NexDocs Privacy & POPIA Policy
Effective: 30 September 2026
Who operates NexDocs
NexDocs is operated by Cossa Nexus Holdings (Pty) Ltd in South Africa. This policy explains how information is handled in connection with the NexDocs service and is intended to support transparent handling of personal information under South Africa's Protection of Personal Information Act (POPIA).
Information we process
Depending on how you use NexDocs, information may include account and contact details; authentication and security information; business profiles; client, supplier, project and document information that you choose to enter; generated drafts; support communications; subscription status; payment references and transaction status; and technical information needed to operate and protect the service.
Why information is used
Information is used to create and manage accounts, provide document-generation and storage features, deliver support, administer trials and subscriptions, verify transactions, protect the service, diagnose failures, prevent abuse and meet legitimate legal or operational obligations.
Document and business information
Users decide what business and document information to provide and remain responsible for having an appropriate basis to process personal information they place in documents. Do not upload unnecessary sensitive information, passwords, card security codes, online-banking credentials or other data that is not needed for the document purpose. NexDocs is designed to keep signed-in users' workspaces logically separated, subject to authorised administrative access required to operate and support the service.
Service providers and payment processing
We use technology, hosting, authentication, database, communications and payment service providers to operate NexDocs; optional analytics may be used only after the visitor allows analytics through the cookie preference control. Yoco handles card details in its checkout. NexDocs stores payment references and status, but does not collect full card numbers or CVV codes.
AI-assisted features
Where you deliberately use an AI-assisted feature, the minimum information needed for that request may be processed by the configured service provider. Avoid placing unnecessary personal, confidential or special personal information in prompts. AI output is a draft and must be reviewed before use.
Retention
Information is retained for as long as reasonably necessary for the purpose for which it was collected, to provide the account and service, resolve disputes, maintain security and transaction records, and satisfy applicable legal obligations. Retention periods can differ by record type.
Security
We use reasonable technical and organisational safeguards appropriate to the service. No internet service can guarantee absolute security. Users should use strong credentials, protect access to their accounts and report suspected unauthorised access promptly.
Your rights
Subject to POPIA and other applicable law, data subjects may request access to personal information, ask for inaccurate information to be corrected, object to certain processing, or request deletion where the law permits. Identity may need to be verified before a request is completed.
Contact
For privacy enquiries or data-subject requests contact Cossa Nexus Holdings (Pty) Ltd at cossa@cossanexusholdings.co.za or +27 67 801 1907. Location: Olivenhoutbosch, Centurion, Pretoria, Gauteng, South Africa.