POPIA Compliance Notice

Section 1

Introduction

The Notary Public is committed to protecting your personal information and ensuring compliance with the Protection of Personal Information Act 4 of 2013 (POPIA). This notice explains how we process your personal information in accordance with POPIA.

Section 2

Purpose of Processing

We process your personal information for the following purposes:

1. To provide you with access to notarial services.
2. To connect you with qualified Notaries Public.
3. To process your enquiries and quote requests.
4. To communicate with you about your matters.
5. To comply with legal and regulatory requirements.
6. To improve our services and user experience.

Section 3

Categories of Personal Information

We may collect and process the following categories of personal information:

1. Contact information (name, email, phone number, address).
2. Identification information (ID number when required for notarial services).
3. Geographic information (province, city).
4. Service preferences and requirements.
5. Communication records.
6. Website usage data.

Section 4

Legal Basis for Processing

We process your personal information based on:

1. Your consent.
2. Contractual necessity (to provide requested services).
3. Legal obligations.
4. Legitimate interests of the responsible party.

Section 5

Recipients of Personal Information

Your personal information may be shared with:

1. Notaries Public and law firms in our network.
2. Service providers who assist with our platform operations.
3. Regulatory bodies when required by law.
4. Courts and legal authorities when legally obligated.

Section 6

Cross-Border Transfers

We primarily process and store personal information within South Africa. If any cross-border transfer is necessary, we ensure adequate protection measures are in place as required by POPIA.

Section 7

Retention of Personal Information

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. When personal information is no longer needed, it will be securely destroyed or de-identified.

Section 8

Your Rights as a Data Subject

Under POPIA, you have the following rights:

1. Right to access: Request confirmation of whether we hold your personal information and access to it.
2. Right to correction: Request correction or deletion of inaccurate personal information.
3. Right to deletion: Request deletion of your personal information in certain circumstances.
4. Right to object: Object to the processing of your personal information.
5. Right to withdraw consent: Withdraw previously given consent.
6. Right to lodge a complaint: Lodge a complaint with the Information Regulator.

Section 9

Security Measures

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, loss, destruction, or damage. These measures include encryption, secure servers, access controls, and regular security assessments.

Section 10

Direct Marketing

We will only send you direct marketing communications if you have consented to receive them. You may withdraw your consent at any time by clicking the unsubscribe link in our emails or contacting us directly.