Privacy Policy

1 Introduction

Welcome to SDM Quick Docs, developed by TS4 Solutions on behalf of the Sedibeng District Municipality ("SDM", "we", "us", or "our"). We are committed to protecting your privacy and ensuring that your personal information is collected and used properly, lawfully, and transparently in accordance with the Protection of Personal Information Act (POPIA) of South Africa.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the SDM Quick Docs mobile application.

2 The Information We Collect

To provide secure digital and electronic signature capabilities, we collect the following types of information:

• Identity and Contact Information: User IDs, employee numbers, names, and email addresses used to authenticate your access to the app.
• Signature Data: Biometric-style data including your captured "ink" signature drawn on the device screen.
• Document Data: The contents of the documents you upload, view, or sign within the app.
• Cryptographic Data: Digital certificates, timestamps, and SHA-256 hashes generated during the signing process to create a secure audit trail.
• Device and Usage Information: IP addresses, operating system type, device identifiers, and connection logs to monitor app security and performance.

3 How We Use Your Information

• To facilitate the electronic and digital signing of official municipal and business documents.
• To verify your identity and generate a legally binding, tamper-proof cryptographic signature.
• To maintain an audit trail of when, where, and by whom a document was signed.
• To comply with legal, regulatory, and municipal governance obligations.
• To provide technical support and improve the performance of the SDM Quick Docs app.

4 POPIA Compliance & Data Security

Under POPIA, SDM acts as the "Responsible Party" and TS4 Solutions acts as the "Operator". We implement robust security measures including:

• Encryption: Document hashes and digital signatures are secured using RSA encryption and SHA-256 hashing protocols.
• Database Security: Data is stored on secure servers with strict access controls.
• Data Minimization: We only collect information strictly necessary for document execution and verification.

5 Sharing Your Information

We do not sell, trade, or rent your personal information. Your information is only shared:

• Internally within Sedibeng District Municipality for administrative, legal, and operational purposes.
• With TS4 Solutions strictly for app maintenance, hosting, and technical support.
• When required by law, subpoena, or lawful request by South African law enforcement.

6 Your Data Subject Rights

In accordance with POPIA, you have the right to request access, correction, objection, or deletion of your personal information, subject to municipal record-keeping laws.