Version 2026-11-02 · 2 November 2026
Processing and Retention Schedule
Provider routes, information categories, retention controls and service-specific processing instructions.
You can save or print this page using your browser. Contract terms apply from acceptance or a properly notified effective date; publication does not retrospectively change an existing agreement.
1. Scope and recipients
This schedule describes the provider routes supported by the application. An integration being supported does not establish that it is enabled for your order or that every provider below receives your data. We provide the applicable deployment-specific provider and transfer details through the Information Officer before agreeing processing that requires them. The customer must approve any necessary operator chain under the Data Processing Agreement.
| Recipient / route | Purpose and information | Processing limits |
|---|---|---|
| Hosting, database, storage, backup and network service providers | Operate the selected deployment; account and customer content, logs and backups as required. | Provider, location, backup cycle, access and deletion terms depend on the accepted deployment. No South-Africa-only residency or unverified certification is promised. |
| OpenRouter and the underlying model provider selected for the AI feature | AI requests may include submitted document text/images, prompts, instructions, context and returned results; usage metadata supports billing. | Models and downstream providers can change with the selected route. The customer-approved provider chain, country, retention, training/data-use restrictions and POPIA section 72 basis must be documented for the chosen service. Platform acceptance alone does not authorise unrelated training. |
| SMTP2GO, where email delivery is enabled | Deliver account verification, operational, support and authorised email messages: recipient address, message content and delivery metadata. | Send only the information required for the message. Provider routing, locations and provider retention require service-specific verification. Marketing requires its own lawful basis and opt-out. |
| PayPal or Ozow, where the offered payment route is selected | Hosted payment/authorisation, payer and order references, amounts, currency, transaction status and reconciliation. | The selected checkout identifies the provider. Payment providers may have independent legal responsibilities. Their notices apply to information supplied directly to them; do not email card credentials to FlexiMetaDoc. |
| Google reCAPTCHA and a selected external identity provider | Anti-abuse checks on protected forms or an external sign-in explicitly chosen by the user; challenge tokens, necessary browser/network signals and permitted identity claims. | Used only on the relevant feature. Google and the selected identity provider publish their own notices and terms. No claim is made that these external features process solely in South Africa. |
| Customer-selected connectors, advisers and lawful authorities | Approved integrations and disclosures for the customer's instructions, professional services or legal obligations. | The customer-selected destination and purpose must be authorised. Authority disclosures require a lawful basis; recipients receive only the information required. |
Planned foreign processing can arise from these external routes. Before a relevant international transfer, the responsible party must identify the actual country and onward recipients and establish an applicable POPIA section 72 basis or other required authorisation. A list of supported routes is not evidence that those safeguards have been verified for every deployment.
2. Retention and deletion
| Category | Retention rule and limitations |
|---|---|
| Active customer content and account records | Retained for the agreed service and lawful purpose, subject to the customer's documented instructions. Account closure does not automatically delete another organisation's records. |
| Soft-deleted survey responses | The source default is purge eligibility 90 days after soft deletion, configurable between 1 and 3,650 days. This is not a 90-day limit on active responses. Applicable holds and customer policy govern eligibility; deletion completion must be confirmed separately. |
| OCR processing runs | The policy model defaults to 30 days and preservation of the latest run. Approved-run protection, organisation policy and legal holds can retain records longer. Ask for the actual policy applying to your records. |
| Financial, tax and company records | Retained for applicable statutory accounting, tax and company-record duties, and longer where a lawful dispute or hold requires it. Different record categories can have different statutory trigger dates and periods. |
| Security, legal acceptance, support, rights requests and analytics records | Retention must be justified by the operational, evidential or legal purpose and reviewed when it ends. No single verified deployment-wide deletion deadline is represented here. The Information Officer provides the applicable schedule and assesses access, objection or deletion requests. |
| Backups and provider-held copies | Protected copies follow the agreed backup/provider removal cycle and lawful holds. Access must remain restricted; restoring a backup must not override current deletion instructions. A deletion request receipt is not proof that all backup copies have been removed. |
When retention is no longer lawful, information must be deleted, destroyed or de-identified so that it cannot be reconstructed in identifiable form. Customer-specific terms must document export format, deletion timetable, backup cycle, legal holds and confirmation evidence. Do not treat the defaults above as a guarantee that every cleanup operation has run.
3. Obtain your service schedule
Contact Hardus Van Dyk at hardus.vandyk@fleximetadoc.com or +27 77 295 8200 with the organisation and relevant service. The order/processing record must identify the dataset and purposes, recipient chain and locations, transfer safeguards, retention and backup cycle, security commitments, rights/incident contacts and exit arrangements. Identity checks must be proportionate; do not email unnecessary sensitive documents.