Your data, protected by design.
FlexiMetaDoc is built on transparency, security, and respect for the people who trust us with their information. Here is how we collect, use, and safeguard your data.
Our commitments
Guided by our core values
- Transparency: we tell you what we collect, why, and how long we keep it.
- Security: layered controls, encryption in transit and at rest, and continuous monitoring.
- Customer-first: you control your data choices, and we minimize collection to what is necessary.
- Fairness: we do not sell personal data and only share it with trusted processors under contract.
Who we are
FlexiMetaDoc
Reg. No: 2025/073742/07 • South Africa
Contact: support@fleximetadoc.com
Data Protection & Privacy Office: privacy@fleximetadoc.com
Data we collect
Information we process to run FlexiMetaDoc
- Account details: name, email, authentication identifiers, and workspace membership.
- Usage data: device and browser info, log data, feature interactions, and telemetry to improve reliability.
- Content you provide: survey questions, responses, uploaded documents, and support requests.
- Payment and billing: limited billing contact and transaction references (processed through PCI-DSS compliant providers).
We collect only what is needed to deliver and secure the service and retain it for as long as required to meet these purposes or legal obligations.
How we use data
Purpose-driven processing
- Provide, maintain, and support the platform, including account provisioning and workspace automation.
- Secure the service through fraud detection, abuse prevention, and incident response.
- Improve features through aggregated analytics and product research.
- Communicate service updates, onboarding tips, and policy changes you need to know about.
Lawful bases
Why we are allowed to process data
- Contract: to deliver the services you request when you create an account or sign an agreement.
- Legitimate interests: to secure the service, prevent abuse, and improve quality while respecting your rights.
- Consent: for optional communications and certain analytics or cookies where required by law.
Sharing & transfers
When we share data
- Trusted processors that help us host, monitor, or support the platform under confidentiality and data protection terms.
- Workspace collaborators you invite, consistent with your access controls.
- Regulators or law enforcement when legally required, following due process.
When data moves across borders, we use appropriate safeguards (such as Standard Contractual Clauses) and align with POPIA and GDPR requirements.
Security & retention
Keeping your data safe
- Encryption in transit and at rest, role-based access, and audit logging.
- Regular backups and disaster recovery practices to protect availability.
- Retention aligned to the purpose of collection, contract obligations, and statutory requirements. Data is securely deleted or anonymized when no longer needed.
Your rights
Control and choice
- Access, correct, or delete your personal data, subject to legal limits.
- Object to or restrict processing and withdraw consent where we rely on it.
- Request data portability for information you provided. Contact privacy@fleximetadoc.com to exercise any right under POPIA, GDPR, or applicable law.
Cookies & analytics
Making the experience smoother
- Essential cookies keep you signed in and secure critical features.
- Performance and analytics cookies help us understand reliability and improve usability.
- Where required, we seek consent for non-essential cookies and provide controls to update your preferences.
Staying current
Updates to this policy
We review this Privacy Policy regularly to stay aligned with our practices, legal requirements, and customer expectations. If we make material changes, we will notify you through the app or by email and update the effective date.
Questions or concerns? Reach us at privacy@fleximetadoc.com and we will respond promptly.