1.Who we are
Relay RoIP ("Relay") is a radio-over-IP dispatch platform operated by Eyona Software Development (Pty) Ltd ("we", "us", "our"), based in Cape Town, South Africa.
This policy covers the Relay web console at app.relayroip.co.za, the Relay mobile apps for Android and iOS, and the Relay backend services that support them. It explains what Relay does with your information, and in particular what it does with audio, because capturing and carrying audio is what the product is for.
2.Whose data it is
Relay is sold to organisations, not to individuals. If you use Relay, you use it through an account created for you inside your employer's or your group's Relay network.
That organisation decides who is on which channel, whether a channel is recorded, and how long its recordings are kept, within the limits set out in section 6. In POPIA terms your organisation is the responsible party for the operational data in its network, and we operate the platform on its behalf. In GDPR terms your organisation is the controller and we are the processor. For your account itself, and for the security records we keep to protect the platform, we act on our own behalf.
If you want to know how your organisation uses Relay, ask your Relay administrator. If you want to know how we handle data as the operator, this policy is the answer, and you can contact us directly.
3.What we collect
3.1 Account information
- Your full name.
- Your email address, which is also how you sign in.
- Your password, stored only as a salted one-way hash. We never store it in a form we can read.
- Your role in your organisation's Relay network, the network you belong to, when your account was created and when you last signed in.
Accounts are created by invitation. Your administrator issues an invite to your email address and you set your own password from that invitation. You cannot create a new Relay network from inside the mobile app.
3.2 Audio
Relay captures audio from your device's microphone when you use push-to-talk or the pre-record panel, and sends it to Relay's servers so the other people on that channel can hear it. This is the core function of the app and it cannot be switched off while still using push-to-talk.
- Live audio is carried as an encrypted real-time stream to the other participants on the channel. The live path itself is a relay: it is not written to disk.
- Recorded audio is stored when the channel you are speaking on has recording switched on. Each transmission is stored as a separate clip, together with the channel, the time, the length, and who or which device it came from.
- If a channel has recording switched off, audio sent to that channel is not stored at all.
3.3 Operational data
Relay stores the channels in your network, who is a member of which channel, the Relay hardware devices assigned to your network, their configuration and their health and status reports.
3.4 Security and audit records
- An audit record of significant actions taken in the platform: who did it, what they did, when, and the IP address and browser or app identification the request came from. These records are linked into a tamper-evident chain so that neither we nor anyone else can quietly alter them after the fact.
- Sign-in attempts, successful and failed, with the email address used and the IP address they came from. We use these to lock an account after repeated failed attempts and to detect attacks.
3.5 What we do not collect
The Relay mobile app does not request or use your location. It does not access your contacts, calendar, photos, files or camera. It contains no advertising software, no analytics software and no third-party trackers. It does not use an advertising identifier. The only Android permissions it requests are internet access, microphone access, and permission to change audio settings while you are transmitting.
3.6 Website analytics
The public Relay website (relayroip.co.za) uses Google Analytics to count visits and which pages and buttons are used, but only if you press Accept in the cookie banner: it sets analytics cookies, uses no advertising features, loads nothing if you decline, and you can change your choice at any time under Cookie settings at the bottom of the Relay home page; the signed-in console and the mobile app do not use it.
4.Microphone permission
Android and iOS ask for your permission the first time you press push-to-talk. If you decline, you can still sign in, see your channels and listen, but you cannot transmit.
Relay does not record while the app is in the background. There is no background recording service in the app, and capture stops when you release the button or leave the screen. You can withdraw microphone permission at any time in your device settings.
5.How we use your information
- To carry your audio to the other people and radios on your channel, which is the service itself.
- To let you sign in, and to show you only the network, channels and recordings you are entitled to see.
- To store and play back recordings where your organisation has enabled recording.
- To keep an accountable record of who did what, which is why many of our customers buy Relay in the first place.
- To protect accounts and the platform: rate limiting, lockout after repeated failed sign-ins, and investigating abuse.
