admin@inquisor.co.za

SigniPOD Privacy Policy

Developed by Inquisor (Pty) Ltd

Version: 2.0

Effective Date: 1 May 2025

Last Reviewed: August 9, 2026

Applies To: SigniPOD website, mobile application (https://signipod.web.app/), and associated services

Governing Law: Protection of Personal Information Act 4 of 2013 (POPIA)

Privacy Policy

1. Introduction and Scope

Inquisor (Pty) Ltd (“Inquisor”, “we”, “us”, or “our”) operates the SigniPOD digital proof-of-delivery platform. We are committed to processing personal information responsibly and in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA) and any other applicable South African data protection legislation.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, with whom we may share it, and what rights you have as a data subject. It applies to all users of the SigniPOD website and mobile application, including business account holders, delivery drivers, and recipients whose signatures are captured through the platform.

By using SigniPOD, you confirm that you have read and understood this Policy. If you do not agree with any part of this Policy, you should discontinue use of the platform.

2. Responsible Party and Information Officer

Inquisor (Pty) Ltd is the responsible party for personal information processed through SigniPOD. Our designated Information Officer can be contacted as follows:

Responsible Party: Inquisor (Pty) Ltd

Information Officer: The Information Officer

Email: admin@inquisor.co.za

Postal Address: South Africa

Regulator: Information Regulator (South Africa) – inforeg.org.za

3. Personal Information We Collect

We collect personal information only to the extent necessary to provide proof-of-delivery services. The categories of information collected are:

3.1 Account Information

  • Full name and email address of registered business users
  • Phone number for account verification and support
  • Business or company name and associated contact details

3.2 Delivery and Transaction Data

  • Customer name and contact details associated with a specific delivery
  • Description of items delivered
  • Electronic signature of the recipient at the point of delivery
  • Date, time, and status of each delivery

3.3 Location Data

  • GPS coordinates captured at the precise moment of delivery completion
  • Location data is collected only once per delivery event and is not used for continuous tracking

3.4 Device and Technical Data

  • Device type, operating system, and application version
  • Crash reports and diagnostic logs for performance monitoring
  • Session and usage data to improve application functionality

4. Lawful Basis for Processing

We process personal information on the following lawful grounds as recognised under POPIA:

Performance of a contract: Processing delivery data is necessary to fulfil our service agreement with business clients.

Legitimate interest: Collecting device and usage data to maintain application performance and security.

Legal obligation: Retaining delivery records where required by applicable law or regulatory directive.

Consent: Where consent is required and cannot be implied from contract or legitimate interest, we will request it explicitly.

5. How We Use Personal Information

Personal information collected through SigniPOD is used exclusively for the following purposes:

  • Generating and storing legally recognised proof-of-delivery records
  • Enabling business clients to track, manage, and export delivery documentation
  • Verifying delivery location and time through GPS data
  • Sending transactional communications, including delivery confirmations and account notifications
  • Diagnosing technical issues and improving application reliability
  • Complying with legal and regulatory obligations

We do not use personal information for automated decision-making or profiling that produces legal or similarly significant effects on data subjects.

6. Location Data

SigniPOD does not track your location continuously. Location data (GPS coordinates) is captured only at the precise moment a delivery is marked as completed within the application. This data serves a single purpose: to provide an independently verifiable record of where and when a delivery took place.

Location data is attached to the relevant delivery record and is available to the business client who initiated the delivery. It is not used for advertising, sold to third parties, or used to monitor driver movement outside of active delivery completion events.

7. Sharing of Personal Information

We do not sell personal information under any circumstances. Personal information may be disclosed in the following limited circumstances:

7.1 Service Providers

We engage reputable third-party service providers to assist in operating our platform, including cloud infrastructure and data storage services. These providers are contractually bound to process personal information only on our instructions and in accordance with POPIA requirements.

7.2 Business Clients

Delivery records, including recipient signatures and delivery location data, are accessible to the business client who created the delivery within their SigniPOD account. Clients are responsible for the lawful use of delivery records they access through the platform.

7.3 Legal Obligations

We may disclose personal information if required to do so by law, court order, or request from a competent regulatory authority. We will, where legally permissible, notify affected parties before making such a disclosure.

7.4 Business Transfers

In the event of a merger, acquisition, or sale of all or substantially all of our assets, personal information held by us may be transferred to the successor entity. Affected data subjects will be notified in advance where required by POPIA.

8. Cross-Border Transfer of Personal Information

Where personal information is stored or processed on servers located outside South Africa, we ensure that the recipient country or organisation affords a comparable level of protection to that required under POPIA, or that we have obtained appropriate safeguards including data processing agreements or, where necessary, consent from the data subject.

9. Data Security

We implement appropriate technical and organisational measures to protect personal information against loss, damage, unauthorised access, disclosure, or destruction. These measures include:

  • Encryption of data in transit using industry-standard protocols
  • Access controls limiting data access to authorised personnel on a need-to-know basis
  • Regular security assessments and vulnerability monitoring
  • Incident response procedures aligned with POPIA notification requirements

In the event of a data breach that poses a risk to the rights of data subjects, we will notify the Information Regulator and affected data subjects as required under section 22 of POPIA.

