Propverse Sign is an electronic signature service operated by Propverse. This policy explains what personal information the service processes, why, and the choices you have. It is written with South Africa's Protection of Personal Information Act (POPIA) in mind.
1. Who is responsible
Each workspace (for example, a firm or company using Propverse Sign) decides which documents to send and who to send them to. For the personal information inside those documents and about their parties, the workspace is the responsible party and Propverse processes it on the workspace's behalf.
For account information about the people who sign in to Propverse Sign, Propverse is the responsible party.
2. Information we process
- Account details: name, email address, phone number, role and, if set, a profile photo.
- Security data: hashed passwords, two-factor settings, session records, sign-in times and IP addresses.
- Documents you upload, the fields placed on them and the values parties enter, including signatures and initials.
- Party details you provide: names, email addresses, phone numbers and identity details where a document needs them.
- An audit trail of actions on each document — who viewed, signed or declined, when, and from which IP address and device.
- Delivery records for the emails and WhatsApp messages the service sends.
3. Why we process it
- To provide the service: storing documents, delivering signing links and sealing completed documents.
- To prove what happened: the audit trail and certificate of completion are evidence that a signature is genuine.
- To keep accounts secure: verifying sign-ins, detecting misuse and protecting against unauthorised access.
- To communicate with you about your documents and your account.
5. Storage and security
Each workspace's documents are kept in its own isolated storage area. Passwords are stored as one-way hashes, sign-in can be protected with two-factor authentication, and signing links can require a one-time code.
No system is perfectly secure; if we become aware of a breach affecting your information, we will notify you and the Information Regulator as POPIA requires.
6. How long we keep it
Documents and their audit trails are kept for as long as the workspace keeps them, because they are records the workspace may need to rely on. Account information is kept while the account is active and for a reasonable period afterwards to meet legal and security obligations.
7. Your rights
Under POPIA you may ask to access, correct or delete your personal information, object to its processing, and lodge a complaint with the Information Regulator.
If your information is in a document a workspace sent you, contact that workspace first — it controls the document. For your Propverse Sign account, contact Propverse.
8. Changes to this policy
We may update this policy as the service changes. The date at the top shows when it last changed; significant changes will be announced in the app.