Privacy Policy

1. Who We Are

DocuLink SA provides facilitation and coordination services for South African documents to clients located worldwide.

DocuLink SA is an independent service provider and is not affiliated with SAPS, the Department of Home Affairs (DHA), DIRCO, SAQA, Umalusi, the Department of Transport (DoT) or RTMC.

2. Scope of This Policy

This Policy explains how we collect, use, store and share personal information when you use our website and portal, submit an application, or communicate with us.

We process personal information in accordance with applicable laws, including the Protection of Personal Information Act (POPIA). Where applicable, we also take into account international privacy requirements for cross-border clients.

3. Information We Collect

We may collect and process the following categories of information:

• Identity and Contact Data: full name, date of birth, ID or passport details, email address, phone number and residential address.
• Application and Document Data: fingerprint forms, certificates and records and supporting documentation required for services.
• Transaction Data: payment confirmations and order details. We do not store full card details - payments are processed by secure third-party providers.
• Technical Data: IP address, browser and device information and website usage data via cookies or analytics tools.

4. How We Use Your Information

We use your information to:

• Deliver and manage services.
• Submit and process applications with relevant authorities.
• Communicate with you regarding your application.
• Provide updates and support.
• Maintain internal records and compliance.

We do not sell your personal information.

We may send you service-related communications and application updates by email. Transactional emails related to your active application cannot be opted out of as they form part of the service. You may opt out of non-transactional communications at any time by contacting us at support@doculinksa.com.

5. Legal Basis for Processing

We process your information based on:

• Your consent when you submit information.
• The need to perform a service you have requested.
• Compliance with legal and regulatory obligations.

6. Third-Party Disclosure

Your information may be shared with:

• South African authorities, including SAPS, DHA, DIRCO, SAQA, Umalusi and RTMC.
• Courier and logistics providers.
• Payment processors.
• Verified service partners required to deliver the service.

All third parties are required to handle information appropriately.

7. Cross-Border Transfers

As a cross-border service, information may be transferred between jurisdictions, including South Africa and other countries.

By using our services, you consent to such transfers where necessary to deliver the service.

8. Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, or misuse.

However, no system is completely secure and we cannot guarantee absolute security.

9. Data Retention

We retain personal information only as long as necessary to deliver services and comply with legal and operational requirements.

Information is then securely deleted or anonymised where appropriate.

10. Your Rights

Subject to applicable law, you may:

• Request access to your personal information.
• Request correction of inaccurate data.
• Request deletion where legally permissible.

Requests can be made via the contact details below.

11. Cookies and Analytics

We may use cookies or similar technologies to improve website functionality and analyse usage.

You may manage cookie preferences through your browser settings.

12. Limitation of Liability

While we take reasonable steps to protect your information, DocuLink SA shall not be liable for:

• Unauthorised access beyond our reasonable control.
• Third-party system breaches.
• Internet-based transmission risks.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

14. Contact

For privacy-related enquiries, please contact us at:

• Email: support@doculinksa.com

DocuLink SA is an independent document facilitation service and is not affiliated with any government authority.