POPIA Compliance

1. Information Officer

Chronex Paralegal Services is responsible for personal information processed in the course of our paralegal work. For POPIA-related enquiries, contact:

• Email: info@chronex.cc
• Phone: +27 67 864 2500
• Address: Ground Floor, Millenium Road &, Millennium Boulevard, Christiaan de Wet Rd, Roodepoort, Johannesburg

2. Purpose of Processing

We process personal information solely to deliver our limited paralegal services, including:

• Document preparation and case file organisation
• Administrative drafting of contracts and court forms based on your instructions
• Submission and follow-up of paperwork to tribunals and courts where you instruct us
• Client communication and appointment scheduling
• Compliance with our legal obligations under POPIA and other applicable laws

We do not process personal information to provide legal advice or to act as attorneys on your behalf.

3. Categories of Personal Information

Depending on your matter, we may process:

• Identity and contact details (name, ID number, address, phone, email)
• Employment and labour-related records (for CCMA matters)
• Family and domestic matter information (for family court documentation)
• Financial information relevant to maintenance or small claims matters
• Correspondence, affidavits, and evidence you provide

4. Lawful Processing Conditions

We process personal information in accordance with POPIA conditions, including:

• Consent: Where you voluntarily provide information for our services
• Contract: Where processing is necessary to perform our agreed paralegal services
• Legal obligation: Where we must retain or disclose information by law
• Legitimate interest: For secure operation of our business, balanced against your rights

5. Special Personal Information

Some matters may involve sensitive information (for example, health, biometric, or children's information in family matters). We process such information only where you provide it for document preparation, with your consent, or where otherwise permitted under POPIA.

6. Security Safeguards

We implement reasonable safeguards to protect personal information, including:

• Secure storage of physical and digital client files
• Access limited to authorised personnel on a need-to-know basis
• Password protection and secure communication where practicable
• Confidential handling of all case materials

7. Third-Party Disclosures

We may share personal information only when necessary, such as:

• Filing documents with CCMA, courts, or government offices on your instruction
• Referring your matter to an admitted attorney or advocate at your request
• Using trusted service providers bound by confidentiality (e.g. printing, courier)
• Complying with a legal requirement or court order

We do not sell personal information to third parties.

8. Cross-Border Transfers

We primarily process and store information within South Africa. If any information is transferred outside South Africa, we will ensure appropriate safeguards as required by POPIA.

9. Data Subject Rights

Under POPIA, you have the right to:

• Be notified that your information is being collected
• Request access to your personal information we hold
• Request correction or deletion of inaccurate or outdated information
• Object to processing in certain circumstances
• Withdraw consent where processing is based on consent
• Lodge a complaint with the Information Regulator

Information Regulator (South Africa):
Website: www.inforegulator.org.za

10. Retention and Destruction

We retain personal information only for as long as needed to complete our paralegal services, meet legal retention requirements, or resolve disputes. Thereafter, information is securely destroyed or anonymised.

11. POPIA Document Drafting Disclaimer

Where we draft POPIA-related documents (such as privacy policies or consent forms) for your business, these are administrative templates prepared from your instructions. They do not constitute legal advice. You should have an admitted attorney review any POPIA compliance documentation before use.

12. Scope Reminder — What We Cannot Do

As paralegals, we cannot:

• Act as your attorney or provide legal advice
• Represent you in legal proceedings as qualified legal practitioners
• Hold ourselves out as a law firm or legal practitioners
• Perform any service reserved exclusively for admitted attorneys or advocates under South African law

13. Contact for POPIA Requests

Submit access, correction, or deletion requests to info@chronex.cc. We will respond within a reasonable period as required by POPIA.