Privacy policy
Impression Privacy Statement
The purpose of this document (“Privacy Statement”) is to inform the reader of how Impression Signatures manages and processes (any operation or set of operations performed on data by any means such as the collection, recording, organization, storage, adaptation or alteration of personal information etc.) personal information.
The manner in which Impression Signatures manages personal information (personal data as defined in the data protection laws includes but is not limited to names, postal address, email address, telephone number, date of birth etc. is subject to the Electronic Communications and Transactions Act 25 of 2002; Protection of Personal Information Act 4 of 2013 and the European Union General Data Protection Regulations (“Data Protection Laws”)”).
When users (individuals who make use of any Impression Signatures websites and/or applications) interact with Impression Signatures, submit information to Impression Signatures, or sign up for any products and/or services offered by Impression Signatures, all personal information, which may be collected through our website or other channels, is treated as confidential and private. Impression Signatures manages the users personal information in the following ways:
- By collecting personal information;
- Using such personal information;
- Sharing (amongst ourselves) the users personal information; and
- Disclosing such personal information to Impression Signatures' authorized service providers as well as relevant third parties in the manner set forth in this Privacy Statement.
Impression Signatures may from time to time update this document to ensure that it is consistent with future developments, industry trends and/or any changes in legal or regulatory requirements. By using our Services, you understand that we will collect and use your personal information as described in this Privacy Notice.
Impression Signature’s core product and Services help users create, complete, and show the validity of digital or electronic transactions. As part of our Services, users information is collected and recorded to prove the validity of such transactions.
COLLECTION OF PERSONAL INFORMATION
1.1 Impression Signatures collects user Personal Information in the following ways:
1.1.1 Upon submission of an application form or other forms relating to any of Impression Signatures’
products and services such as:
1.1.2 When interacting with Impression Signatures’ customer service officers (via calls, letters, face to face meetings and emails)
1.1.3 When making use of any Impression Signatures service i.e. Websites and/or applications; such as submit or receive a signature request/ electronic transaction.
1.1.4 Upon submission of a request for Impression Signatures to contact them, or request to be included in an email or other mailing lists.
1.1.5 When there is a response to Impression Signatures promotions, initiatives or to any request for additional information;
1.1.6 When contacted by or respond to Impression Signatures marketing representatives and customer service officers;
1.1.7 When Impression Signatures receives references from business partners and third parties;
1.1.8 When Impression Signatures seeks information from third parties in connection with the products and services applied for;
1.1.9 By participating in surveys, sponsored events, competitions, or when you sign up for newsletter;
1.1.10 By commenting on our blogs, whitepapers, or community forums.
1.1.11 Upon submitting Personal Information to Impression Signatures for any other reason.
1.2 When a user browses Impression Signatures Websites, it is generally done anonymously. Impression Signatures does not automatically collect Personal Information unless such information is provided or login credentials are used.
1.3 If Impression Signatures is provided with any Personal Information relating to a third party (e.g. information about a spouse, children, parents and/or employees), by submitting such information, a user confirms that the consent of the third party to provide Impression Signatures with the personal information that has been obtained.
1.4 Users must ensure that all Personal information submitted to Impression Signatures is complete, accurate, true and correct. Failure to do so to do so may result in Impression Signatures inability to provide users with the products and services requested.
PURPOSES FOR THE COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION
2.1 Impression Signatures collects, uses and discloses Personal Information of users for the following for the following purposes:
2.1.1 To respond to queries and requests;
2.1.2 To manage the administrative, and business operations of Impression Signatures and comply with internal policies and procedures;
2.1.3 To supply certain service we process and store limited personal information on the users behalf as a data processor.
