Privacy Policy

Last updated: 14 September 2026

---

Zenith Dynamics (Pty) Ltd ("we", "us", "our") operates the Signature Easy platform. We are committed to protecting the personal information of our users in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and all other applicable South African privacy legislation.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and what rights you have over your information.

1. Responsible Party

The responsible party for your personal information is:
Zenith Dynamics (Pty) Ltd
105 Brampton Road, Lynnwood Manor, Pretoria, 0081, South Africa
Information Officer: info.zenithd@gmail.com

2. Information We Collect

2.1 Account holders (Senders)

• Registration data: name, email address, company name, and a hashed password.
• Billing data: sufficient to process a payment — handled directly by our authorised payment service provider. We do not store full card numbers or banking credentials on our servers.
• Usage data: documents uploaded, signature sessions created, IP address, and approximate location at the time of certain actions (for audit and security purposes).

2.2 Signatories (recipients of signing requests)

• Name and email address as provided by the Sender.
• IP address and approximate location recorded at the time of signing (audit trail).
• One-time passcode (OTP) used to authenticate the signing action — not retained after use.
• The electronic signature itself, embedded in the signed document.

2.3 Guest users

• Email address provided at the time of upload.
• The uploaded PDF document and associated payment information (processed by our payment provider).

2.4 Automatically collected information

• Standard web server logs: IP address, browser type, referring URL, pages visited, and timestamps.
• We do not use cookies beyond those strictly necessary for session management and security (CSRF protection).

3. Purpose of Processing

We process personal information for the following purposes:

• To provide the electronic document signing service;
• To authenticate users and signatories securely;
• To process payments and maintain billing records;
• To generate an audit trail for signed documents;
• To send transactional emails (signing invitations, OTPs, signed document delivery);
• To comply with legal obligations under South African law;
• To investigate security incidents or suspected fraud.

We do not use your personal information for marketing purposes without your explicit consent, and we do not sell or rent personal information to any third party.

4. Legal Basis for Processing

Under POPIA, we process personal information on the following grounds:

• Contract: processing is necessary to deliver the service you requested;
• Legal obligation: certain records must be retained to comply with applicable law;
• Legitimate interest: security logging, fraud prevention, and service improvement, where these interests are not overridden by your rights.

5. Sharing of Personal Information

We share personal information only in the following limited circumstances:

• Payment service providers: we share the minimum information necessary to process a payment transaction. These providers are contractually bound to process data solely for payment purposes and in accordance with applicable law.
• Email delivery providers: we use a third-party email service to deliver transactional emails (signing invitations, OTPs). These providers act as operators under POPIA and may only process data as instructed by us.
• Document conversion providers: when you upload a Word or Excel file, it is sent to a third-party document conversion service so that it can be converted to PDF. We currently use Adobe PDF Services (Adobe Inc., United States) and, as a backup, iLovePDF / iLoveAPI (Spain, processing in the European region). These providers act as operators under POPIA: they receive the file solely to perform the conversion, and keep it only for as long as needed to complete it, subject to their own privacy policies. PDF files are not sent to these providers.
• Law enforcement or regulators: where we are required by law, court order, or regulatory authority to disclose information.

We do not share personal information with any other third parties.

Cross-border transfers. Some of the providers above process information outside South Africa (for example, Adobe in the United States and iLovePDF in Europe). Where this happens, we transfer information only to the extent necessary to provide the Service you requested, and we rely on the safeguards permitted by section 72 of POPIA. By uploading a Word or Excel file you acknowledge that it will be processed by these providers. If you prefer that your document is not sent to a conversion provider, upload it as a PDF instead.

6. Document and Data Retention

Documents (uploaded PDFs and signed copies) are retained for a maximum of 14 (fourteen) calendar days from the date of upload. After this period, documents are permanently and irreversibly deleted. You are responsible for downloading completed documents before this deadline.

Account data is retained for as long as your account remains active and for a reasonable period thereafter as required by law or for legitimate business purposes (e.g., billing records).

Audit log data (IP addresses, timestamps, signing events) is retained for a period sufficient to support the legal validity of signed documents, and in any event not longer than 5 (five) years, unless a longer period is required by law.

7. Security

We implement appropriate technical and organisational security measures to protect personal information against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures include encrypted communications (TLS/HTTPS), hashed password storage, and access controls restricted to authorised personnel.

No method of electronic transmission or storage is completely secure. While we take reasonable precautions, we cannot guarantee absolute security.

8. Your Rights Under POPIA

You have the right to:

• Access the personal information we hold about you;
• Correct inaccurate or incomplete information;
• Request deletion of your personal information, subject to our legal obligations to retain certain records;
• Object to the processing of your personal information on grounds of legitimate interest;
• Lodge a complaint with the Information Regulator of South Africa at www.justice.gov.za/inforeg.

To exercise any of these rights, contact our Information Officer at info.zenithd@gmail.com. We will respond within the timeframes prescribed by POPIA.

9. Children's Privacy

The Service is not directed at persons under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify registered users of material changes by email. The date at the top of this page indicates when the policy was last revised.

11. Contact

For any privacy-related queries, requests, or complaints:
Information Officer — Zenith Dynamics (Pty) Ltd
105 Brampton Road, Lynnwood Manor, Pretoria, 0081
info.zenithd@gmail.com