Introduction
This Privacy Policy and any other documents referred to in it, sets out and governs the manner in which InfoDocs collects, processes and discloses personal information collected from users of the InfoDocs application, website and various other business platforms.
Not all terms are necessarily defined in order or may be defined in our Terms and Conditions.
Please ensure that you read all the provisions below, and our policies and guidelines which may apply from time to time, to understand all of your, and our, rights and duties.
Important Information and Who We Are
This Privacy Policy aims to give you information on how we collect and process your personal information through any form of your engagement with us. This Privacy Policy complies with, and facilitates the obligations required from, the South African Protection of Personal Information Act, No. 4 of 2013 (“POPIA”), as amended.
It is important that you read this Privacy Policy together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are fully aware of how and why we are using your personal information. This Privacy Policy supplements the other notices and is not intended to override them.
We do not process the data of minors nor special categories of personal information. Do not provide us with any such personal data, as it will constitute an immediate and automatic material breach of this Privacy Policy and our Terms.
InfoDocs is the “Responsible Party” and is responsible for your personal information when we decide the processing operations of your personal information. In most instances, we operate as an “Operator” of personal information on behalf of a Responsible Party who use our services. In that case, that Responsible Party’s privacy policy will apply to your use of their services.
Information Collected
Personal information, or personally identifiable information, means any information about an individual, both natural and juristic entities (people and companies), from which that entity can be identified. It does not include information where the identity has been removed (anonymous data).
We may collect and process the following personal information about you:
Information that you provide by filling in any forms on our website. This includes information provided at the time of enquiring about our services, subscriptions to any of our services, posting or uploading material to our website (including any images),or requesting information from us through the contact section of the website such as name, identity number, contact information, or residential and business addresses;
If you contact us for any reason, we may keep a record of that correspondence, and we may also ask you for information if you report a problem with our website;
We may from time to time ask you to provide feedback that we use for research purposes, although the provision of this feedback is optional;
Details of transactions you carry out through our website and of the provision of your orders and/or subscriptions;
Details of your visits to our website including, but not limited to, traffic data, location data, weblogs and other communications data and the resources that you access;
We may collect standard log information about your computer and your visit, including (where available) your IP address, location, operating system and browser type for system administration and anonymous aggregate statistical information. This is statistical data about browsing actions and patterns and does not identify any individual;
We may collect information on the pages you visit on while you use our website. This data is held indefinitely in an aggregated and anonymised form and is used by us to streamline the user experiences and enhance our services for you;
Any other information necessary for purposes incidental to those listed above.
Where we need to collect personal information by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to provide access to the website and our services. In this case, we may have to suspend your use of the services but we will notify you if this is the case at the time.
We may also process any other personal data you provide to us or that is required for the administration and management of your company secretarial needs, in accordance with applicable laws and regulations.
Legal Basis for Processing
We will only process personal information under one or more lawful bases. Most commonly, we will process personal information under the following legal grounds:
where we have your express consent to do so;
where we need to consult with you or perform on the Services contract we are about to enter into or have entered into with you;
where it is necessary for our legitimate business interests (or those of a third party) and your interests and fundamental rights do not override those interests; and/or
where we need to comply with a legal or regulatory obligation.
Information Usage
We do not sell, trade, or rent your personal information to others. We use information held about you in the following ways:
To provide, operate, and maintain our software and related services;
To facilitate company secretarial compliance, including the preparation and filing of documents, maintenance of share and member registers, and management of company records;
To verify the identity of users and authorised representatives (we may use the services of a verification agent to undertake the verification);
To administer user accounts, subscriptions, and access permissions;
To process transactions and manage billing or payment information;
To communicate with users regarding service updates, support, and notifications;
To respond to user enquiries, feedback, or requests for assistance;
To improve and enhance the functionality, security, and user experience of the InfoDocs services and services;
To comply with applicable legal and regulatory obligations, including record-keeping and reporting requirements;
To conduct internal audits, data analysis, and research for service improvement;
To detect, prevent, and address technical issues, fraud, or unauthorised access;
For marketing and promotional communications, where permitted by law and subject to user preferences;
For any other purpose necessary for the administration and management of our services.
Change of Purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules and where required or permitted by law..
Marketing
If you are an existing customer, we will only contact you by electronic means (e-mail or SMS) with information about relevant services similar to those which were the subject of a previous sale or subscription to you or your organisation (unless you consent to receive such material by electronic means from us from time to time).
You can ask us to stop sending you marketing messages at any time by using the built-in prompts or contacting us and requesting us to cease or change your marketing preferences. Where you opt-out of receiving marketing messages, this opt-out will not apply to other personal information of yours which we process for another lawful basis.
We will never pass your details on to third parties for marketing purposes without your express consent.