2.1.4 To facilitate business asset transactions (which may extend to any mergers, business asset transactions, acquisitions or asset sales) involving any of the Companies;
2.1.5 To match any Personal Information held, relating to, any of the purposes listed herein;
2.1.6 To resolve complaints and handle requests and/or enquiries;
2.1.7 To prevent, detect, investigate a crime, analyse and manage commercial risks;
2.1.8 To provide media announcements and responses;
2.1.9 To monitor or record phone calls and customer, phone calls and customer-facing interactions for quality assurance, employee training and performance evaluation, identity assurance and identity verification purposes;
2.1.10 For legal purposes (including but not limited to obtaining legal advice and dispute resolution);
2.1.11 To conduct investigations relating to disputes, billing, suspected illegal activities or fraud;
2.1.12 To meet or comply with any applicable rules, laws, regulations, codes of practice or guidelines issued by or guidelines issued by any legal or regulatory bodies which are binding on Impression Signatures (including but not limited to responding to regulatory complaints, reporting to regulatory bodies and conducting audit checks, due diligence and investigations);
2.1.13 To comply with Trust and Security measures stipulated
2.2.1 As a customer or an employee of an organisation which is a customer of Impression Signatures:
2.2.1.1 Opening or continuation of accounts and establishing or providing users with the products and services subscribed to; including but not limited to security, authenticity and identity authentication;
2.2.1.2 Facilitating the continuation or termination of user subscription to Impression Signatures products and services
2.2.1.3 Facilitating the daily operation of the of the products and services (including and not limited to: provide users and collect payment for products and services requested, creation of accounts a relationship management, sending records or the managed relationship, market features, products or special events, record details of transactions involving electronic documents, run promotional marketing, choose and deliver content and tailored advertising, create and review data about our users, manage the service platform, prevent, investigate and respond to fraud, comply with legal obligation, and meet legal/ agreed upon retention periods. {Retention of documents are set to a maximum of 90 days to comply with WebTrust principles})
2.2.1.4 Facilitating third party services if purchased, obtained, administered or processed through Impression Signatures;
2.2.1.5 Managing and executing Impression Signatures service level agreements with users;
2.2.1.6 Processing of payment instructions, direct debit facilities and/or credit requested by users;
2.2.1.7 Enforcement of repayment obligations (including but not limited to debt collection, filing of claims and retrieval of payments from losses made by service partners);
2.2.1.8 Administering and processing any insurance claims and payments arising under the respective policies;
2.2.1.9 Credit and internal risk management (including but not limited to performing credit checks and disclosures to law enforcement agencies);
2.2.1.10 Generation of internal reports (including but not limited to annual, internal reports , operational and management reports);
2.2.1.11 Processing referral payments and commission fees to Impression Signatures’ external partners;
2.2.1.12 Administering fee adjustment, refunds and waivers;
2.2.1.13 Notifying users of their entitlements under loyalty and reward programmes with Impression Signatures;
2.2.1.14 Analysing user experience with Impression Signature products and services so as to help us improve, review, develop and efficiently manage the products and services offered;
2.2.1.15 For purposes which are reasonably related to the aforementioned.
2.3 Furthermore, where permitted under the Data Protection Laws:
2.3.1 Impression Signatures may also collect, use and disclose Personal Information of users for the following additional purpose:
2.3.1.1 For analytics and tracking, including facilitating the sale of analytical data;
2.3.1.2 To conduct market research and surveys to enable Impression Signatures to understand and determine customer location, preferences and demographics in order to develop special offers and marketing programs in relation to Impression Signature products and services, and to improve our service delivery and customer experience;
2.3.1.3 To provide additional products, services and benefits to users, which include promotions, loyalty and reward programs from Impression Signatures;
2.3.1.4 To match Personal Information with other data collected for other purposes and from other sources (including third parties) with the provision, marketing or offering of products and services by Impression Signatures;
2.3.1.5 For leads generation and management of marketing Impression Signatures’ products and services;
2.3.1.6 To administer contests, competitions and marketing campaigns, and personalize user experience;
2.3.1.7 To communicate advertisements involving details of Impression Signatures’ products and services, special offers and rewards, either to general customers, or to communicate advertisements which Impression Signatures has identified as being of interest to specific users (this includes but is not limited to upselling, cross selling and telemarketing);
2.3.1.8 To organise promotional events and corporate social responsibility projects;
2.3.1.9 For purposes which are reasonably related to the aforementioned.
2.4 In relation to particular products and services or user interactions, Impression Signatures may also specifically notify users of other purposes for which personal information is collected, used, or disclosed.
2.5 Users have a choice to withdraw consent for receiving marketing or promotional materials/communication. Users may contact Impression Signatures using the Head Office contact details found on the main website www.impressionsignatures.cloud or mail info@impression.cloud
2.6 Once Impression Signatures receives confirmation that a user wishes to withdraw consent for marketing or promotional materials/communication, it may take up to 30 (thirty) working days for the withdrawal to be reflected on the system. Therefore, users may continue to receive marketing or promotional materials/communication during that period of time. It may be noted that even upon withdrawal of consent for the receipt of marketing or promotional materials, Impression Signatures may still contact users for other purposes in relation to the products and services held by users or subscriptions to Impression Signatures.
PROCESSING OF PERSONAL INFORMATION
3.1 By providing Personal Information to Impression Signatures, users acknowledge that the information has been collected from them directly and there is consent for Impression Signatures to process such information.
3.2 Where users submit Personal Information (such as identifiers and contact information, geographic location, commercial information) via the Impression Signatures Website (e.g. Through completing any online form) the following principles are observed in the processing of such information:
3.2.1 Impression Signatures will only collect Personal Information for a purpose consistent with the purpose for which it is required. The specific purpose for which information is collected will be apparent from the context in which it is requested.
3.2.2 Impression Signatures will only process Personal Information in a manner that is adequate, relevant and not excessive in the context of the purpose for which it is processed.
