Privacy Notice

This notice explains what personal information Plontiv collects on this website and in the Plontiv app, why we collect it, who we share it with and the choices you have. It applies to visitors to this website, people who leave their details with us, and customers.

Plontiv is for people aged 18 or over. See Children and people under 18, below.

Plontiv is operated by Cherubim Invest (Pty) Ltd, trading as Plontiv, a company registered in South Africa with company registration number 2025/233538/07. It is the responsible party for the personal information this notice covers, and is listed under Who is responsible, at the top of this notice.

The law that applies

• South Africa: the Protection of Personal Information Act 4 of 2013 (POPIA).
• Zimbabwe: the Cyber and Data Protection Act [Chapter 12:07] (CDPA).
• Where another country's law gives you more protection, we apply it to your information.

What we collect on this website

• Details you give us when you ask to be contacted: your email address, the service you are interested in, and, only if you tick the separate WhatsApp box, your WhatsApp number. We record that you agreed, the exact wording you agreed to and its version, and the time.
• Your cookie choice, in a cookie on your device.
• Technical information our servers receive with every request, such as your IP address, browser type and the page requested. We use it to run and secure the site.
• Advert measurement, only if you allow it in the cookie banner: the Meta Pixel records page views and whether a contact form was sent. With each of these, Meta receives your IP address, your browser and device details, and the Meta cookie identifiers on your device (_fbp and _fbc). We never send Meta your name, email address, phone number or order references.

What we collect in the app

• Your account details: name, email address and mobile number.
• Details and documents of the people your orders are for, which you share with their permission, and your relationship to them.
• Copies of documents you upload, the statements you confirm before sending an order, and the record of each step of your order.
• Payment records. You enter your card details on a page run by Paystack, our payment provider. Plontiv never receives or stores your full card number. We keep the card type, its last four digits and its expiry date, and, when Paystack allows the card to be charged again, a reference from Paystack so that a later charge you have agreed to can be made.
• For property services: visit photos with their location, time and file fingerprint, and the observations our team records.
• Messages you send to our team.
• Details of your phone, registered with your account when you sign in: an identifier the app creates for this installation, whether the phone is Android or iPhone, the app version, the operating system version, the manufacturer and model, and whether you allowed notifications.
• A notification address for your phone (a push token from Firebase Cloud Messaging, a Google service). We use it to send notifications about your orders to this phone.
• Crash and diagnostic reports. If the app stops working or meets an error, it sends a report to Firebase Crashlytics, a Google service, so we can find and fix the fault. A report holds the phone's model, its operating system version, the app version and the technical trace of the error. We do not attach your name, email address, mobile number or account number to it. These reports are part of running the app and there is no switch for them in the app.
• Advert measurement in the app, only if you turn it on. It is off unless you turn it on in Account, then Privacy. When it is on, the app tells Meta (Facebook and Instagram) when you open the app and when a payment goes through, with the amount and currency only. No names, documents or order details are sent. You can turn it off in the same place at any time.

Why we use it

• To handle what you asked for: sending the details you requested, and preparing, lodging, collecting and delivering your orders.
• To keep the record of each order, including who checked documents before lodging, as our compliance controls require.
• To prevent fraud and protect you, the people your orders are for, and our team.
• To meet legal, tax and accounting obligations.
• To send you notifications, messages and emails about your orders.
• To find and fix faults in the app.
• To measure our adverts, only with your permission.
• To send occasional news by email, only if you ask for it. You can unsubscribe from any email.

Who we share it with

We share personal information only with the offices, partners and service providers an order needs, and each order shows the offices and partners it was shared with. They include:

• the government offices, embassies and registries an order is lodged with or collected from
• couriers delivering your documents
• the registered attorney or conveyancer from one of our partner firms who acts for you, for estate and title deed matters
• the service providers listed below, which process information for us
• Meta, for advert measurement, only if you allow it. On this website: your IP address, browser and device details, the Meta cookie identifiers on your device, and which pages you viewed and whether you sent a contact form. In the app: that the app was opened and that a payment went through, with the amount and currency only

We don't sell personal information.

Service providers we use

These companies process personal information for us so that the service can run:

• Paystack: card payments. You enter your card details on Paystack's page.
• Google (Firebase): notifications to your phone, and crash and diagnostic reports from the app.
• Meta (WhatsApp): WhatsApp messages about your orders and sign-in codes, sent to your mobile number.
• SendGrid: emails we send you.
• Amazon Web Services: storage of documents, photos and other files, in South Africa.
• MongoDB Atlas: our database.
• Elastic: search and system monitoring, in the European Union.
• DigitalOcean: the servers that run the website and the app's services, in the United Kingdom.

Where it is stored

Documents, photos and other files are stored with Amazon Web Services in South Africa. Our servers run in the United Kingdom, and our search and monitoring systems run in the European Union. The providers that send notifications, WhatsApp messages and emails, take payments and receive crash reports process information on their own systems, which may be in other countries.

Where information moves between countries, we use safeguards the law requires, such as contracts with our providers. If you allow advert measurement, Meta processes the information it receives on its own systems, which may be outside South Africa, Zimbabwe, the United Kingdom and the European Union.

How we protect it

Identity documents and photos are encrypted when stored, access is limited to the people who need it, and every access is logged.

How long we keep it

We keep information only as long as we need it for the purpose it was collected, or as the law requires.

• While you have an account, we keep your account details, the people and documents you have added, your orders and your messages.
• When your account is deleted, we erase your personal details or remove them from the records we must keep. The Delete your account page explains how to ask.
• What we keep after deletion, with personal details removed: the record of each step of an order, the record of who checked documents before lodging, invoices and receipts, and fraud flags. We keep these to show what was done on an order, to meet tax and accounting law, and to prevent fraud. They are kept for the period our legal and compliance obligations require.
• Visit photos taken by our team for property services are locked when they are sealed, so that nobody can change or delete them, and stay locked for 7 years.
• Each time a document or photo is opened, that is written into the record of the order and kept with it. The separate log of our team viewing other records is kept for 2 years.
• Uploaded files pass through a holding area while they are checked. Anything left in that area is deleted automatically after 7 days.
• Contact details left on this website are kept so we can send what you asked for. You can ask us to delete them at any time.

Your rights

You can ask us:

• whether we hold personal information about you, and for a copy of it
• to correct or delete it. The Delete your account page explains how to delete your account and your personal details
• to stop using it for a purpose, including direct marketing
• to withdraw a consent you gave, without affecting what was done before

You can also complain to the regulator: the Information Regulator in South Africa, or the Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ), which is the data protection authority under the CDPA.

Children and people under 18

Plontiv is for people aged 18 or over. You must be 18 or over to create an account, and we do not knowingly open accounts for children.

An order can be about a child, for example a child's birth certificate. A parent or guardian places that order from their own account, and confirms in the app that they have parental responsibility for the child before the child's details are saved.

If you believe a child has created an account, email support@plontiv.com and we will close it.

Contact

To use your rights or ask about this notice, chat with our team in the app, or email support@plontiv.com. Our privacy contact details are also listed under Who is responsible, at the top of this notice.

Changes to this notice

We will update this notice when our practices change, and show the date of the latest version at the top.