Privacy Notice

Nika laboratory, trading as Nikas Lab Tracker, is the responsible party (data controller) for the personal information described in this notice. We operate the service from South Africa.

Payment card details, billing addresses and tax handling are collected and held by our payment provider, Paddle, as Merchant of Record — not by us.

• Your linked organisation. A practice and the laboratory it is linked to can see the cases, slips, messages, estimates and invoices that pass between them. Nobody else can.
• Our service providers who host the database and file storage, deliver transactional email, run our infrastructure, and provide support tooling. They act on our instructions and only for these purposes.
• Paddle, our Merchant of Record, for the sale of the subscription, subscription management, payments, tax compliance and invoicing.
• Professional advisers such as our auditors and lawyers, where needed.
• Authorities or courts, where we are required by law or to protect rights and safety.

We keep your account and organisation information while your account is open, and for a short period afterwards so you can reactivate. Case, slip, message and price-list information is kept while the relevant account is open, and deleted or anonymised within 30 days of the export window after access ends. Invoices and other accounting records are kept for five years, as South African tax law requires.

Our hosting providers may store and process information on servers outside South Africa. Where information leaves the country, we require the same level of protection through written contracts and appropriate technical safeguards.

Information is encrypted in transit, access is limited to people who need it, and the database enforces which organisation can read which rows, so a practice cannot see another practice's cases and a laboratory cannot see cases it is not linked to. We review our security measures as the service changes.

You may ask us for a copy of the personal information we hold about you, ask us to correct or delete it, object to processing, withdraw consent where processing rests on consent, and ask for your data in a transferable form. We will respond within 30 days. If you are unhappy with our answer, you may complain to the Information Regulator of South Africa.

We use only what is technically necessary to keep you signed in and to remember your view of the app — this is stored on your own device. We do not use advertising or marketing cookies, and we do not sell personal information.

The service is for dental professionals. We do not knowingly collect information from children, and patient information must only be entered by practices and laboratories that are entitled to hold it.

For any privacy question, or to exercise a right, contact Nika laboratory through the support address given in your account.