Privacy Policy

Last Updated: 18 November 2025

When we refer to the “Paydoc” or “we” or “us” or “our” in this privacy policy we mean Paydoc (Pty) Ltd and/or any of its subsidiaries and/or affiliated entities and/or any other legal entity, joint venture and/or partnership, wherever situated or operating (and irrespective of structure and/or legal nature/regime) that is associated with Paydoc (Pty) Ltd and which renders services or otherwise conducts business in affiliation with Paydoc (Pty) Ltd and all such entities’ successors-in-title and/or practice (wherever any such members may be located) for as long as they remain associated with Paydoc (Pty) Ltd.

This privacy policy applies to the personal information the Paydoc Group collects in connection with:

  • our website, https://www.paydoc.co.za/;
  • our social media profiles;
  • our events, marketing and business development activities;
  • our business communications and other online and offline business interactions;
  • our services;
  • our subscription to any member of the Paydoc Group’s services, publications or

marketing database;

  • third party service providers, including but not limited to search information, advertising, technical, payment and delivery services;
  • requests for quotations and/or proposals by or to us; and/or
  • the supply of products and services to us.

By using this website, you consent to the practices described in this policy as amended from time to time.

  1. Information We Collect

1.1 Personal Information You Provide

We may collect personal information when you:

  • Complete a contact form
  • Request a demo or quote
  • Subscribe to updates
  • Communicate with us whether via email or support channels or otherwise

This may include:

  • Name
  • Email address
  • Phone number
  • Physical and postal address
  • Practice or organisation details
  • Date and place of birth and/or nationality
  • Financial records and employment records
  • Identity numbers, medical practice registration numbers
  • information relevant to the provision of our products and services
  • bank account or payment card details, income or other financial information
  • relevant information as required by applicable laws, including anti-money laundering legislation and as part of our client onboarding procedures, including evidence of source of funds
  • Any other information you voluntarily provide

You warrant that you are lawfully entitled to provide personal information of any third party whose personal information you provide to any member of the Paydoc Group.

You indemnify us against any loss, liability, damage or expense (including interest and penalties) suffered or incurred by any member of the Paydoc Group due to your provision of personal information of third parties to us in an unlawful manner.

1.2 Automatically Collected Information

When you browse the website, we may collect:

  • IP address
  • Browser type and version
  • Device information
  • Pages viewed and time spent
  • Referring website

This information helps us analyse website performance and improve user experience.

  1. How We Use Your Information

We use your information to:

  • Register you as a client of the Paydoc Group (where applicable)
  • Respond to enquiries
  • Provide product information or support
  • Improve website functionality
  • Conduct detail verification, analytics and/or performance monitoring
  • Provide you with any other services, products or offerings that you may have requested or otherwise consented to, or which may be ancillary thereto, or associated therewith
  • Assessing and dealing with complaints and requests
  • Managing payments, fees, charges and accounts (including collecting and recovering money owed to any member of the Paydoc Group);
  • Keep any work product or other documentation as part of our internal know-how
  • Monitor, keep record of and have access to all forms of correspondence or communications received by or sent from us
  • Administer and protect the Paydoc Group’s business and website
  • Meet our operational, marketing, auditing, legal and record keeping requirements
  • Comply with legal and regulatory obligations

We do not sell or rent your personal information to third parties.

  1. Sharing Your Information

We may share your information with:

  • Service providers who assist in our service delivery, website hosting, analytics, or communications or the provision of information technology or system administration services
  • Internal third parties and other members of the Paydoc Group
  • Professional advisors (e.g., legal or compliance reviewers)
  • Regulators or authorities where legally required
  • Your agent or any other person acting on your behalf

All third parties are required to handle your information securely and in line with applicable privacy laws.

  1. Data Security

We take appropriate reasonable technical and organisational measures to protect your personal information against:

  • Unauthorised access
  • Loss or theft
  • Misuse or alteration

However, no online system can be completely secure, and we cannot guarantee absolute protection. You indemnify the Paydoc Group against any loss, damages or injury that you may incur as a result of any security compromise of personal information to unauthorised persons or your acts or omissions during the provision of personal information to any member of the Paydoc Group

  1. Data Retention

We retain personal information only as long as necessary for:

  • The purposes outlined in this policy
  • The provision of our services requested by you
  • Our legal or regulatory obligations
  • Resolving disputes or maintaining records

You may have the following rights under POPIA and other applicable laws:

  • Access to the personal information we hold about you
  • Correction of inaccurate or outdated information
  • Request for deletion (where legally permissible)
  • Request to restrict processing
  • Objection to certain types of processing

Please view the PAIA manual on the website. To exercise your rights, please contact us at info@paydoc.co.za.

  1. Third-Party Websites

Our websites may contain links to external websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share your personal information. We are not responsible for the privacy practices or content of such sites.

  1. Transborder Transfers

The Paydoc Group operates across various jurisdictions and your personal information may be transferred across national boundaries including to countries that do not have similar data protection laws but we will take reasonable steps to ensure to ensure protection of your information.

  1. Changes to This Policy

We may update this Privacy Policy from time to time and without notice to you. Any changes will be posted on this page with a revised “Last Updated” date.

  1. Contact Us

For questions about this Privacy Policy or how your information is handled, please contact:

Paydoc (Pty) Ltd
The Cliffs, 3 Niagara Road
Tyger Waterfront, Cape Town, 7530
Email: info@paydoc.co.za

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