1. Introduction
Welcome to eDEEDS ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.
By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.
2. Information We Collect
2.1 Personal Information
We collect personal information that you voluntarily provide to us when you:
- Request our services or place an order
- Submit search queries for property information
- Contact us with inquiries
- Use our online forms
This information may include:
- Name and surname
- Email address
- Telephone number
- Physical address
- ID number (when required for property searches)
- Company registration details
- Payment and billing information
- Property details for searches
2.2 Automatically Collected Information
When you visit our website, we automatically collect certain information about your device, including:
- IP address
- Browser type and version
- Operating system
- Pages visited and time spent on pages
- Referring website addresses
- Date and time of visits
3. How We Use Your Information
We use the information we collect or receive for the following purposes:
- Service Delivery: To process your orders and provide you with property information, deeds documents, title deed searches, and other services
- Communication: To send you service-related notifications, order confirmations, and respond to your inquiries
- Payment Processing: To process payments securely and prevent fraudulent transactions
- Customer Support: To respond to your inquiries and provide technical support
- Legal Compliance: To comply with legal obligations, including verification requirements for deeds office searches and property information requests
- Website Improvement: To analyze usage patterns and improve our website functionality and user experience
- Security: To protect against unauthorized access and maintain data security
- Record Keeping: To maintain records of transactions and services provided
4. Legal Basis for Processing (POPIA Compliance)
Under the Protection of Personal Information Act (POPIA), we process your personal information based on the following legal grounds:
- Consent: You have given explicit consent for us to process your information for specific purposes
- Contract Performance: Processing is necessary to fulfill our contractual obligations to you and deliver the services you requested
- Legal Obligation: We are required by law to process certain information, including verification requirements for deeds office searches and compliance with the Deeds Registries Act
- Legitimate Interest: Processing is necessary for our legitimate business interests, such as fraud prevention, service improvement, and maintaining business records
5. How We Share Your Information
We may share your information with the following parties:
5.1 Service Providers and Government Entities
We share information with third-party service providers and government entities who are necessary for service delivery, including:
- Deeds offices and deeds registries (all 11 South African deeds offices)
- Companies and Intellectual Property Commission (CIPC)
- Payment processors and banking institutions
- IT and hosting service providers
- Customer support services
5.2 Legal Requirements
We may disclose your information if required by law or in response to valid requests by public authorities, including:
- Court orders and subpoenas
- Law enforcement requests
- Regulatory compliance requirements
- Legal proceedings
5.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
6. Data Security
We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
- SSL/TLS encryption for data transmission
- Secure servers and databases
- Access controls and authentication
- Regular security assessments and updates
- Employee training on data protection and confidentiality
- Secure payment processing systems
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information using industry-standard security measures, we cannot guarantee absolute security.
7. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Generally:
- Transaction records and service requests are retained for a minimum of 7 years as required by South African law
- Payment information is retained as required for accounting and tax purposes
- Communication records are retained for customer service and legal purposes
- Website usage data is typically retained for 12-24 months for analytics purposes
When your information is no longer needed, we will securely delete or anonymize it.
8. Your Rights Under POPIA
Under the Protection of Personal Information Act (POPIA), you have the following rights:
- Right to Access: You have the right to request copies of your personal information
- Right to Rectification: You have the right to request correction of inaccurate or incomplete information
- Right to Erasure: You have the right to request deletion of your personal information, subject to legal retention requirements
- Right to Restrict Processing: You have the right to request restriction of processing under certain circumstances
- Right to Object: You have the right to object to processing of your personal information
- Right to Data Portability: You have the right to request transfer of your data to another service provider
- Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw consent at any time
To exercise any of these rights, please contact us using the details provided in Section 12.
9. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device that help us:
- Remember your preferences and settings
- Understand how you use our website
- Improve website functionality and performance
- Provide relevant content
You can control cookie settings through your browser preferences. However, disabling cookies may affect the functionality of our website.
For more information, please see our Cookie Policy.
10. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.
11. Children's Privacy
Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can delete such information.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
eDEEDS
Email: privacy@edeeds.co.za
You also have the right to lodge a complaint with the Information Regulator of South Africa:
Information Regulator (South Africa)
Email: inforeg@justice.gov.za
Phone: 012 406 4818
Website: www.justice.gov.za/inforeg
13. 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. We will notify you of any material changes by:
- Posting the updated policy on our website
- Updating the "Last Updated" date at the top of this policy
- Sending you an email notification for significant changes (if we have your email address)
We encourage you to review this Privacy Policy periodically. Your continued use of our services after any changes constitutes your acceptance of the updated policy.
Last Updated: 1 October 2025
Effective Date: 1 October 2025