Privacy notice

1. Who is responsible?

The organisation that sends you a GetDocs request normally decides which documents it needs and why. It is ordinarily the responsible party for that collection. Ask that organisation for its own privacy notice and the reason for each requested item.

GetDocs provides the collection software and ordinarily acts as an operator when processing documents on the organisation's instructions. The service provider also has responsibilities for information it uses to administer business accounts, provide support and protect the service. The exact roles and lawful grounds must be confirmed in the service agreements.

Service provider

To be confirmed before launch

Registration number

To be confirmed before launch

Address

To be confirmed before launch

Information Officer

To be confirmed before launch

2. Information handled by GetDocs

• Business accounts: names, email addresses, business details, account credentials and team membership.
• Document requests: contact details supplied by the requesting organisation, checklist wording, answers, uploaded files, file metadata and replacement history.
• Activity and communications: review decisions, request activity, notification delivery records and support messages you choose to send.
• Technical records: session information, IP addresses, browser information and security or error events where recorded.

The requesting organisation supplies your contact details and checklist; you supply your answers and documents. Files may contain identity, financial or other sensitive information. Upload only what is necessary and avoid including information about someone else without appropriate authority.

3. Why information is used

The service uses information to operate accounts, show requests, receive and review submissions, send request messages, generate authorised exports, provide support and investigate errors or misuse. Document content is not used for advertising or AI features in this application.

A required checklist item is a requirement set by the requesting organisation, not necessarily a legal obligation. Ask that organisation whether supply is voluntary or legally required, which legal ground applies, and what happens if you cannot provide it. A missing item may prevent it from completing its work. Account details are needed to create and operate a business account. Opening a link is not blanket consent to unrelated uses.

4. Access, providers and locations

Authorised members of the requesting organisation can access its requests and documents according to their permissions. Anyone with a valid request link may access that request's client page, so keep the link private. Authorised downloads leave GetDocs and must also be protected by the recipient.

Operating the service can involve hosting, storage, email and other technical providers. The production provider list, processing locations, support-access arrangements and any international-transfer safeguards must be disclosed and reviewed before launch. We do not claim that all information stays in South Africa.

Hosting, subprocessors and international transfers: To be confirmed before launch

5. Retention, replacements and deletion

Replacing a document does not erase its previous version. Completing or cancelling a request does not automatically delete its documents. A deletion request must consider original files, previous versions, exports, activity records and any justified legal or security retention.

Deletion from active storage does not necessarily remove information immediately from backups. Backup expiry, legal holds and the handling of restored copies need a documented schedule; no immediate or fixed-period deletion promise is made here.

Retention periods, deletion process and backup expiry: To be confirmed before launch

6. Cookies and browser storage

This application uses session and security cookies to keep sign-in working and protect forms. Choosing “Keep me signed in” can create a longer-lived sign-in cookie. The current application does not include advertising pixels or third-party analytics scripts. Blocking essential cookies may prevent sign-in or submissions from working. Any future optional tracking must be assessed and this notice updated before it is enabled.

7. Your choices and requests

Subject to POPIA's conditions and applicable exceptions, you can seek access to your personal information, ask for correction or deletion, and object to certain processing. Where processing relies on consent, you may withdraw that consent without undoing lawful past processing.

For documents requested by a business, contact that business first. For GetDocs account information or concerns about the service provider, use the privacy contact below. Explain the issue without attaching identity documents or sharing your secure request link. Appropriate identity verification may be needed through an agreed secure process.

GetDocs privacy contact: To be confirmed before launch. Contact the organisation that requested your documents using contact details you already trust.

You may also lodge a complaint with the Information Regulator of South Africa. Its website explains the current complaint process and contact options. Contacting us first is not a condition for exercising that right.

8. Safety and updates

If a request looks unfamiliar, verify it with the organisation before uploading. Report a suspected disclosure promptly using the security guidance on our support page. Do not forward the affected documents or access link.

This notice must be reviewed when the service's processing practices change. Read our POPIA approach for the division of responsibilities and outstanding launch requirements.