Cookies
Our website and applications may use "cookies" to enhance user experience. These cookies may be placed on users hard drives or devices by the browser, for record-keeping purposes, search optimisation, display purposes, and sometimes to track usage information. Users may choose to set their web browser to refuse cookies or to display an alert when cookies are being sent. If cookies are disabled, some parts of the website or application may not display correctly or function properly.
Information Storage
The personal information we collect from you will be transferred, stored and encrypted at rest in Cape Town (ZA).
By submitting your personal information, you agree to this transfer, storing and lawful processing. We will take all steps reasonably necessary and/or required by law, to ensure that your personal information is kept secure and in accordance with this privacy policy and appropriate regulation.
Our website and applications may be hosted by third-party providers from time to time who are located outside the Republic of South Africa.
Our current website and application host providers and data operators are:
Google (Google LLC); AWS (Amazon Web Services); Atlassian (Atlassian Pty Ltd); Xero Accounting (Xero Limited); Crisp (Crisp IM SAS) and Peach Payments.
Payment transaction information is not stored on our servers and is passed to appropriate payment processing companies to process on our behalf.
Security
Where you have been given (or where you have chosen) a password which enables you to access certain parts of our website or application, you are responsible for keeping this password confidential. We ask you not to share your password with anyone and to keep it safe.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed by making use of encryption and secure websites. The transmission of information via the internet is however not completely secure and we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk.
Where there are reasonable grounds to believe your personal information has been accessed or acquired by any unauthorised person, you will be notified as soon as reasonably possible after the discovery of the compromise.
Information Sharing
We may disclose your personal information to third parties:
Any company within the InfoDocs group and their respective directors and employees, acting as joint responsible parties or operators;
Professional advisers acting as operators including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services as required;
If we sell or buy any business or assets, in which case we may, only if it is relevant, disclose your personal information to the prospective seller or buyer of such business or assets;
If our company, or substantially all of its assets, is acquired by a third party, in which case personal information held by us about our customers will be one of the transferred assets;
South African or other national governments and/or their respective authorities pursuant to our adherence with legislative requirements; such as the Companies and Intellectual Property Commission and the South African Revenue Service if we are under a duty to disclose or share your personal information in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions and other agreements; and
Service providers and other organisations to protect the rights, property, or safety of our company, our customers, or others for the purposes of fraud prevention and credit risk reduction;
Payment processing providers for the purpose of administering and processing payments for transactions relating to the provision of services. Our current payment provider is Peach Payments. (Note: These providers may change from time to time, depending on ongoing business requirements).
We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information in accordance with our instructions and standards.
International Transfers
We may share and process your personal information outside of South Africa for the purpose of cloud storage or to engage with third party service providers such as software providers and contractors.
If we transfer your personal information out of South Africa, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We will only transfer your personal information to countries that have appropriate data protection legislation in place similar to that of South Africa; and/or
Where we use service providers, we will use specific contracts/clauses which ensure personal information is processed and secured lawfully.
Links to Other Sites
Our website may contain links to and from the websites of our group companies, advertisers, affiliates and partners. If you access a link to any of these websites, please note that these websites have their own privacy policies. Please check these policies before you submit any personal information to these websites.
Company Information
Site owner: Info Docs (Pty) Ltd
Legal status: Private Company
Registration number: 2017/110492/07
Description of business: Software as a Service
Platform address: https://infodocs.co.za/
Email address: support@infodocs.co.za
Telephone number: (060) 828-5384
Registered address: 32 Kloof Street, Cape Town, 8001
Postal address: As above.
Data Retention
We will only retain your personal information for as long as necessary to fulfil the purpose we collected it for including any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purpose for which we process your personal information, any other South African applicable law requiring us to retain the personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
We may also anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Changes to this Privacy Policy
This privacy policy was last updated in October 2025. We regularly review our privacy policy. Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.
Your continued access or use of our Services constitutes your acceptance of this Privacy Policy, as amended. It is your responsibility to read this document periodically to ensure you are aware of any changes.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
Contact Us
Questions, comments and requests in connection with this privacy policy should be made either via the contact page on our website or by email using privacy@infodocs.co.za.
You have the right to make a complaint at any time to the South African regulator’s office (Information Regulator’s Office of South Africa). We would, however, appreciate the chance to deal with your concerns before you approach any such regulator, so please contact us in the first instance.
Implementation of Policy
This Policy shall be deemed effective as of 28 October 2025. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.
Your Legal Rights
You have rights in relation to your personal information where we are the relevant “Responsible Party” over such personal information. Please contact us to find out more about, or manifest, these rights:
request access to your personal information;
request correction of your personal information;
request erasure of your personal information;
object to the processing of your personal information;
request a restriction of processing your personal information;
request transfer of your personal information; and/or
right to withdraw consent.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Users with citizenships from jurisdictions other than South Africa, please note that we comply with South African data protection laws when processing your personal information as we are a South African entity. Should foreign law be applicable to your use of the Services and/or the Platform in any way, including how we may process your personal information, please contact us and we will gladly engage with you on your rights.