10. Data Retention

We retain personal information only for as long as necessary to fulfil the purpose for which it was collected or to meet applicable legal requirements. Our retention schedule is as follows:

Delivery records (signatures, GPS, items): Retained for a minimum of 5 years from delivery date to support potential contractual disputes.

Account information: Retained for the duration of the business account and for 3 years following account closure.

Device and usage logs: Retained for 12 months, after which they are anonymised or deleted.

Location data: Retained as part of the associated delivery record; see delivery record retention above.

At the end of each retention period, personal information is securely deleted or anonymised so that it can no longer be linked to an identifiable individual.

11. Rights of Data Subjects

As a data subject under POPIA, you have the following rights. To exercise any of these rights, contact us at admin@inquisor.co.za. We will respond within 30 days of receiving a verifiable request.

Right of access: You may request confirmation of whether we hold personal information about you and a copy of that information.

Right to rectification: You may request correction of inaccurate or incomplete personal information we hold about you.

Right to erasure: You may request deletion of personal information where it is no longer necessary for the purpose for which it was collected, subject to any overriding legal obligations.

Right to object: You may object to the processing of your personal information where that processing is based on legitimate interest.

Right to lodge a complaint: You have the right to lodge a complaint with the Information Regulator at inforeg.org.za if you believe your personal information rights have been violated.

We may decline requests where we have a lawful basis to retain or continue processing the information, in which case we will provide written reasons for the refusal.

12. Cookies and Tracking

The SigniPOD website uses cookies and similar tracking technologies. Cookies are small text files placed on your device that help us operate the website, understand how it is used, and where applicable serve relevant advertising. Below we explain the categories of cookies in use and how you can control them.

12.1 Essential Cookies

These cookies are necessary for the website to function and cannot be switched off. They are typically set in response to actions you take such as logging in or filling in forms. You can set your browser to block these cookies, but some parts of the website may not work as a result.

12.2 Analytics Cookies (Google Analytics)

We use Google Analytics to collect information about how visitors use the SigniPOD website. This includes pages visited, time spent on the site, the source of traffic, and general location data at a city or country level. Google Analytics sets cookies that collect this data in an aggregated and anonymised form. The information is used solely to improve the website and is not used to identify individual users.

Google Analytics data is processed by Google LLC, which may transfer it to servers outside South Africa. Google acts as a data processor on our behalf and is bound by Google’s data processing terms. You can opt out of Google Analytics tracking at any time by installing the Google Analytics Opt-out Browser Add-on, available at tools.google.com/dlpage/gaoptout.

12.3 Advertising Cookies (Google Ads)

We use Google Ads to promote SigniPOD. Google Ads places cookies on your device to measure the effectiveness of our advertising campaigns, including whether you visited our website after seeing one of our ads. These cookies may also be used to show you relevant SigniPOD advertising on other websites (remarketing). The data collected is used for advertising purposes only and is processed by Google LLC under Google’s advertising privacy terms.

You can opt out of personalised advertising by visiting Google’s My Ad Center at myadcenter.google.com, or by adjusting your settings at adssettings.google.com. Alternatively, you can opt out of interest-based advertising from participating companies through the Digital Advertising Alliance at youronlinechoices.com.

12.4 Cookie Consent

When you first visit the SigniPOD website, you will be presented with a cookie consent notice. Analytics and advertising cookies will only be activated if you provide your consent. You may withdraw your consent at any time by clearing your browser cookies and declining consent on your next visit, or by using the opt-out tools listed above. Essential cookies do not require consent as they are strictly necessary for the website to operate.

12.5 Managing Cookies

Most web browsers allow you to control cookies through their settings. You can choose to block all cookies, accept only certain types, or delete existing cookies. Please note that restricting cookies may affect the functionality of the SigniPOD website. For guidance on managing cookies in your specific browser, visit the browser’s help documentation or www.allaboutcookies.org.

12.6 Mobile Application

The SigniPOD mobile application does not use browser cookies. It may use local device storage to maintain session state and application preferences. This data does not leave your device except as part of normal application functionality described in this Policy.

13. Children

SigniPOD is a business-to-business platform not intended for use by persons under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a minor without appropriate parental or guardian consent, we will take steps to delete that information promptly.

14. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or service offerings. When we make material changes, we will notify business account holders by email and update the effective date at the top of this document. Continued use of SigniPOD after notification of changes constitutes acceptance of the revised Policy.

15. Contact Us

For any questions, requests, or concerns relating to this Privacy Policy or the processing of your personal information, please contact us:

Email: admin@inquisor.co.za

Subject Line: POPIA / Privacy Enquiry

Response Time: Within 30 business days

This document is effective from 1 May 2025. Inquisor (Pty) Ltd reserves the right to update this Policy at any time.

Information Regulator (South Africa): www.inforeg.org.za | Contact: admin@inquisor.co.za