POPIA Compliance
Process Pilot is built for South African businesses, and we take the Protection of Personal Information Act, 2013 (POPIA) seriously. This page summarises how we approach POPIA compliance. It works alongside our Privacy Policy, which sets out the detail of how we handle personal information.
Our commitment
We process personal information lawfully, for a clear purpose, and with appropriate safeguards, in line with the eight POPIA conditions for lawful processing.
Information Officer
Our Information Officer is Graham Jones. You can contact the Information Officer at info@processpilot.cloud.
Optimise Solutions (Pty) Ltd, registration number 2026/817424/07, 19 Aberfoyle Road, Nottingham Road, KwaZulu-Natal, South Africa.
How we process personal information
We apply the POPIA conditions for lawful processing across every stage of the data lifecycle:
- Purpose limitation — we collect personal information only for defined purposes: to provide, secure and support the service.
- Minimality — we collect only the information we need for those purposes.
- Openness — we tell you what we collect and why, in our Privacy Policy.
- Security safeguards — we apply role-based access controls, tenant isolation between organisations, encryption of data in transit, and row-level security policies.
- Retention limitation — we keep personal information only as long as necessary, then delete or de-identify it, subject to legal obligations.
- Data quality — you can update your personal information at any time through your account settings, and request corrections by contacting us.
You control the content in your account
As the customer, you decide what personal information to put into your documents and repository. For that content you are the responsible party under POPIA, and Process Pilot acts as your operator, processing it on your instructions to provide the service. You are responsible for ensuring you have a lawful basis to process any personal information of third parties that you upload.
Your rights as a data subject
Under POPIA you have the right to:
- Request access to the personal information we hold about you.
- Request correction or deletion of your personal information.
- Object to the processing of your personal information.
- Lodge a complaint with the Information Regulator if you believe your information has not been handled properly.
To exercise any of these rights, contact us at info@processpilot.cloud.
Operators and cross-border transfers
We use trusted operators (including hosting, AI and payment providers) under contracts that require appropriate protection of personal information. Where information is processed outside South Africa, we take steps to ensure a level of protection consistent with POPIA, including contractual safeguards. See our Privacy Policy for the full list of sub-processors.
Automated decision-making
Process Pilot uses AI to generate and review documents at your request. This processing assists you as a tool — it does not make decisions about you as a data subject. No automated decision with legal or similarly significant effect is made about any individual through the service.
Complaints
If you believe we have not handled your personal information properly, please contact us first at info@processpilot.cloud so we can resolve the matter. You also have the right to lodge a complaint with the Information Regulator of South Africa (https://inforegulator.org.za).