1. Introduction
Welcome to BO Docs ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our beneficial ownership document generation service.
By using our service, you agree to the collection and use of information in accordance with this policy. We comply with the Protection of Personal Information Act (POPIA) and other applicable South African data protection laws.
2. Information We Collect
We collect information that you provide directly to us and information we automatically collect when you use our service.
2.1 Personal Information You Provide
- Account Information: Name, email address, phone number, and password when you create an account
- Business Information: Company name, registration number, business address, and beneficial ownership details
- Payment Information: Billing address, credit card or payment details (processed securely through third-party payment processors)
- Communication Data: Messages, inquiries, and support requests you send to us
- Document Information: Information you provide to generate beneficial ownership documents
2.2 Information Automatically Collected
- Usage Data: Pages visited, features used, time spent on pages, and navigation patterns
- Device Information: Device type, operating system, browser type, IP address, and screen resolution
- Log Files: Dates, times, and activities on our platform
- Cookies and Tracking Technologies: See our Cookies section for more details
3. How We Use Your Information
We use the information we collect to:
- Provide Our Service: Process your requests, generate documents, and deliver our services
- Process Payments: Handle payments, billing, and financial transactions
- Communicate: Send service-related notifications, updates, and respond to your inquiries
- Improve Our Service: Analyze usage patterns to enhance user experience and develop new features
- Legal Compliance: Meet legal obligations, including CIPC compliance requirements
- Prevent Fraud: Detect and prevent fraudulent activities or security breaches
- Marketing: Send promotional materials (with your consent) and important service announcements
4. Data Sharing & Disclosure
We do not sell your personal information. We may share your information in the following circumstances:
4.1 Service Providers
We may share your information with third-party service providers who perform services on our behalf:
- Payment processors for secure payment handling
- Cloud hosting providers for data storage and processing
- Analytics providers to understand how our service is used
- Email service providers for communications
- Document generation and processing services
4.2 Legal Requirements
We may disclose your information if required by law, court order, or government regulations, including:
- Compliance with POPIA and other South African data protection laws
- Response to legal processes, subpoenas, or government requests
- Protection of our rights, property, or the safety of users
- Prevention of fraud or illegal activities
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to this Privacy Policy.
5. Data Security
We implement industry-standard security measures to protect your personal information:
- Encryption: All data transmission is protected by SSL/TLS encryption
- Secure Storage: Data is stored in secure, encrypted databases
- Access Controls: Limited access to personal information on a need-to-know basis
- Regular Audits: Security assessments and monitoring of our systems
- Secure Payment Processing: Payment information is processed through PCI-compliant providers
Important: While we implement robust security measures, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your information to the best of our ability.
6. Your Rights
Under POPIA and applicable data protection laws, you have the following rights:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal requirements)
- Objection: Object to processing of your personal information for certain purposes
- Restriction: Request restriction of processing in certain circumstances
- Data Portability: Request transfer of your data to another service provider
- Withdraw Consent: Withdraw consent for data processing where applicable
- File a Complaint: Lodge a complaint with the Information Regulator
To exercise any of these rights, please contact us using the information provided in the Contact Us section below.
8. Data Retention
We retain your personal information for as long as necessary to:
- Provide our services and fulfill contractual obligations
- Comply with legal and regulatory requirements (including CIPC record-keeping requirements)
- Resolve disputes and enforce agreements
- Detect and prevent fraud or security issues
When personal information is no longer needed, we securely delete or anonymize it in accordance with our retention policies and legal requirements.
Note: Certain financial and legal records may be retained for longer periods as required by South African law and CIPC regulations.
9. Children's Privacy
Our service is intended for adults who are 18 years or older. We do not knowingly collect personal information from children under 18. If we become aware that we have collected information from a child under 18, we will take steps to delete that information promptly.
If you believe we have inadvertently collected information from a child under 18, please contact us immediately using the information provided in the Contact Us section.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:
- Update the "Last updated" date at the top of this policy
- Notify you via email or prominent notice on our website for significant changes
- Obtain your consent where required by law
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
11. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Foundry One Group
Email: privacy@bodocs.co.za
Website: www.bodocs.co.za
Location: South Africa
Data Protection Officer: For privacy concerns or data protection inquiries, contact our Data Protection Officer at dpo@bodocs.co.za
Complaints: If you believe your data protection rights have been violated, you may file a complaint with the Information Regulator of South Africa at complaints.IR@justice.gov.za