Privacy Policy: apostille.co.za
Effective Date: January 2026
1. Introduction
At apostille.co.za, we respect your privacy and are committed to protecting your personal information. This policy explains how we collect, use, and safeguard your data in accordance with the Protection of Personal Information Act (POPIA) of South Africa.
2. Definitions
"POPIA" means the Protection of Personal Information Act, 4 of 2013.
"Personal Information" means any information relating to an identifiable, living, natural person or juristic person (e.g., name, ID number, birth certificate details).
"Responsible Party" means apostille.co.za, a privately owned document facilitation company.
3. What Information We Collect
Because our services involve the legalisation of sensitive documents, we may collect:
Identity Information: Full names, ID/Passport numbers, dates of birth, and copies of certificates (Birth, Marriage, Police Clearances, etc.).
Contact Information: Email addresses, phone numbers, and physical delivery addresses.
Financial Information: Payment proofs and tax details if required for invoicing.
Technical Data: IP addresses and website usage via cookies to improve our online experience.
4. Why We Process Your Information
We process your data strictly for the following purposes:
Service Delivery: To submit your documents to the High Court, DIRCO, or relevant embassies for legalisation.
Communication: To provide updates on the status of your application.
Compliance: To meet South African tax and legal record-keeping requirements.
Logistics: To facilitate the secure courier of your original documents.
5. Sharing Your Information
We do not sell your personal information. We only share your data with:
Government Authorities: Such as DIRCO or the High Court, as required to perform the legalisation service.
Professional Partners: Notaries public or translators if your service requires it.
Third-Party Service Providers: Secure courier companies and cloud storage providers who are contractually bound to protect your data.
6. Data Security
We implement strict technical and organizational measures to secure your documents, including:
Secure physical storage for original documents.
Encryption for digital data and backups.
Access control to ensure only authorized staff handle your sensitive files.
7. International Transfers
If you require document legalisation for use in another country, your personal information may be shared with foreign embassies or authorities. We take reasonable steps to ensure your data remains protected in these jurisdictions.
8. Your Legal Rights
Under POPIA, you have the right to:
Access: Request a copy of the personal information we hold about you.
Correct: Request that we update or correct inaccurate information.
Delete: Request the destruction of your records (subject to legal retention periods).
Object: Object to the processing of your data for marketing purposes.
9. Data Retention
We retain your personal information only for as long as necessary to fulfill the service or as required by South African law (typically 5 to 7 years for financial and tax records).
10. Contact Our Information Officer
If you have any questions about this policy or wish to exercise your rights, please contact our Information Officer:
Information Officer: Louwrens Koen
Email: info@apostille.co.za
WhatsApp: +27 73 686 9078
Address: 2nd Floor, Northern Pavilion, Office 5, Loftus Versveld, 416 Kirkness St, Arcadia, Pretoria, 0007
Complaints
If you are unsatisfied with how we handle your data, you have the right to lodge a complaint with the South African Information Regulator:
Email: POPIAComplaints@inforegulator.org.za
Website: https://inforegulator.org.za/
