Privacy Notice under the Protection of Personal Information Act 4 of 2013
This Privacy Policy explains how GlobeCerti (Pty) Ltd collects, uses, stores, discloses and protects your personal information, and sets out your rights as a data subject under POPIA. Please read it carefully before submitting any personal information to us.
1. Who We Are
GlobeCerti (Pty) Ltd (Registration No. 2025/596006/07) is a document authentication and apostille coordination company registered and operating in Cape Town, South Africa. In this Privacy Policy, "GlobeCerti", "we", "us" and "our" refer to GlobeCerti (Pty) Ltd.
GlobeCerti is not a law firm and does not provide legal advice. Where legal or notarial services are required, they are performed separately by Semira Hristov Inc (Registration No. 2026/346865/21), an appropriately authorised legal practice, or by another appropriately qualified and authorised legal practitioner or notary. GlobeCerti coordinates and administers these services; it does not itself perform legal or notarial acts.
Nothing in this Privacy Policy creates an attorney–client relationship between GlobeCerti and any client. Where legal or notarial services are required, those services are provided by an appointed legal practitioner or notary under a separate professional engagement, and the legal practitioner or notary remains independently responsible for those professional services.
2. Information Officer
GlobeCerti has designated the following Information Officer in terms of section 55 of POPIA:
Name: Semira Hristov
Capacity: Information Officer, GlobeCerti (Pty) Ltd
Email: info@globecerti.co.za
3. Information We Collect
We collect only the personal information necessary to provide the services you request. This includes:
Identity and contact information: your full name, identity or passport number, date of birth, nationality, email address, telephone number and physical address.
Document information: copies, scans or originals of documents submitted for authentication or coordination services — such as birth certificates, marriage certificates, academic qualifications, police clearance certificates, powers of attorney, affidavits and similar official records.
Order and payment information: details of the services you request, your order reference number, payment confirmation and related correspondence.
Technical information: where you use our website, we may collect your IP address, browser type, device type and pages visited through cookies and similar technologies.
We may process special personal information — such as information about health, religion or criminal history — where it is contained in a document you voluntarily submit to us, where such processing is necessary to provide the service you have requested, or where processing is required or permitted by applicable law.
4. How We Collect Your Information
We collect personal information directly from you through our website contact and order forms, by email at info@globecerti.co.za, by WhatsApp at 067 554 1293, in person at our Cape Town office, and by courier when you send original documents to us. We also collect information from authorised representatives acting on your behalf.
5. Why We Process Your Information
We process your personal information to:
- provide document authentication, apostille and coordination services
- communicate with you about your order, including status updates and queries
- process payments and issue invoices
- verify your identity where required by law
- comply with our legal and regulatory obligations, including under POPIA, FICA and the Legal Practice Act
- prevent fraud and protect the integrity of our services
- improve our website and client experience
We do not use your personal information for direct marketing without your express consent.
6. Legal Basis for Processing
We process your personal information where:
- you have provided your consent
- processing is necessary to perform our contract with you
- processing is required to comply with a legal obligation
- processing is necessary for our legitimate business interests, provided those interests do not override your right to privacy
7. Sharing Your Information
We disclose only the minimum personal information reasonably necessary for the relevant purpose. Recipients may include:
- Semira Hristov Inc or another appointed legal practitioner or notary — where legal or notarial services are required, relevant personal information may be disclosed to the appointed legal practitioner or notary solely for the purpose of providing those services
- Government departments and official bodies — the Western Cape High Court, the Department of International Relations and Cooperation (DIRCO), the South African Qualifications Authority (SAQA), and other relevant authorities
- Foreign embassies and consulates — where required to complete authentication or legalisation for use abroad
- Courier service providers — for collection and delivery of documents
- Payment processors — for the processing of payments
- Technology service providers — cloud storage, CRM and email providers used to operate our business, who are required to handle your information in accordance with applicable privacy law
- Professional advisors — auditors, accountants and legal advisors, where necessary
We do not sell, rent or trade your personal information to any third party.
8. International Transfers
Where your instructions require documents or personal information to be submitted to authorities, embassies, consulates or other organisations outside South Africa, GlobeCerti will process and transfer such information only to the extent reasonably necessary to carry out your instructions or as otherwise required or permitted by law.
We take no responsibility for the privacy practices of foreign government authorities, which are outside our control.
9. Data Security
GlobeCerti implements appropriate, reasonable technical and organisational measures to safeguard personal information against loss, unauthorised access, disclosure, alteration or destruction, taking into account generally accepted information security practices and applicable legal requirements.
In the event of a data breach that poses a risk to you, we will notify you and the Information Regulator as required by section 22 of POPIA.
10. Retention of Information
GlobeCerti retains personal information only for as long as necessary to fulfil the purposes for which it was collected or as otherwise required or permitted by applicable law. Thereafter, the information is securely deleted, destroyed or anonymised where appropriate.
11. Automated Tools and Technology
GlobeCerti may use software tools, including AI-assisted technologies, to support administrative functions. Where such tools process personal information, GlobeCerti takes reasonable steps to ensure that such processing complies with applicable privacy laws and appropriate contractual or technical safeguards.
12. Cookies
Our website uses cookies to improve functionality, remember your preferences, analyse traffic and improve security. You may disable cookies through your browser settings, although some website features may not function correctly if you do so.
13. 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 of inaccurate, incomplete or outdated information
- request deletion of information we are no longer authorised to retain, subject to legal retention obligations
- object to the processing of your personal information on reasonable grounds
- withdraw consent where processing is based on consent
- lodge a complaint with the Information Regulator
To exercise any of the above rights, please contact our Information Officer in writing at info@globecerti.co.za. We will respond within the period prescribed by applicable law.
14. Children's Privacy
Our services are not directed at children under the age of 18 unless instructions are provided by a parent, legal guardian or authorised representative. We do not knowingly collect personal information directly from minors.
15. Complaints
If you believe your personal information has not been processed lawfully, please contact our Information Officer at info@globecerti.co.za so that we may attempt to resolve your concern.
If you are not satisfied with our response, you may lodge a complaint with the Information Regulator of South Africa:
Website: inforegulator.org.za
Email: POPIAComplaints@inforegulator.org.za
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg 2191
Nothing contained in this Privacy Policy limits any rights afforded to data subjects under applicable law, including the Protection of Personal Information Act 4 of 2013.
16. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our processing activities, technology, or applicable law. The revised version will be published on our website with an updated effective date. Where required by law, we will provide appropriate notice of material changes.
17. Contact Us
Company: GlobeCerti (Pty) Ltd
Registration: 2025/596006/07
Email: info@globecerti.co.za
WhatsApp: 067 554 1293
Website: www.globecerti.co.za
Address: Ground Floor, Lutomburg Building, 2 Leeuwen Street, Cape Town 8001