Africa Documents Privacy Statement

Privacy Policy

Last updated: January 1, 2026

1. Overview

Africa Documents (“we”, “our”, “us”) provides secure digital services that allow businesses, professionals, and institutions to verify, store, and share documents in a trusted and transparent way. We are committed to protecting your personal information and giving you clear control over how it is used.

This Privacy Policy explains what information we collect, how we use it, and the rights you have under global privacy laws.

2. Information We Collect

We collect information in three categories:

2.1 Information You Provide

  • Account details (name, email, phone number, organisation)
  • Documents you upload
  • Verification information submitted by professionals
  • Support requests and communication with our team

2.2 Information Generated Through Use

  • Log and audit data (timestamps, access events, validation logs)
  • Device and browser information
  • Usage patterns that help us improve the platform
  • Verification activity (e.g., when a document is viewed or validated)

2.3 Information From Third Parties

  • Identity or professional information provided by licensed verifiers
  • Data shared by organisations you interact with on the platform

We do not buy personal data from data brokers.

3. How We Use Your Information

We use your information to:

  • Provide and operate the Africa Documents platform
  • Verify documents and maintain a secure chain of trust
  • Enable intentional document sharing through links or QR codes
  • Maintain audit logs for compliance and security
  • Improve platform performance and user experience
  • Communicate with you about updates, support, or service changes
  • Meet legal, regulatory, and fraud-prevention obligations

We do not sell your personal information.

4. How Document Data Is Handled

4.1 You Control Access

You choose when and how your verified documents are shared. Recipients can view the verified version but cannot alter the original.

4.2 Single Source of Truth

Documents stored on Africa Documents remain in a secure, tamper-resistant format. Sharing does not create duplicate or uncontrolled copies.

4.3 Professional Verification

When a professional verifies a document, their verification is recorded as a point-in-time event. Professionals do not gain ongoing access to your documents unless you explicitly grant it.

5. Legal Basis for Processing

Depending on your region, we rely on:

  • Consent (e.g., when you upload or share documents)
  • Contractual necessity (to provide the service)
  • Legitimate interests (security, fraud prevention, platform improvement)
  • Legal obligations (regulatory compliance, audit requirements)

6. How We Share Information

We may share information with:

  • Licensed professionals you choose to engage
  • Organisations you intentionally share documents with
  • Service providers who support hosting, security, analytics, or communication
  • Regulators or authorities when legally required

We do not share information with advertisers or data brokers.

All service providers are bound by strict confidentiality and data-processing agreements.

7. International Transfers

Your information may be processed in countries where we or our service providers operate. We use safeguards such as:

  • Standard Contractual Clauses (SCCs)
  • Data Processing Agreements (DPAs)
  • Regional hosting options where required

8. Data Retention

We retain information only as long as necessary for:

  • Your use of the platform
  • Compliance with legal and regulatory requirements
  • Security, audit, and fraud-prevention obligations

You may request deletion of your account or documents at any time, subject to regulatory retention rules.

9. Your Rights

Depending on your jurisdiction, you may have rights to:

  • Access your information
  • Correct inaccurate information
  • Delete your information
  • Restrict or object to processing
  • Port your data to another service
  • Withdraw consent
  • Lodge a complaint with a regulator

We respond to all rights requests within applicable legal timelines.

10. Security

We use enterprise-grade security measures including:

  • Encryption in transit and at rest
  • Multi-factor authentication
  • Secure infrastructure and access controls
  • Continuous monitoring and audit logging
  • Regular security testing and independent assessments

11. Children’s Privacy

Our services are not intended for children under 16. We do not knowingly collect information from children.

12. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services or legal requirements. We will notify you of material updates.

13. Contact Us

If you have questions or requests related to this Privacy Policy, you can contact us at:

Accountable Africa AI / Africa Documents
Plot 54368, CBD, North Itower, Floor 10, Unit C
Gaborone, Botswana
Email: support@accountableafrica.ai
Phone: +267 3631043