Privacy Notice
GreenFile is a compliance platform operated by Astrium Software Solutions for South African businesses. We take the lawful handling of personal information seriously — it is, after all, much of what the product helps our customers do. This notice explains what we collect, why, and the rights you have under the Protection of Personal Information Act (POPIA).
Information we collect
- Account details — when you register: your name, email address, and company name, used to create and secure your account.
- Enquiry & webinar details — when you submit a form (e.g. a webinar registration): your name, work email, company, and role, so we can send the information you asked for.
- Compliance content you create — documents, obligations, registers, and related records you store in the platform. This is your data; we process it to provide the service.
- Technical & security data — limited information such as your IP address and browser user-agent, captured on public form submissions and sign-in attempts solely to prevent abuse and rate-limit requests. It is not used for advertising or profiling.
Why we use it
- To provide, secure, and operate the GreenFile service.
- To send communications you requested (account email, webinar joining details, and a short, related follow-up).
- To protect the service against abuse, fraud, and unauthorised access.
We do not sell your personal information.
Who we share it with
We share personal information only with service providers that help us run GreenFile — for example, our email delivery provider (to send the messages above) and our hosting infrastructure. These providers process data on our behalf under appropriate safeguards. We do not share your information with third parties for their own marketing.
How long we keep it
We retain personal information for as long as needed to provide the service and to meet legal and audit obligations, after which it is deleted or anonymised. Specific retention periods are being confirmed as part of the review noted above and will be published here.
Your rights under POPIA
You have the right to:
- Ask what personal information we hold about you, and request a copy.
- Ask us to correct or update inaccurate information.
- Ask us to delete information we no longer have a lawful basis to keep.
- Object to a particular use of your information.
- Lodge a complaint with the Information Regulator (South Africa).
To exercise any of these, email support@greenfile.co.za and we will respond within a reasonable time.
Information Officer
Our designated Information Officer's contact details are being finalised and will be published here. In the interim, all data-protection enquiries can be directed to support@greenfile.co.za.