Privacy Policy

1. Introduction

SimpleFICA ("we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use, disclose, and safeguard your information when you use our services, in line with the Protection of Personal Information Act 4 of 2013 (POPIA) and applicable South African law.

SimpleFICA provides FICA due diligence and compliance tools. When you use our service, we may process personal information of your organisation, your users, and your clients (where you use SimpleFICA to perform due diligence). This policy applies to all such information.

2. Information we collect

We may collect and process the following:

• Account and profile information: name, email address, organisation name, and similar details you provide when signing up or managing your account.
• Client and due diligence data: information that you or your clients enter into SimpleFICA for FICA purposes (e.g. identity documents, proof of address, risk categorisation). This data is processed on your behalf as part of the service.
• Usage and technical data: how you use our product (e.g. actions, logs), device and browser information, and IP address where relevant for security and operation.
• Communications: when you contact us, we keep records of those communications.

3. How we use your information

We use the information we collect to:

• Provide, maintain, and improve SimpleFICA.
• Process and store FICA due diligence data as part of the service.
• Authenticate users and manage accounts and access.
• Comply with legal and regulatory obligations (including FICA).
• Respond to your enquiries and provide support.
• Send service-related and, where you have agreed, marketing communications.
• Detect, prevent, and address fraud, abuse, and security issues.

4. Legal basis and POPIA

Under POPIA, we process personal information where we have a lawful basis, including: performance of a contract (e.g. your use of SimpleFICA), compliance with a legal obligation (e.g. FICA), legitimate interests (e.g. security, product improvement), and, where required, your consent. We will only process information for the purposes set out in this policy and in accordance with POPIA and other applicable law.

5. Sharing and disclosure

We do not sell your personal information. We may share information:

• With service providers who assist us (e.g. hosting, support), under strict confidentiality.
• Where required by law, regulation, or legal process (e.g. FICA, court order).
• To protect our rights, users, or the public where we are legally permitted to do so.

If we share data with processors or third parties, we require appropriate safeguards and compliance with applicable privacy law, including POPIA where relevant.

6. Data retention

We retain your information for as long as necessary to provide the service, comply with legal obligations (including FICA record-keeping requirements), resolve disputes, and enforce our agreements. When retention is no longer required, we delete or anonymise the data in line with our internal policies and the law.

7. Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, or destruction. This includes encryption, access controls, and audit logging. No system is completely secure; we encourage you to use strong credentials and keep your account details safe.

8. Your rights (including under POPIA)

Under POPIA and applicable law, you may have the right to:

• Access the personal information we hold about you.
• Correct or update inaccurate or incomplete information.
• Object to certain processing or withdraw consent where it applies.
• Request deletion of your information where the law allows.
• Lodge a complaint with the Information Regulator (South Africa).

To exercise these rights or ask questions about our processing, please contact us using the details below. We will respond in line with POPIA and our policies.

9. Cookies and similar technologies

We may use cookies and similar technologies to operate the service, remember preferences, and analyse usage. You can manage cookie settings in your browser; some features may not work correctly if you disable certain cookies.

10. International transfer

Your information may be processed in South Africa or in other countries where we or our service providers operate. Where we transfer data across borders, we take steps to ensure it remains protected in accordance with this policy and applicable law, including POPIA.

11. Changes to this policy

We may update this privacy policy from time to time. We will post the revised version on this page and update the "Last updated" date. If changes are material, we may notify you by email or through the service. Continued use of SimpleFICA after changes constitutes acceptance of the updated policy.

12. Contact us

For privacy-related questions, to exercise your rights, or to report a concern, please contact us:

Contact SimpleFICA via the channels provided on our website.

You may also lodge a complaint with the Information Regulator (South Africa): justice.gov.za/inforeg