1. Introduction

This manual helps requesters understand what records may be held by PropSignand how to request access to them under PAIA. It also summarizes the main POPIA disclosure points relevant to the live service.

2. Contact Details

Information Officer Contact: PropSign

• Email: [email protected]
• Website: getpropsign.co.za

3. Information Regulator Guide

The Information Regulator publishes guidance on how PAIA requests work. Requesters should consult the Information Regulator's website for the latest official guide and prescribed forms.

4. Records Held by PropSign

4.1 Records Available Without Request

• This PAIA Manual
• Privacy Policy
• Terms of Service
• Data Processing Agreement
• Sub-processor List

4.2 Records Potentially Available on Request

• Operational records reasonably required for a lawful request;
• billing and payment-related records held by PropSign;
• support and account records relating to the requester; and
• other records to the extent disclosure is permitted by law.

5. Request Procedure

To request access to a record, use the prescribed PAIA request form and send it to the contact address listed above. The request should identify the record, the requester, the right being exercised or protected, and the form of access sought.

Applicable request and reproduction fees may apply in accordance with PAIA.

6. Grounds for Refusal

A request may be refused where disclosure would unlawfully affect:

• the privacy of a third party;
• confidential commercial information or trade secrets;
• confidential information protected by agreement; or
• the safety of persons, systems, or property.

7. POPIA Disclosures

7.1 Purpose of Processing

PropSign processes personal information to facilitate digital document signing, manage subscriber accounts, provide support, and operate the platform.

7.2 Categories of Data Subjects

• subscribers, agency owners, admins, agents, and assistants;
• signatories and other intended workflow participants; and
• service providers and support contacts.

7.3 Recipients of Personal Information

Personal information may be processed through our authorized infrastructure, identity, and payment providers as described in the published sub-processor list.

7.4 Cross-Border Transfers

Some configured service providers operate infrastructure outside South Africa. Where cross-border transfers occur, PropSign relies on the safeguards required by POPIA.

8. Availability of the Manual

This manual is available on our website at getpropsign.co.za/legal/paia.