We respect your privacy and your freedom of choice relating to your Personal Information.
In this Privacy Policy, information in a block like this provides a summary of a particular point of our Privacy Policy that is relevant to you. It is not to be relied upon for purposes of legal interpretation and is merely provided for ease of reading.
We recommend you read the full Privacy Policy and do not solely rely only on the information in these blocks.
Wizedocs is operated by (and is a division of) Docugility South Africa Proprietary Limited , (collectively known as “we” or “us”) located at Lacey Oak House , Ballyoaks Office Park, 35 Ballyclare Drive, Bryanston, Johannesburg, South Africa. We are a Responsible Party per the Protection of Personal Information Act, 2013 (“POPIA”). We collect and process Personal Information and we determine the purpose and means for processing Personal Information after it has been collected. We respect your privacy, your freedom of choice relating to your Personal Information and the importance of protection of your Personal Information. This Privacy Policy sets out how we handle your Personal Information in the ordinary course of conducting our business.
Our ultimate goal in collecting and processing Personal Information is to provide you with superior services and products, and to improve your user experience.
We are a Responsible Party that collects and processes Personal Information.
The purpose of this Privacy Policy and notice is to provide clear guidelines to you as to how your Personal Information will be processed and collected.
This Privacy Policy applies to you if you provide us with your Personal Information, including when you are:
This Privacy Policy applies to you when you provide us with your Personal Information.
Personal Information (General)
How do we collect your Personal Information?
Purposes for which we collect and use Personal Information
Consequences of failure to provide information
Personal Information Collected
Sharing your Personal Information
Aggregated Information and Usage Data
Security and Storage of your Personal Information
How you can access, correct, update, block or delete your Personal Information
Cookies and similar technologies
Links to third party websites and applications
In general: we will collect Personal Information from you directly. We may collect your Personal Information in a variety of ways when you interact with us, including, but not strictly limited to, when:
In all other instances not specified on this list where we collect information from you, we will notify you per the prescribed POPIA method.
We may collect your Personal Information from third party sources and third parties including public databases, business partners with whom we offer co-branded services or engage in joint marketing activities, and third parties that provide list enhancement or similar services, to the extent that this is permitted by applicable law.
We collect certain of your information when you engage our website or use / purchase products or services on our website.
We collect and use Personal Information to:
We will, where feasible and necessary, obtain your permission before collecting or processing your Personal Information for any other purpose.
We may use Personal Information collected from you for various purposes.
You can choose not to provide mandatory Personal Information when requested. However, without your requested mandatory Personal Information, we may not be able to provide or continue to provide you with the products or services offered by us or allow you full access to our websites.
You can choose not to provide voluntary Personal Information when requested. However, without the requested voluntary Personal Information, we may not be able to provide you with a superior user experience and/or tailor the products or services provided to you personally and/or provide you with up-to-date information on new product or service offerings.
You can choose to not provide us with your Personal Information, however we may not be able to render you services or provide you with products – or allow you access to parts of our website.
We will only collect the minimum Personal Information that we deem necessary to process for ordinary business purposes. In each instance the Personal information indicated below will be given a “voluntary” or “mandatory” classification. These have the meanings associated with them as outlaid above in “Consequences of failure to provide information”. Personal information we collect from you or third parties, where applicable, may include:
Information Collected | Nature and Category of Information | Voluntary or Mandatory? | Where do we collect this from? |
your first and last or company name, email address, postal address, phone number and other contact information; | Information about you and contact information; | mandatory | Directly from you; |
log-in and account information for authentication purposes and account access; | Account information; | mandatory | Directly from you; |
your marketing preferences; | Direct Marketing; | voluntary | Directly from you; |
demographic data, that is limited to: gender, age, country and preferred language; | Demographic Information; | mandatory | Directly from you; |
correspondence between you and us; | Record information; | mandatory | Directly from you or indirectly through our communication service providers; |
we automatically receive and record internet usage information on our server logs from your browser or from cookies, such as: Internet Protocol (IP) Address, browsing habits, click patterns, version of software installed, system type, screen resolutions, color capabilities, plug-ins, language settings, cookie preferences, search engine keywords, Javascript enablement, and the content and pages you access on the website, and dates and times that you visit the website (“usage data”). | Passive Usage Data. | voluntary, see the heading “Cookies and similar technologies” for details to opt-out | Directly from you and indirectly by way of cookies, server logs, websites, apps or social media channels, and similar technologies including: scripts, embedded web links, web beacons, Local Shared Objects (flash cookies) and Local Storage (HTML 5). |
We collect only the minimum Personal Information from you necessary to render a service to you or provide you with goods / access to our website.
