Privacy Policy

1. Introduction

OptiDep ("we", "us", or "our") is a debt collection and recovery platform operating in South Africa. We are committed to protecting the privacy and personal information of our users, clients, and their debtors in accordance with the Protection of Personal Information Act (POPIA) and other applicable laws.

2. Information We Collect

We collect and process the following types of personal information:

• Account Information: Name, email address, phone number, company name, and password when you register for an account.
• Debtor Information: Names, contact details, ID numbers, outstanding debt amounts, and payment history uploaded by our clients for collection purposes.
• Usage Data: IP address, browser type, pages visited, and interaction data when you use our platform.
• Communication Records: Records of communications between agents, clients, and debtors including calls, emails, and messages.
• Payment Information: Transaction records processed through our integrated payment gateways (Ozow, PayFast, Yoco).

3. How We Use Your Information

We process personal information for the following purposes:

• Providing and managing debt collection services on behalf of our clients
• Processing payments and maintaining transaction records
• Communicating with debtors regarding outstanding obligations
• Generating analytics and reports for clients and regulatory compliance
• Improving our platform features and AI-driven collection tools
• Complying with legal obligations under the National Credit Act (NCA), POPIA, and FICA

4. Legal Basis for Processing

We process personal information based on: the consent of the data subject; our legitimate interests in providing debt collection services; compliance with legal obligations under South African law; and the performance of a contract between our clients and their debtors.

5. Data Security

We implement appropriate technical and organizational measures to protect personal information, including:

• Encryption of data at rest and in transit using industry-standard protocols
• Role-based access controls and multi-factor authentication
• Audit trails logging all access to personal information
• Regular security assessments and vulnerability testing
• Secure data centres with physical and environmental controls

6. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including compliance with legal requirements under the NCA and other applicable laws. Debtor records are retained for a minimum of 5 years as required by law, after which they are securely deleted or anonymized.

7. Your Rights

Under POPIA, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information (subject to legal requirements)
• Object to the processing of your personal information
• Withdraw consent for processing at any time
• Lodge a complaint with the Information Regulator

8. Sharing of Information

We may share personal information with: our clients (creditors) for whom we provide collection services; payment gateway providers for transaction processing; credit bureaus as required by law; legal authorities and regulators when legally required; and service providers who support our operations under strict data processing agreements. We do not sell personal information to third parties.

9. Cookies

Our website uses cookies to improve user experience, analyze traffic, and remember preferences. You can control cookies through your browser settings. We use essential cookies for authentication and optional cookies for analytics.

10. Children's Privacy

Our platform is not directed at individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have collected information from a minor, please contact us immediately.

11. International Transfers

While our primary operations are based in South Africa, some service providers may process data outside of South Africa. We ensure such transfers comply with POPIA requirements and that adequate safeguards are in place.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of significant changes via email or through our platform. The updated policy will be effective upon posting on our website.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights under POPIA, please contact us:

You may also lodge a complaint with the Information Regulator of South Africa at inforegulator.org.za.