Privacy Statement

1. Overview

Africa Documents (“we”, “our”, “us”) provides secure digital services that allow businesses, professionals, and institutions to verify, store, and share documents in a trusted and transparent way. We are committed to protecting your personal information and giving you clear control over how it is used.

This Privacy Statement explains what information we collect, how we use it, and the rights you have under global privacy laws.

2. Information We Collect

We collect information in three categories:

2.1 Information You Provide

Account details (name, email, phone number, organisation)
Documents you upload
Verification information submitted by professionals
Support requests and communication with our team

2.2 Information Generated Through Use

Log and audit data (timestamps, access events, validation logs)
Device and browser information
Usage patterns that help us improve the platform
Verification activity (e.g., when a document is viewed or validated)

2.3 Information From Third Parties

Identity or professional information provided by licensed verifiers
Data shared by organisations you interact with on the platform

We do not buy personal data from data brokers.

3. How We Use Your Information

We use your information to:

Provide and operate the Africa Documents platform
Verify documents and maintain a secure chain of trust
Enable intentional document sharing through links or QR codes
Maintain audit logs for compliance and security
Improve platform performance and user experience
Communicate with you about updates, support, or service changes
Meet legal, regulatory, and fraud-prevention obligations

We do not sell your personal information.

4. How Document Data Is Handled

4.1 You Control Access

You choose when and how your verified documents are shared. Recipients can view the verified version but cannot alter the original.

4.2 Single Source of Truth

Documents stored on Africa Documents remain in a secure, tamper-resistant format. Sharing does not create duplicate or uncontrolled copies.

4.3 Professional Verification

When a professional verifies a document, their verification is recorded as a point-in-time event. Professionals do not gain ongoing access to your documents unless you explicitly grant it.

5. Legal Basis for Processing

Depending on your region, we rely on:

Consent (e.g., when you upload or share documents)
Contractual necessity (to provide the service)
Legitimate interests (security, fraud prevention, platform improvement)
Legal obligations (regulatory compliance, audit requirements)

6. How We Share Information

We may share information with:

Licensed professionals you choose to engage
Organisations you intentionally share documents with
Service providers who support hosting, security, analytics, or communication
Regulators or authorities when legally required

We do not share information with advertisers or data brokers.

All service providers are bound by strict confidentiality and data-processing agreements.

7. International Data Transfers and Data Residency

Where your data is stored

Africa Documents stores your data on Microsoft Azure infrastructure located in the Azure South Africa North region, based in Johannesburg, South Africa. This includes account information, uploaded documents, verification records, and audit logs. We chose this location because it currently provides the strongest available combination of enterprise-grade security, encryption, compliance certifications, and reliability for our region.

We continue to assess alternative hosting options across the continent and will revisit this decision as suitable options become available.

Cross-border transfers

If you are located outside South Africa, storage of your data on infrastructure in South Africa is a cross-border transfer under the data protection law of your country. We rely on the following legal bases for these transfers:

Contractual necessity: We cannot provide our service without processing and storing your data on our infrastructure. When you register for and use the service, you enter into a contract that requires this processing.
Explicit informed consent: Where your local law requires consent as the basis for cross-border transfer, we capture that consent at account creation.
Legally recognized safeguards: For each jurisdiction we serve, we implement the specific transfer mechanisms recognized under local law, which may include consent, adequacy determinations, or contractual safeguards such as Standard Contractual Clauses.

For a summary of the specific transfer basis and safeguards applicable to data subjects in your jurisdiction, contact us at privacy@africadocuments.com.

Safeguards in place regardless of jurisdiction

Regardless of where you are located, the following safeguards apply to your data:

A Data Processing Agreement with Microsoft governs how your data is handled by our infrastructure provider, incorporating Microsoft’s standard Azure Data Protection Addendum
Data is encrypted in transit and at rest
Access is restricted to authorized personnel using multi-factor authentication
We maintain records of processing documenting the purpose, lawful basis, and receiving entity for all transfers
Sub-processors are contractually required to maintain equivalent data protection standards

Users located in South Africa

If you are located in South Africa, storage of your data in South Africa is domestic and does not constitute a cross-border transfer. Your data is protected under South African law, including the Protection of Personal Information Act (POPIA).

Your rights regarding transfers

Regardless of your jurisdiction, you may:

Request information about the specific safeguards in place for your data
Request a copy of applicable Data Processing Agreement provisions relevant to your situation
Contact us to discuss data residency requirements specific to your organisation
Withdraw consent where consent is your applicable legal basis, subject to operational implications (we cannot provide the service without storing your data)

For questions about international transfers of your data, contact us at privacy@africadocuments.com.

8. Data Retention

We retain information only as long as necessary for:

Your use of the platform
Compliance with legal and regulatory requirements
Security, audit, and fraud-prevention obligations

You may request deletion of your account or documents at any time, subject to regulatory retention rules.

9. Your Rights

Depending on your jurisdiction, you may have rights to:

Access your information
Correct inaccurate information
Delete your information
Restrict or object to processing
Port your data to another service
Withdraw consent
Lodge a complaint with a regulator

We respond to all rights requests within applicable legal timelines.

10. Security

We use enterprise-grade security measures including:

Encryption in transit and at rest
Multi-factor authentication
Secure infrastructure and access controls
Continuous monitoring and audit logging
Regular security testing and independent assessments

11. Children’s Privacy

Our services are not intended for children under 16. We do not knowingly collect information from children.

12. Changes to This Statement

We may update this Privacy Statement to reflect changes in our services or legal requirements. When we make material changes, we will notify you by email to your account address and by posting a prominent notice on our platform prior to the changes taking effect. The “Last updated” date at the top of this Statement reflects the most recent revision.

13. Contact Us

If you have questions or requests related to this Privacy Statement, you can contact us at:

Accountable Africa AI / Africa Documents
Plot 54368, CBD, North Itower, Floor 10, Unit C
Gaborone, Botswana

For privacy-related inquiries, including data subject rights requests and questions about international transfers:
Email: privacy@africadocuments.com

For general support:
Email: support@accountableafrica.ai
Phone: +267 3631043

Accountable Africa AI Privacy Statement