It is not standard practice for us to collect special Personal Information about you, including, but not strictly limited to, information relating to your health, religion, political beliefs, race or sexual orientation, except with your express consent or unless we are required to do so by law or to comply with a contractual arrangement with you.
We do not generally collect or process Special Personal Information.
We do not contract or provide products or services to or with children and therefore it is not standard practice for us to: collect Personal Information from children, or process or retain their information.
We will not knowingly collect Personal Information from children, except with the express consent of a competent person or unless we are required to do so by law or to comply with a contractual arrangement with you.
We do not generally collect or process Personal Information of children.
If we link other data with your Personal Information as provided to us, we will treat that linked data as Personal Information.
We may share your Personal Information for the purposes above with:
where you consent to the sharing of your Personal Information.
We may share your Personal Information in some circumstances.
On occasion we may – for legitimate purposes – share aggregated information statistics or usage data with our stakeholders and business partners (for example, demographic data) in a manner that does not identify you.
We may share anonymised aggregated information statistics or anonymised usage data with stakeholders or business partners.
In all other instances we will get your permission to disclose your Personal Information to a third party for any other purpose, if we are required by law to do so.
It may be necessary for us to process your Personal Information in other countries, either to carry out your instructions or for ordinary business purposes. These countries may not have the same level of protection as is required by South African law.
We will not send your information to a country that does not have information protection legislation similar to that of the South Africa, unless we have ensured that the recipient agrees to adhere to the principles for processing of information in accordance with POPIA and/or our Privacy Policy; or if you provide consent for us to do so, or if any other applicable exemption per POPIA applies.
We will not send your Personal Information to another country unless they have comparable privacy protection, or agree to a binding agreement to protect your information, or if you consent to the transfer, or if POPIA as any other applicable exemption.
We are committed to protecting your Personal Information from misuse, loss, unauthorised access, modification or disclosure by using a combination of physical, administrative and technical safeguards and contractually requiring that third parties to whom we disclose your Personal Information do the same.
We store your information using a combination of secure local and/or secure international storage methods. Where we use international storage methods, our process as laid out in the “Transfer across borders” subheading applies.
Whilst we make every effort to secure our websites, you should note that the internet is not completely secure; thus when you submit or post Personal Information online, you should be aware that we cannot guarantee the security of any Personal Information that you submit or post online.
We are committed to protecting your Personal Information. We make use of a combination of secure local and/or secure international storage methods for your Personal Information.
You can choose whether you wish to receive marketing communications from us by email, SMS, social media platforms, post and phone. Even when you have agreed to this, you may opt out of receiving future marketing materials from us at any time and manage your communication preferences by:
If you opt out of receiving marketing related communications from us, we may still send you administrative messages as part of your ongoing use of our websites, products or services.
We do not provide your Personal Information to unaffiliated third parties for direct marketing purposes or sell, rent, distribute, or otherwise make Personal Information commercially available to any third party.
You are in control of your marketing preferences and can opt-in to receive marketing or opt out of receiving marketing at any time.
We want to be clear and upfront with you so that you can make meaningful choices about the Personal Information you provide to us. You have the following rights in terms of POPIA. You have the right:
to institute civil proceedings regarding an alleged interference with the protection of your Personal Information as processed in accordance with this Privacy Policy.
