Privacy Policy

What we collect

Depending on what you do on moolaservices.co.za, we collect:

Full name

So we know who you are, and can address your documents and communications correctly.

South African ID number

To identify you uniquely for certification and job applications, and to stop the same person opening duplicate accounts. Stored encrypted — see “How we protect your information” below.

Mobile number

Your login identifier, and how we reach you if we cannot e-mail you.

E-mail address (optional)

Only if you choose to add one. Used for order, payment and case-status notifications, and for self-service password reset.

Uploaded documents

Identity documents, qualifications, payslips, contracts and similar documents you upload to a case, so we can act on them.

Employment-related information

Details you share when asking for help — for example your job title, employer or workplace situation — so we can answer your query properly.

Order and case history

What you have ordered, your case references, statuses and messages, so we and you can track progress.

Essential cookies

A session cookie so you stay logged in, and a cookie recording your cookie-banner choice. See our Cookie Policy.

Why we collect it, and our legal basis

Under POPIA, we may only process your personal information if we have a lawful basis. Ours are:

• Performance of a contract — your name, ID number, mobile number, uploaded documents and case details, so we can provide the service you ordered.
• Your consent — your e-mail address, which is entirely optional, and which you can add, change or remove at any time from your account.
• Our legitimate interest — in keeping the website secure and preventing fraud, for example checking that an ID number is not already registered.
• Legal obligation — keeping financial and case records for the periods South African law requires.

How we protect your information

• Your ID number is encrypted in our database, and is only ever shown in full to you.
• Your password is stored as a one-way hash — it cannot be used to help you log in, and it cannot be read back by anyone at Moola Services.
• Uploaded documents are stored outside our public web folder. They are served only to you, or to authorised staff working on your case, through a link that checks who is asking.
• Access to the admin console is limited to logged-in staff, and every change a staff member makes is recorded in an audit log.

Who can see your information

Only the following can access your personal information, and only on a need-to-know basis:

• Moola Services staff and administrators — to work on your case, order or membership.
• Our hosting provider — as the operator of the server our systems run on, not as someone who reads your information for their own purposes.

Nobody else. We never sell your personal information, and we never share it for marketing purposes, ours or anyone else's.

How long we keep it

Account & case records

Kept while your account is open, and for 5 years after your last case closes, to meet record-keeping duties under the Companies Act 71 of 2008 and the Tax Administration Act 28 of 2011.

Uploaded documents

Deleted 12 months after the case they belong to is completed, unless you ask us to delete them sooner.

Contact-form messages

Kept for 12 months.

Audit logs

Kept for 3 years, so we can account for what staff did, and when.

Session data

Expires automatically after 72 hours.

Your rights

Under POPIA, you have the right to:

• ask us what personal information we hold about you, and get access to it,
• ask us to correct information that is wrong or out of date,
• ask us to delete information we no longer need, or that you no longer want us to hold,
• object to how we process your information,
• withdraw consent at any time — for example by removing your e-mail address, and
• complain to the Information Regulator (South Africa) if you are not satisfied with how we have handled your information.

You can complain to the Information Regulator at [email protected], or through inforegulator.org.za. We would appreciate the chance to put things right first — please try our Contact page before you do.

We only ask for what we need

We collect only what we reasonably need to provide our services. Your ID number is the one people sometimes query — we need it because it is the only reliable way to identify you uniquely for certification and job-application purposes, and to stop the same person opening more than one account.

Getting in touch

We do not currently publish a postal address or telephone number for privacy enquiries. The quickest way to reach us about your personal information is our Contact page. You can change your own e-mail address and password at any time from your account area once logged in. For our formal notice under the Act, see the POPIA notice, and for cookies specifically, see our Cookie Policy.

Protect yourself, Know your rights