Privacy Policy

Last updated: 9 October 2026. This policy explains how Keneuoe Seoela t/a zaSign ("zaSign", "we") handles personal information under the Protection of Personal Information Act (POPIA).

1. Who is responsible

Keneuoe Seoela t/a zaSign is the responsible party for your account information. For documents you send, you decide what is in them and who signs them, and we process that information on your behalf. Our information officer is Keneuoe Seoela, reachable at support@zasign.co.za.

2. What we collect

• Account details: your name, email address and password (stored in protected form).
• Documents: the PDF files you upload and the signature fields you place on them.
• Signer details: the names and email addresses you enter for each signer, the signatures they provide, and the signed copy.
• Signing records: dates, times, and technical details such as IP address and browser type, recorded to show who signed and when.
• Usage and billing records: how many documents you send, your plan, and payment status. Card details are handled by our payment provider and are not stored by us.
• Messages: emails and contact-form messages you send us for support, and the email you join our paid-plan list with.
• Cookies: only the cookies needed to keep you logged in and the site secure. We do not use advertising cookies.

3. Why we use it

• To run the service: send documents to signers, collect signatures, and keep signed copies available to you.
• To manage your account, plan allowance and billing.
• To send service emails, such as signing requests and account notices. If you join our paid-plan list, we email you when paid plans open.
• To protect the service against fraud, abuse and mistakes, and to meet legal duties.

We do not sell personal information. We do not use your documents to advertise to you or to train AI models.

4. Who we share it with

We share information only with providers that help us run zaSign, and only as needed:

• a hosting provider that runs our servers;
• an email delivery provider that sends signing requests and notices;
• a payment provider that processes plan payments, which may act as the seller of record.

Some of these providers may process information outside South Africa. Where they do, we require protection comparable to POPIA. We may also disclose information where the law requires it.

5. How long we keep it

• Documents and signed copies: until you delete them or close your account, then deleted within 30 days. Deletion from backups follows our normal backup cycle.
• Account and billing records: kept for as long as the account is active and afterwards for as long as the law requires, which for tax records is typically 5 years.
• Paid-plan list emails: until you ask to be removed or paid plans have opened and you have decided.

6. Keeping it safe

We use reasonable technical and organisational measures, including encrypted connections, access controls and regular backups. No system is perfectly secure. If a breach affects your information, we will tell you and the Information Regulator as POPIA requires.

7. Your rights

You can ask us to:

• tell you what personal information we hold about you;
• correct or delete it;
• stop using it for a particular purpose, or object to its use;
• give you a copy of your documents.

Email support@zasign.co.za from your account address, or use our contact form. We may need to verify who you are. If you are not satisfied with our response, you can complain to the Information Regulator (South Africa) at inforegulator.org.za.

8. Signers

If someone sent you a document to sign through zaSign, the person who sent it chose to share your name and email with us. We use your details only to deliver and record the signing. To see, correct or delete what we hold about you, email support@zasign.co.za and we will deal with it together with the sender where needed.

9. Children

zaSign is not for people under 18, and we do not knowingly collect information from them.

10. Changes

We will post any update here and, for material changes, email account holders.

11. Contact

Keneuoe Seoela t/a zaSign, Westdene, Bloemfontein, support@zasign.co.za.