometric face templates and profile photographs*
• All payslips, payroll runs, and roster history
• All leave records, deduction balances, and loan / savings records
• All uploaded files (spreadsheets, documents, supporting attachments)
• All AI assistant chat history and support ticket messages
• All organisation settings and preferences

* Deleting an individual staff member's record deletes their face template and photograph immediately, at any time. For a full account closure, this same deletion of the underlying AWS facial-recognition records is a step we are still completing full automation of — if you need it confirmed for your account, tell us in your deletion request and we will verify it manually.

4. What may be retained

For South African tax and legal compliance, a small amount of information may be retained after account deletion:

• Payment / invoice records on PayFast: retained on PayFast's merchant terminal for SARS audit purposes (typically 5 years). We do not control these records; contact PayFast directly to query their retention.
• Backup snapshots: daily database backups may contain your data for up to 30 days after deletion before they are rotated out and overwritten.

5. Timeline

• Within 7 days: we acknowledge your request and verify your identity
• Within 30 days: the application data identified in section 3 is permanently deleted from our live systems (see the note in section 3 on biometric records for a full account closure)
• Within 60 days: data is rotated out of all backup snapshots
• You will receive email confirmation when deletion is complete

6. Cancellation grace period

If you cancel your subscription but do not request deletion, your data is automatically retained for 90 days so you can reactivate without losing anything. After 90 days, the same permanent deletion process described above runs automatically. We send email reminders at day 60, 80, and 89 before the automatic deletion runs.

7. Deletion is permanent

Once deletion is complete, your data cannot be recovered. Make sure to export anything you might need (payslips, staff records, payroll history) before submitting a deletion request. The Staff app and Admin web dashboard both have export functions for this purpose.

8. Questions or complaints

For any questions about deletion, your POPIA rights, or to escalate a request, emailsupport@actualogic.co.za. You may also lodge a complaint with the South African Information Regulator atinforegulator.org.za.