- To monitor and support the Relay devices in your network, and to notify you when something looks wrong.
- To answer you when you contact us for support.
We do not sell your information. We do not use it for advertising, and we do not profile you.
6.How long we keep it
- Recordings: never longer than 90 days. Your organisation can set a shorter period per channel, but it cannot set a longer one. The platform enforces the ceiling itself: a background service deletes expired recordings and their audio files, and clamps any stored setting above the limit.
- Audit records: retained for accountability, by default for 365 days.
- Account information: kept while your account is active in your organisation's network, and afterwards only as long as we need it to meet a legal obligation.
- Sign-in security records: kept only as long as they are useful for protecting accounts.
7.Who else sees it
Your audio and your data stay inside your organisation's network in Relay. Other Relay customers cannot see them: every query in the platform is scoped to a single network, and that isolation is enforced in the platform itself rather than left to the interface.
We share information outside Relay only in these cases:
- People in your own organisation. Your administrators can see the channels, members, recordings and audit records in your network. That is the point of the product.
- Service providers who run parts of our infrastructure, such as our hosting and email delivery. They process data on our instructions and only to provide that service. The media server that carries your live audio is operated by us, on our own infrastructure, not by a third-party service.
- Where the law requires it, for example a valid court order or a lawful request from a competent authority.
- If our business is sold or restructured, in which case the same protections carry over and we will tell you.
Relay does not currently send your audio to any third party for transcription or analysis. If that ever changes, we will update this policy and our Google Play data disclosure before it happens, and say who the provider is.
8.How we protect it
- In transit: everything between your app or browser and Relay is encrypted. The console and API use HTTPS, and live audio is carried over an encrypted real-time media channel.
- Passwords: stored only as salted one-way hashes.
- Separation: each customer's network is isolated from every other one at the data layer.
- Access control: what you can see and do is determined by your role, and administrative actions are restricted.
- Accountability: significant actions are written to a tamper-evident audit chain that can be independently verified.
- Attack resistance: sign-in rate limiting and automatic lockout after repeated failures.
No system is perfectly secure, and we do not claim otherwise. If a breach affects your personal information we will notify you and the Information Regulator as POPIA requires.
9.Your rights
Under South Africa's Protection of Personal Information Act (POPIA) you have the right to:
- Ask whether we hold personal information about you, and ask for a copy of it.
- Ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date or obtained unlawfully.
- Object to the processing of your personal information on reasonable grounds.
- Complain to the Information Regulator of South Africa.
If you are in the EU or the UK, the GDPR gives you equivalent rights of access, rectification, erasure, restriction, portability and objection, and the right to complain to your local supervisory authority.
Where your organisation is the responsible party for the data you are asking about, we will pass your request to them and support them in answering it.
10.Deleting your account and your data
You can delete your Relay account and the personal information linked to it at any time. The full process, what gets deleted, and what we have to keep, is set out on our Data and account deletion page.
In short: in the app, open Profile and tap Delete my account, and it takes effect immediately. If you cannot sign in, email info@eyonasoftware.co.za with the subject "Delete my Relay account". We acknowledge emailed requests within 7 days and complete verified requests within 30 days.
11.Children
Relay is business software for people at work. It is not directed at children, and we do not knowingly collect personal information from anyone under 18. If you believe a child has an account, contact us and we will remove it.
12.Where your information is processed
Eyona Software Development (Pty) Ltd is based in Cape Town, South Africa, and Relay is operated from infrastructure under our control. Where our infrastructure or one of our service providers is located outside South Africa, we transfer personal information only on the conditions section 72 of POPIA allows, and where the GDPR applies, only with an appropriate transfer safeguard in place.
13.Changes to this policy
If we change this policy we will update the effective date at the top of this page. Where a change materially affects how we handle your information, in particular anything that changes what happens to your audio, we will tell customers directly before it takes effect.
14.Contact us
- Company: Eyona Software Development (Pty) Ltd
- Email: info@eyonasoftware.co.za
- Website: www.eyonasoftware.co.za
- Location: Cape Town, South Africa