Q-PRO DOCUMENT SERVICES

PRIVACY POLICY

Effective Date: 12 August 2026

At Q-PRO Document Services, we’re committed to safeguarding your personal information and respecting your privacy.

This Privacy Policy outlines how we collect, use, store, and protect your personal information when you engage with our website, contact us, submit enquiries, request services, or interact with our advertising and online forms.

This policy complies with the Protection of Personal Information Act 4 of 2013 (POPIA) and other relevant South African privacy laws.

TABLE OF CONTENTS

1. Who We Are
2. Personal Information We Collect
3. How We Collect Your Information
4. Why We Use Your Information
5. Sharing Your Information
6. Protection of Your Information
7. Retention of Information
8. Your Rights
9. Marketing Communications
10. Third-Party Websites
11. Cookies and Website Technologies
12. LinkedIn Lead Generation
13. Children’s Information
14. Changes to This Policy
15. Contact Us
16. Complaints

1. WHO WE ARE

Q-PRO Document Services is an independent document sourcing and facilitation service.

Contact Details

Q-PRO Document Services

79 Jackson Street

Brackenhurst

1448

South Africa

 

Telephone: 011 499 4020

WhatsApp: 073 668 6627

Email: info@q-pro.co.za

Website: www.q-pro.co.za

 

Q-PRO is not affiliated with any South African government department or agency.

 

2. PERSONAL INFORMATION WE COLLECT

We may collect the following personal information where relevant to the services you request:

Full name and surname

• Contact Us
• Complaints
• Contact details (phone number, email address), physical, residential, or postal address, identification and passport details, birth, marriage, or civil status information, information relating to certificates and official documents, service application and request details, communication records (emails, calls, messages), payment and transaction details (where applicable), and any other information you voluntarily provide.

We only collect information necessary to provide our services.

 3. HOW WE COLLECT YOUR INFORMATION

We collect personal information when you:

• Complete forms on our website
• Contact us via phone, email, or WhatsApp
• Request quotations or service information
• Apply for or use our services
• Communicate with us about an existing request
• Respond to advertising or marketing campaigns
• Submit LinkedIn Lead Gen Forms or similar online forms
• Provide information directly or through an authorised representative

 

4. WHY WE USE YOUR INFORMATION

 We use your personal information to: 

• Respond to enquiries and service requests
• Provide quotations and service information
• Process and deliver document-related services
• Provide updates on applications or requests
• Verify information provided to us
• Liaise with relevant authorities or service providers where required
• Process payments and maintain business records
• Provide customer support
• Comply with legal and regulatory obligations
• Prevent fraud, misuse, or unlawful activity
• Improve our services and customer experience
• Send service-related communications
• Send marketing communications where legally permitted 

We will not use your information for unrelated purposes unless permitted by law.

 

5. SHARING YOUR INFORMATION

We do not sell or rent personal information.

We may share information only where necessary with: 

• Government departments or authorities
• Service providers assisting in delivering your requested service
• Professional advisers or consultants
• Payment processors (where applicable)
• Legal or regulatory authorities where required or permitted by law 

We only share the minimum information needed for a specific purpose. 

6. PROTECTION OF YOUR INFORMATION

We employ reasonable technical and organisational measures to safeguard your personal information from:

• Loss, unauthorised access, misuse, alteration, disclosure, destruction.

While we take appropriate precautions, no system is entirely secure, and we cannot guarantee absolute security for information transmitted online.

7. RETENTION OF INFORMATION

We retain personal information only as long as necessary for:

• Providing our services, complying with legal obligations, maintaining business and financial records, resolving disputes. 

When no longer required, information is securely deleted, destroyed, or anonymised where appropriate.

8. YOUR RIGHTS

 You may have the right to: 

• Confirm whether we hold your personal information, request access to it, request correction of inaccurate information, request deletion where legally permitted, object to certain processing activities, withdraw consent where applicable, object to direct marketing, lodge a complaint with a regulator.

We may need to verify your identity before processing requests.

9. MARKETING COMMUNICATIONS

We may use your contact details to respond to enquiries and, where legally permitted, send information about our services.

You can opt out of marketing communications at any time.

10. THIRD-PARTY WEBSITES

Our website or communications may contain links to third-party websites.

We are not responsible for their privacy practices or content. We recommend reviewing their privacy policies separately.

11. COOKIES AND WEBSITE TECHNOLOGIES

We may use cookies or similar technologies to: 

• Improve website functionality, analyse website usage, support marketing and advertising. 

You can disable cookies in your browser settings, but this may affect website performance.

12. LINKEDIN LEAD GENERATION

We may use LinkedIn to generate leads.

When you submit information through LinkedIn Lead Gen Forms linked to our advertising, it’s shared with Q-PRO so we can respond to your enquiry.

LinkedIn may also process your information according to its own privacy policy.

By submitting the form, you consent to Q-PRO processing your information for the purposes outlined in this policy.

 13. CHILDREN’S INFORMATION

When services involve documents related to children, we process such information only legally permitted and, where required, with parental or legal guardian consent.

14. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time.

Any changes will be published on this page with an updated effective date.

15. CONTACT US

For questions or requests regarding this Privacy Policy, contact us:

 

Q-PRO Document Services

Email: info@q-pro.co.za

Telephone: 011 499 4020

WhatsApp: 073 668 6627

Address: 79 Jackson Street, Brackenhurst, 1448, South Africa

We will respond in accordance with applicable law.

16. COMPLAINTS

If you’re not satisfied with how your personal information is handled, contact us using the details above.

You can also contact the Information Regulator of South Africa:

Website: www.inforegulator.org.za

Email: enquiries@inforegulator.org.za

Telephone: 010 023 5200

 

Q-PRO Document Services

Independent Document Sourcing & Facilitation Services

Effective Date: 12 August 2026