What we take, and what we keep.

The screen form

The confidential screen collects the business name, a contact name, an email address, an optional phone number, and the shape of the operation: your role, the type of operation, entity and employee counts, the payroll system, and how far the records go back. It is used to assess fit, respond through the service, and open your review record. It is not sold, shared for marketing, or used for anything else.

The contact form

If you send a message from the contact page, we keep your name, your email address, the business name and phone number if you give them, and what you wrote. It is used to answer you and to record that we did. It is not added to the screen queue, not added to any mailing list, and not used to market anything to you. Ask us to delete it and we will. Messages that came to nothing are reviewed within 24 months, the same as every other record here.

The optional drop

After the form, you may drop payroll exports for an immediate indicative screen, with Trace & Tally acting as the business’s operator. The original files are read once and destroyed — raw exports can carry columns the screen never asked for. What is retained is the processed register (only the fields the engine reads: employee key, date of birth, hours, wage and incentive fields) together with the outcome, held encrypted against your reference so your results remain available, the Detailed Findings Pack can be issued if you choose to unlock it, and a later period can be compared. You may ask for deletion at any time, and retained records of businesses that do not engage are reviewed within 24 months.

Payroll exports describe your employees. By dropping them you confirm you are authorised to provide them and to agree to this retention for the business. De-identified, aggregated statistics derived from processing are used to maintain detection quality and sector benchmarks — never employee-level data, and never your identity.

Where you engage us or provide records for review, we use commercial AI services under no-training contractual terms to help read and summarise documents. Those sub-processors are OpenAI, which reads documents and drafts the findings brief, and xAI, which answers our practitioners’ questions inside the desk only. Identity numbers and banking details are masked or removed first. All results and figures are computed by our own engine; AI services never calculate an outcome. You may request deletion of your information at any time.

Inside an engagement

If a review proceeds, payroll records are processed under a written engagement letter that includes operator terms: purpose limitation, confidentiality, security safeguards, and return or destruction at the end of the engagement. The case room keeps a full evidence trail — every file, every hash, every action, timestamped.

Site measurement and abuse protection

The public pages of this site use Google Tag Manager and Google Analytics to count visits and see which pages are read. Optional advertising measurement for Google Ads and Meta is off unless you choose “Allow ad measurement”. If you allow it, those services may set cookies and receive name-only events showing that an advert led to the first-look button, a first answer, a completed screen or a saved application. We do not send them your answers, payroll figures, files, business or contact details. Advertising personalisation and advertising user-data signals remain switched off. Measurement is disabled on the client, practitioner, credential and file-drop rooms.

When you ask for your result or submit the confidential screen, score-based Google reCAPTCHA uses technical and interaction signals — which may include your IP address, browser and device information, and page interactions — to distinguish a person from automated abuse. Trace & Tally does not put your answers, contact details or payroll files into the reCAPTCHA verification request. Google's Privacy Policy and Terms apply to that service. You may block measurement cookies without affecting your case room; blocking reCAPTCHA may prevent a public screen from being submitted. You can change or withdraw the advertising choice at any time using “Advertising measurement choices” in the site footer.

Retention and your rights

Screen submissions and their aggregate outcomes are kept while the enquiry is live and for a reasonable period after, then removed. You may ask what we hold, ask for correction, or ask for deletion at any time, subject to records we are required to keep. Complaints may also be directed to the Information Regulator (South Africa).

Contact

Ryno Snyman · info@traceandtally.co.za · Franschhoek, Western Cape.