3.2.3 Personal Information will only be processed for a purpose compatible with that for which it was collected, unless the user has agreed to an alternative purpose or Impression Signatures is permitted in terms of national legislation of general application dealing primarily with the protection of personal information.
3.2.4 Impression Signatures will keep a record of all Personal Information collected and the specific purpose for which it was collected for a period of 1 (one) year from the date on which it was last used.
3.2.5 Impression Signatures will not disclose user Personal Information relating to any third party, unless prior consent from the user is obtained, or where Impression Signatures is required to do so by law.
3.2.6 If Personal Information is released with consent of the user, Impression Signatures will retain a record of the information released, the third party to which it was released, the reason for the release and the date of release, for a period of 1 (one) year from the date on which it was last used.
3.2.7 Impression Signatures will destroy or delete any Personal Information that is no longer needed by Impression Signatures for the purpose it was initially collected, or subsequently processed.
DISCLOSURE OF PERSONAL INFORMATION
4.1 Impression Signatures will take reasonable steps to protect Personal Information of users against unauthorised disclosures. Subject to the provisions of any applicable law, Personal Information may be disclosed for the purposes listed above (where applicable), to the following:
4.1.1 Impression Signatures’ related corporations and employees to provide content, products and services to address user questions and requests in relation to customer accounts, subscription and billing arrangements with Impression Signatures as well as products and services;
4.1.2 Companies providing services relating to insurance, quality assurance and consultancy to Impression Signatures;
4.1.3 Agents, contractors or third party service providers who provide operational services to Impression Signatures, such as courier services, telecommunications, information technology, payment, printing, billing, payroll, processing, technical services, training, market research, call center, security or other services to Impression Signatures;
4.1.4 Vendors or third party service providers in connection with marketing promotions and services offered by Impression Signatures;
4.1.5 Other telecommunications, content or other service providers to facilitate their provision of content or services, or for interconnection, inter-operability, system operation and maintenance and billing between service providers;
4.1.6 Collection and repossession agencies in relation to the enforcement of repayment obligations for debts;
4.1.7 Credit bureaus for the purpose of preparing credit reports or evaluation of creditworthiness;
4.1.8 External banks, credit card companies and their respective service providers;
4.1.9 Impression Signatures‘ professional advisers such as auditors and lawyers;
4.1.10 Relevant government regulators, statutory boards or authorities or law enforcement agencies to comply with any laws, rules, guidelines and regulations or schemes imposed by any governmental authority; and
4.1.11 Any other party to whom users authorise Impression Signatures to disclose Personal Information to.
USE OF COOKIES
5.1 Impression Signatures uses cookies (a small piece of information that is placed on a user’s computer when visiting certain websites) for the following purposes:
5.1.1 To enable certain features and functions on websites, e.g. Remembering user-id, favourite channel selections, browsing and other service preferences;
5.1.2 To build up a profile of how users experience the website;
5.1.3 To improve the efficiency of Impression Signatures’ website;
5.1.4 To administer services to users and advertisers;
5.1.5 To establish usage statistics.
5.2 Most internet browsers provide users with the option of turning off the processing of cookies (please see the “help” section of the browser), but this may result in the loss of functionality, restrict use of the website and/or delay or affect the way in which it operates.
5.3 Advertisements on the Impression Signatures website may be provided by third party advertisers and their agencies. These may generate cookies to track how many people have seen a particular advertisement (or use the services of third parties to do this), and to track how many people have seen it more than once. Impression Signatures does not control these third parties and their cookie policies. Should users have any questions about Impression Signatures’ Data Privacy Policy, they may contact Impression Signatures.
5.4 Impression Signatures is not responsible for the Personal Information policies (including Personal Information protection and cookies), content or security of any third party websites linked to the Website.
QUERIES
6.1 If a user :
6.1.1 Would like to withdraw consent to any use of their Personal Information as set out in this privacy statement, they may contact the business unit executive that manages their account or info@impression.cloud;
6.1.2 Would like to obtain access and make corrections to their Personal Information records, they may contact the business unit executive that manages their account info@impression.cloud;
6.2 If your Personal Information has been provided to Impression Signatures by a third party (e.g. A referrer), users should contact that organisation or individual to make such queries, complaints, and access correction requests to Impression Signatures on their behalf.
6.3 If a user withdraws their consent to any or all use of Personal Information, depending on the nature of such a request, Impression Signatures may not be in a position to continue to provide its products and services to users. In addition, Impression Signatures may not administer any contractual relationship in place, which in turn may also result in the termination of any agreements with Impression Signatures , and may result in the user being in breach of contractual obligations or undertakings. Impression Signatures’ legal rights and remedies in such event are expressly reserved.
GOVERNING LAW
7.1 This privacy statement and use of the Website shall be governed in all respects by the laws of South Africa.