Privacy Policy

How we collect, use, and protect your personal information

1. Information We Collect

We collect personal information that you provide to us when using our services. This includes:

  • Full name
  • Email address
  • Phone number
  • ID or passport numbers
  • Uploaded documents for service delivery
  • Any other details necessary for providing our services

2. How We Use Your Information

Your information supports our core operations and is used to:

  • Provide notary, apostille, and document legalisation services
  • Communicate with you regarding your service requests
  • Process invoices and payments
  • Comply with regulatory and legal requirements
  • Improve our services and customer experience

3. Data Sharing

We do not sell your data. We only share your information when necessary with:

4. Security Measures

We take the security of your personal information seriously. We employ:

  • Industry-standard encryption for data transmission
  • Secure storage practices for all documents and information
  • Restricted personnel access to sensitive data
  • Regular security reviews and updates

5. Cookies, Tracking & Advertising

Our website uses cookies and similar technologies. In accordance with South Africa's Protection of Personal Information Act (POPIA) and the Electronic Communications and Transactions Act (ECTA), we obtain your consent before setting advertising cookies.

Essential Storage

These do not require consent and are necessary for the website to function:

  • Cookie consent preference — remembers your choice on this banner (localStorage, no expiry until cleared)
  • Chat session data — maintains your conversation with our assistant during a visit

Analytics Cookies

We use Google Analytics 4 (GA4) and Google Tag Manager (GTM) to understand how visitors use our website. These tools collect:

  • Pages visited and time spent
  • Device type and browser
  • Geographic region (country/city level, not precise location)
  • How you arrived at our website (search engine, direct, referral)

Analytics data is aggregated and does not identify you personally.

Advertising Cookies & Conversion Tracking

When you consent to advertising cookies, we use:

  • Google Ads conversion tracking — measures whether an ad click led to a service enquiry or payment. We share only the conversion event and its value (in ZAR) with Google, not your name, email, or documents.
  • Google Click Identifier (gclid) — a unique identifier stored in your browser (localStorage, 90-day expiry) that links your ad click to any subsequent enquiry. This helps Google's automated bidding optimise for genuine leads rather than just clicks.
  • Remarketing — if you visit our website after clicking an ad, Google may show you relevant ads on other websites. You can opt out of personalised ads at Google Ads Settings.

Google Customer Match

If you have been a customer of Easy Services Group, we may share a limited set of your contact details with Google so that Google can match you against your existing Google account for advertising purposes. This is called Customer Match and is used to:

  • Show you tailored ads if you are an existing customer (for example, reminders for documents that need renewing)
  • Exclude you from acquisition campaigns aimed at new customers (so we don't waste ad spend marketing to people who have already used us)
  • Help Google find people similar to our existing customers to show our ads to

The fields we share are: email address, phone number, first name, last name, country, and postal code. These are transmitted to Google over an encrypted (TLS) connection and are cryptographically hashed (SHA-256) before Google stores them, so the values cannot be reversed back into your personal details. Google uses the hashed values only to look for a match against existing Google accounts and discards any unmatched data.

Lawful basis under POPIA: Section 11(1)(f) — processing is necessary for the legitimate interests of the responsible party (Easy Services Group), specifically to reduce wasted advertising spend and to communicate relevant offers to existing customers. We have weighed this against your right to privacy and consider the impact minimal because the data is hashed, the processing is limited to ad matching, and you can opt out at any time.

How to opt out:

  • Email sales@easyservicesgroup.co.za with the subject "Opt out of Google Customer Match" and we will remove your details from the audience within 7 business days.
  • Visit Google Ads Settings to turn off ad personalisation across all advertisers, including us.

We only share details of customers (people who have purchased a service from us). We do not share details of enquiries that did not convert, and we never share document contents, ID numbers, or payment details with Google.

Managing Your Consent

When you first visit our website, a banner asks you to accept or decline advertising cookies. You can change your preference at any time by:

  • Clearing your browser's localStorage (this resets the consent banner)
  • Using your browser's cookie settings to block third-party cookies
  • Visiting Google Ads Settings to control personalised advertising

If you choose "Essential Only", Google Ads conversion tracking and remarketing will not activate. Basic analytics will still run to help us maintain the website.

6. International Data Transfers

Your data may be transferred to and processed in South Africa or other countries as necessary for service delivery. All transfers are conducted under lawful and secure conditions in compliance with applicable data protection regulations.

7. Your Rights Under POPIA

Under the Protection of Personal Information Act (POPIA), you have the right to:

  • Access your personal information
  • Correct inaccurate or outdated information
  • Request deletion of your data (subject to legal retention requirements)
  • Object to certain processing of your data
  • Request a copy of your data in a portable format
  • Withdraw consent for advertising cookies at any time
  • Lodge a complaint with the Information Regulator

To exercise any of these rights, please contact us at sales@easyservicesgroup.co.za.

8. Data Retention

We retain your personal data for as long as necessary to:

  • Fulfill the services you have requested
  • Comply with legal and regulatory obligations
  • Maintain accurate business records
  • Resolve disputes and enforce agreements

Attribution data (gclid, UTM parameters) is retained for up to 90 days to measure advertising effectiveness. After this period, the data is automatically deleted from your browser.

9. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

Last updated: May 2026

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