This policy explains what personal information we collect when you use Jaide, why we process it, who we share it with and the rights you have under the Protection of Personal Information Act 4 of 2013 (POPIA).
1. Responsible party
The responsible party is [Firm legal name] (registration number [registration number]), trading as Jaide, of [physical address], South Africa.
Our information officer is [information officer name], who can be reached at [information officer email]. Where Dolata & co. attorneys handle your matter, they process your information as attorneys under their own professional duties.
2. What we collect
- Identity and contact details: your name, email address, phone number and login details.
- Business and applicant details: the name, registration number and address of the person or organisation applying for a trade mark, and the details of the signatory on a power of attorney.
- Brand material: brand names, logos, and the content of websites you submit or ask us to scan.
- Payment metadata: the amount, date, reference and status of a payment. Card details are entered on PayFast and are never stored by Jaide.
- Usage and device data: pages visited, searches run, browser type, IP address and similar technical information.
3. Why we process it
We use your information to:
- run searches and prepare and file trade mark applications;
- analyse your brand name, logo and website so we can recommend classes and marks;
- take payment, issue invoices and keep accounting records;
- communicate with you about your account, searches and filings;
- keep the platform secure, prevent fraud and improve the service; and
- comply with the law and with professional record-keeping duties.
4. Lawful basis
We process personal information where:
- it is necessary to perform a contract with you, such as a search or filing you have paid for;
- it is required by law, including the Legal Practice Act and tax legislation;
- it serves our legitimate interests or yours, such as keeping the platform secure and improving it, where these are not overridden by your rights; or
- you have consented, for example to optional marketing emails, which you can withdraw at any time.
- CIPC, as part of searches and filings. Details in a trade mark application become part of the public register.
- PayFast, which processes payments.
- Hosting and database providers: Vercel (hosting) and Supabase (database), located in [region].
- Email provider: [provider], which delivers our transactional email.
- AI service providers used to analyse brand data: [provider].
- The attorneysat Dolata & co. attorneys handling your matter.
We may also disclose information where the law requires it. We do not sell your personal information.
6. AI processing of brand data
When you submit a brand name, logo or website, we send that material to an AI service provider so it can suggest trade mark classes and related marks. The material is used only to generate those suggestions for you. [Confirm: it is not used to train third-party models.]
AI suggestions are reviewed by a person before any filing is made. Decisions that affect you legally are not taken by automated means alone.
7. Cross-border transfers
Some of the providers listed above store or process information outside South Africa. Where this happens we rely on section 72 of POPIA: the recipient is bound by law or by contract to protect the information to a standard comparable to POPIA, the transfer is necessary to perform our contract with you, or you have consented.
8. Retention
We keep personal information only as long as needed for the purposes above or as the law requires. In particular:
- trade mark records are kept for the life of the mark plus [n] years, so that renewals, oppositions and disputes can be dealt with;
- attorney files are kept for the periods required by the Legal Practice Council and related rules, [n] years;
- accounting and tax records are kept for [n] years; and
- free search queries and usage data are kept for [n] months.
9. Security
We protect your information with encryption in transit, access controls, hashed credentials and the security measures of our hosting and database providers. If a security compromise affects your personal information we will notify you and the Information Regulator as POPIA requires.
10. Your rights
Under POPIA you may:
- ask what personal information we hold about you;
- ask us to correct or delete it;
- object to processing based on legitimate interests;
- withdraw consent where processing relies on it; and
- lodge a complaint with the Information Regulator.
To exercise these rights contact our information officer at [information officer email]. Some information must be kept despite a deletion request, for example records of a filed application or records the attorneys are required to keep.
Information Regulator (South Africa): complaints@inforegulator.org.za, JD House, 27 Stiemens Street, Braamfontein, Johannesburg [verify].
We use essential cookies to keep you logged in and to maintain your session. These cannot be switched off without breaking the platform.
We use [analytics tools] to understand how the platform is used. [State whether analytics cookies are set and how to opt out.]
12. Children
Jaide is intended for adults and organisations. We do not knowingly collect personal information from children under 18. If you believe a child has given us information, contact us and we will delete it.
13. Changes to this policy
We may update this policy from time to time. The date at the top shows when it last changed. If the changes are material we will tell you on the platform or by email.
14. Contact
Privacy questions and requests can be sent to our information officer, [information officer name], at [information officer email], or by post to [Firm legal name], [physical address].
