Privacy Policy

ClearancePros (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website [clearancepros.co.za] and services. By using our website or submitting your personal information to us, you agree to the terms of this policy.

1. Definitions

  • Personal Information means any information relating to an identified or identifiable natural person. This includes biometric data, fingerprints, identity/passport numbers, contact details, etc.
  • Processing means any operation or activity concerning personal information, whether by automatic or non-automatic means, including collection, storage, retrieval, use, disclosure, destruction.
  • Responsible Party refers to ClearancePros.
  • Operator refers to any third party that processes personal information on behalf of ClearancePros.

2. Legal Basis & Applicable Law

We comply with South Africa’s Protection of Personal Information Act, No. 4 of 2013 (“POPIA”). Under POPIA, we ensure that your information is processed lawfully, fairly, and transparently. We are bound to:

  • Collect only the information necessary for specified, explicit, and lawful purposes.
  • Process information only as needed and only for the purposes you consented to.
  • Safeguard your information with reasonable technical and organizational security measures.
  • Respect your rights to access, correct, or delete your personal information.

3. What Information We Collect

We may collect the following types of personal information when you use our site or services:

  • Identity information: full name, date of birth, identity number or passport number.
  • Contact details: email address, phone number, postal address.
  • Fingerprint / biometric data when required for the Police Clearance Certificate application.
  • Supporting documentation: copies of identity document or passport, marriage certificate (if applicable), proof of name change etc.
  • Usage data: how you use our site, pages visited, IP address, browser type.

We may also collect sensitive personal information, such as biometric data (fingerprints), which is necessary for the PCC application process.

4. How & Why We Use Your Information

We will use your information for the following purposes:

  • To assist you with your Police Clearance Certificate application (including preparing documents, submitting to SAPS, liaising with the police clearance centre etc.).
  • To communicate with you about your application status, updates, and any required actions.
  • To verify your identity.
  • To deliver your certificate or send documents to you.
  • To improve our services, for customer support, and to ensure quality control.
  • To comply with legal obligations, including in connection with SAPS and other authorities.

5. Consent & Transparency

  • By submitting your personal information, you consent to us collecting, processing, storing, and sharing your information as described in this policy.
  • If we need to use your information for a purpose not initially disclosed, we will notify you and obtain your consent.

6. With Whom We Share Your Information

We may share your personal information with:

  • South African Police Service (SAPS) / Criminal Record Centre (CRC) — for submitting your application and fingerprints and for obtaining the official certificate.
  • Couriers or delivery services — to deliver the certificate or documents to you.
  • Our service providers or contractors (operators) who help us with document processing, customer support, IT hosting, data storage, etc.
  • Legal or regulatory authorities, if required by law.

We will ensure any operator or third party we share your information with is bound by confidentiality and data protection obligations.

7. International Transfer of Data

If we need to send your information outside South Africa (for example, for server hosting or courier alternatives), we will ensure that:

  • The recipient is subject to laws or binding agreements providing comparable protection to the provisions of POPIA; or
  • We obtain your explicit consent; or
  • The transfer is necessary for the performance of a contract between you and us.

8. How We Protect Your Information

We implement reasonable physical, technical, and administrative safeguards to protect your personal information from unauthorized access, use, alteration, or disclosure. These may include:

  • Secure servers, encryption in transit / at rest where feasible.
  • Limiting access to personal information to staff who need it to perform their duties.
  • Regular security audits and reviews of our security practices.
  • Secure disposal of information when no longer needed.

9. Retention of Personal Information

We will retain your personal information only as long as necessary to fulfill the purposes for which it was collected (including legal, accounting, or reporting requirements). Once it is no longer needed, we will delete or anonymize it in a secure manner.

10. Your Rights

Under POPIA, you have the following rights:

  • The right to access your personal information that we hold.
  • The right to correct or update any information that is inaccurate, incomplete, or outdated.
  • The right to delete your personal information when there is no legal reason for us to continue holding it.
  • The right to object to the processing of your personal information in certain circumstances.
  • The right to withdraw consent at any time (for processing that depends on consent), without affecting the lawfulness of processing before withdrawal.
  • The right to complain to the Information Regulator of South Africa if you believe your rights under POPIA have been violated.

11. Cookies & Tracking

  • We use cookies and similar technologies to analyze website traffic, improve user experience, and support site functionality.
  • You can manage or disable cookies through your browser settings.
  • Note: disabling certain cookies may affect your ability to use some features of the website fully.

12. Children’s Privacy

  • If you are under the legal age required to give consent in your jurisdiction, you must obtain parental or guardian consent before submitting personal or biometric data.
  • We do not knowingly collect or process personal information from children without such consent.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time (for example, if laws change or we add new services). When we do, we will post the updated version on our website, and indicate the date of revision. We encourage you to review this page periodically.

14. How to Contact Us

If you have any questions, requests, or concerns about this Privacy Policy or how we handle your personal information, please contact us:

ClearancePros.co.za
Fourways, Sandton, 2191
Email: info@clearancepros.co.za
Phone: +27 (82) 255-5162

By using ClearancePros.co.za and/or submitting your personal information, you acknowledge that you have read, understood, and agree to this Privacy Policy.