Privacy notice

Your name, email address and sign-in details, and the plan you are on. If you sign in with Google or Microsoft, that provider tells us your name and email address; we never see your password there.

The KuduDoc site you signed up on, the country your connection appeared to come from, and your browser’s time zone, so reminders run on your clock.

The time, network address and browser of each sign-in and device.

The files you upload, their names and details, the signing fields you place and the sealed files that result. Documents can contain sensitive information, such as health records or identity numbers; we process it only to store and handle the document as you ask.

The names and email addresses of the people you send to or share with, and a record of each action on a document — sent, opened, downloaded, signed — with the time, the internet address and browser it came from, and the approximate area (province or country) that address points to. The sender, and anyone who manages the document, can see this record.

What people send you through your forms; a phone number you give for a WhatsApp link to a form; on class lists, each child’s parents’ names, email addresses and phone numbers; for a body corporate, owners’ and occupiers’ names and email addresses.

The questions you ask, and your consent to Ask.

The people you name, their requests, and the network address and browser of each request.

Plan, trial and invoice records. We do not take payments yet; see who else sees it.

The company details and documents a Business account submits so a person at KuduDoc can review it.

Each lookup or free timestamp logs the fingerprint, the time, the network address and the browser’s user agent. The file you check is not kept.

What you write to us, and our replies.

Your account, documents, signing, sharing, reminders, emergency access and the letters we send for you. Basis: to perform our contract with you (s11(1)(b); Art 6(1)(b)).

Keeping a tamper-evident record of what happened to a document, so you and the other parties can prove it later. Basis: our contract with you, and the legitimate interest of every party in reliable evidence (s11(1)(b) and (f); Art 6(1)(b) and (f)).

Using the names and addresses you give us to deliver what you sent. Basis: the legitimate interest in delivering it (s11(1)(f); Art 6(1)(f)). You must have the right to share their details with us.

Sign-in records, and limits on lookups per network address on the public checker. Basis: legitimate interests in keeping accounts and the service safe (s11(1)(f); Art 6(1)(f)).

Deciding whether a Business account can send and seal under KuduDoc’s name. Basis: our contract, and our legitimate interest in not lending our name to someone we cannot identify (s11(1)(b) and (f); Art 6(1)(b) and (f)).

Ask runs only when you ask a question. Basis: your consent, which is recorded and which you can withdraw by switching Ask off (s11(1)(a); Art 6(1)(a)).

Knowing which site, country and time zone your account belongs to, so the right terms, features and reminder times apply. Basis: legitimate interests (s11(1)(f); Art 6(1)(f)).

Plan and invoice records, and anything the law requires us to keep or disclose. Basis: our contract and our legal obligations (s11(1)(b) and (c); Art 6(1)(b) and (c)).

Answering what you write. Basis: our contract, or our legitimate interest in answering you (s11(1)(b) and (f); Art 6(1)(b) and (f)).

When you send a document for signature or share it, the recipient sees what you sent them. You can share view-only or with download, and withdraw future access at any time. View-only can still be photographed, and withdrawing access cannot recall a copy already downloaded.

On Family, you can name trusted people who may request access to your ordinary documents from their own account. You are told about every request and can cancel it or block the person asking; you set the rules and the waiting time before anything opens. The Vault is never included. How emergency access rules work

Hosts KuduDoc and stores your account, documents and records, in Johannesburg, South Africa (region africa-south1).

When you use Ask, your question and the relevant passages go to Google’s Vertex AI service, in Google’s EU region, to write a cited answer. The Vault is never sent.

Sends our email — sign-up codes, signing requests, reminders and notices — from its Ireland data centre. It sees each recipient’s address and the letter.

Receives and holds the email you send to our addresses, such as privacy@ and support@.

Only if you choose to sign in with them. They confirm who you are and tell us your name and email address.

OpenTimestamps calendars and a timestamp authority receive only a fingerprint of a sealed file, never the file or any name.

We do not take payments yet. Before we do, we will name the payment provider here. It will take your card details itself; we will never see your full card number.

Neither the European Commission nor the UK has found South Africa’s law adequate in a formal decision. Your information is protected by POPIA, a comprehensive data-protection law enforced by an independent regulator; by this notice and the GDPR obligations we take on by offering KuduDoc to you; by our providers’ data processing terms; and by encryption and access controls.

Email goes through Resend in Ireland, and Ask passages go to Google in the EU, where the GDPR applies. POPIA section 72 allows that because the law there protects information as well as POPIA does, and for Ask we also ask for your consent first. Google Workspace may keep our mail in more than one country, under Google’s data processing terms.

Where a provider’s data processing terms use the European Commission’s standard contractual clauses or the UK’s addendum to them, we rely on those clauses. Write to privacy@kududoc.co.za for a copy of the safeguards that apply to your information.

For as long as you have it. When your account is erased, the stored copy of each sealed document is removed 30 days later, so the other signers can save their copy first.

On sign-ins, signer records, emergency access requests and free timestamps, removed after 90 days.

Kept with the record it protects, including the network address and browser of each action and of public checks, because changing it would break the hash chain that shows nothing was altered.

A sealed document’s fingerprint, seal id, sealing date and timestamp proof are kept for good, so the file can still be checked. They carry no names and no contents.

Invitation details are cleared 90 days after a form closes. Answers are kept for as long as the form’s owner sets.

For as long as tax law requires.

When you sign in to the app, cookies keep you signed in and protect your requests from forgery. Without them you cannot use your account. They end when you sign out or the session expires.

A cookie that lasts ten minutes, set only while you sign in with one of them.

When you pick a KuduDoc site, or answer the suggestion to visit one, your browser keeps a cookie named kd_market for up to a year. It holds only that choice and is never set just because you opened a page. To make the suggestion, the site uses the country of your connection; it does not store that country.

Ask what personal information we hold about you and get a copy of it.

Ask us to fix information that is inaccurate, misleading, incomplete or out of date.

Ask us to delete information we no longer have a lawful basis to keep, or that we have held past its purpose.

Ask us to keep your information but stop using it while a question about it is settled, for example while we check a correction.

Export your documents and data in a form you can take elsewhere, or ask us for it.

Object to processing based on legitimate interests. We will stop unless we have compelling grounds or need it for a legal claim. We do not send direct marketing; if we ever do, you can object to it at any time.

Where we rely on your consent, such as for Ask, withdraw it at any time by switching it off. That does not undo what was done before.

If you think we have handled your information — or your request — badly, you can complain directly; you do not need to come through us first. In South Africa, to the Information Regulator. In the EU, to the data protection authority of the country where you live or work, or where you think the problem happened. In the UK, to the Information Commissioner’s Office.