You have rights that you can exercise and be entitled to in terms of POPIA. You can read more about your rights here: https://popia.co.za/section-5-rights-of-data-subjects/
If you wish to access, correct, update, suspend, or delete Personal Information that we hold about you, please write to us using the contact details set out at “How to contact us” near the end of this Privacy Notice. We will respond within a reasonable period and at the latest within 30 calendar days of the date of your request.
When you access our websites, we may use cookies (small text files containing a unique ID number which are placed on your PC or device) and similar technologies including scripts, embedded web links, web beacons, Local Shared Objects (flash cookies) and Local Storage (HTML 5) to assist us to do things, but not strictly limited to, such as:
These technologies collect usage data about you.
Our sites may also contain web beacons or similar technologies from third party analytics providers, through which they collect information about your online activities across our websites to help us compile aggregated information statistics about the effectiveness of marketing campaigns or other business operations.
You can stop your browser from accepting cookies by changing the settings on your web browser. Be aware that restricting cookies may impact the functionality of our websites. We recommend that you allow cookies. On most browsers cookies are enabled by default. You can adjust the settings and options on your browser to disable or enable them, or visit https://www.aboutcookies.org for detailed information about managing cookies on various browsers.
For more information on how we use cookies and other technologies, please contact our Information Officer.
We may use cookies to track your behavior and collect certain information from your device when using our website. You are free to opt-out of allowing cookies, however this may affect functionality on our website.
We operate and communicate through our designated channels, pages and accounts on some social media sites to inform, help and engage with our customers. We may monitor and record comments and posts made about us on these channels so that we can improve our services.
The public can access and read any information posted on these sites. We are not responsible for any information posted on those sites other than the information posted by our designated officials. We do not endorse the social media sites themselves, or any information posted on them by third parties or other users.
When you engage with us through social media, your Personal Information may be processed by the site owner; this processing occurs outside of our control and may take place be in a country outside South Africa that may have different privacy principles.
We cannot guarantee that we will read or reply to all messages sent to our social media.
We operate social media channels and may monitor or record comments or posts thereon – but we are not responsible for any information posted thereon by you.
Our websites may contain links to sites and applications operated by third parties. We make no representations or warranties in relation to the privacy practices of any third-party site or application and we are not responsible for any third party content or privacy statements. Your use of such sites and applications is subject to the relevant third-party privacy statements.
Our website(s) may contain links to sites of Third Parties – your use of their sites are subject to their Privacy Policies and not ours.
We retain your Personal Information for as long as is necessary to fulfil the purposes for which it was collected, or to comply with legal obligations, resolve disputes, protect our assets, or enforce agreements. Depending on the purpose, retention periods will vary. The criteria we use to determine retention periods include whether:
you have consented to us retaining your Personal Information for a longer retention period, in which case, we will retain Personal Information in line with your consent.
We retain Personal Information for varying periods of time depending on the purpose it was collected for or if we are under a legal obligation to retain it.
We may update this Privacy Notice from time to time. Any updates of this Notice will be posted on our website/s together with an updated revision date. Unless otherwise stated, any new Privacy Notice will supersede the previous Notice.
If you have any questions about how your Personal Information is handled by us, you have a privacy concern or you wish to make a complaint, please contact our Information Officer as follows:
Email: informationofficer@wizedocs.co.za
Information Officer: Brendon de Beer
We would love to have the opportunity to address any complaint or issue you may have regarding the processing and/or privacy of your Personal Information, or any complaint you may have, however you do have the unqualified right to complain to the Information Regulator. Their contact details are:
The Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
P.O. Box 31533, Braamfontein, Johannesburg, 2017
Their complaints email: complaints.IR@justice.gov.za
Their general enquiries email: inforeg@justice.gov.za
Their website: https://justice.gov.za/inforeg/index.html
The location and contact details of the Information Regulator have been garnered from their website at the time this privacy notice was updated. We take no responsibility for the current accuracy of the contact information of the Information Regulator and it is recommended that at all times you check the Information Regulator’s website for their most up-to-date contact details.
