Privacy Policy

Last updated: February 2026

1. Introduction

Claim Save (Pty) Ltd ("Claim Save," "we," "us," or "our") is committed to protecting the privacy and personal information of all individuals who interact with our platform. This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you access or use the Claim Save platform and related services.

This policy is drafted in compliance with the Protection of Personal Information Act, 2013 (POPIA) of the Republic of South Africa, as well as other applicable data protection legislation. By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy.

Claim Save is a web-based claims management platform that enables users to load, submit, track, and manage insurance claims through an online form system.

2. Information We Collect

We collect and process the following categories of personal information in the course of providing our Services:

2.1 Information You Provide Directly

• Identity Information: Full name, identity number or passport number, date of birth, and gender.
• Contact Information: Email address, telephone number, physical address, and postal address.
• Account Information: Client ID, login credentials, and account preferences.
• Claims Information: Details relating to insurance claims, including incident descriptions, dates, locations, vehicle information, policy numbers, and supporting documentation (photographs, police reports, invoices, and other uploaded files).
• Employment Information: Job title, company name, branch, and employee identification numbers (where applicable to fleet or corporate accounts).
• Financial Information: Banking details, payment information, and policy-related financial data (where applicable).

2.2 Information Collected Automatically

• Device and Browser Information: IP address, browser type and version, operating system, device type, and screen resolution.
• Usage Data: Pages visited, features used, time spent on the platform, navigation paths, and interaction patterns.
• Location Data: Approximate geographic location derived from your IP address or, where explicitly permitted, precise location data for incident mapping and address autocomplete features.
• Cookies and Similar Technologies: Information collected through cookies, local storage, and similar tracking technologies as described in Section 10 of this policy.

2.3 Information from Third Parties

• Insurance Providers: Policy details, claim status updates, and assessment outcomes shared by insurers or brokers connected to the platform.
• Authentication Services: Identity verification data from third-party authentication providers used to secure your account.

3. Purpose of Processing

We process your personal information for the following specific, explicitly defined, and legitimate purposes:

• Service Delivery: To create and manage your account, process claims submissions, facilitate document uploads, and provide real-time claim tracking.
• Communication: To send you notifications about claim status updates, document requests, system alerts, and service-related announcements.
• Platform Improvement: To analyse usage patterns, diagnose technical issues, and improve the functionality, performance, and user experience of the platform.
• Compliance and Legal Obligations: To comply with applicable laws, regulations, and legal processes, including POPIA, the Financial Advisory and Intermediary Services Act (FAIS), and other regulatory requirements.
• Security: To detect, prevent, and respond to fraud, unauthorised access, and other security threats.
• Reporting and Analytics: To generate aggregated, anonymised reports and analytics for internal business purposes and for clients who use our platform for fleet or claims management.
• Administration: To manage organisational accounts, employee access, role assignments, and administrative functions.

4. Lawful Basis for Processing

In accordance with Section 11 of POPIA, we process your personal information on one or more of the following lawful grounds:

• Consent: Where you have given your voluntary, specific, and informed consent to the processing of your personal information for one or more specific purposes.
• Contract: Where processing is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract.
• Legal Obligation: Where processing is necessary for compliance with a legal obligation to which Claim Save is subject.
• Legitimate Interest: Where processing is necessary for the purposes of the legitimate interests pursued by Claim Save or a third party, provided that such interests are not overridden by your rights and interests.
• Protection of a Legitimate Interest: Where processing is necessary to protect the legitimate interests of the data subject.

Where we rely on your consent as the lawful basis for processing, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out prior to the withdrawal.

5. Sharing of Information

We may share your personal information with the following categories of recipients, and only to the extent necessary for the purposes described in this policy:

• Insurance Providers and Brokers: To facilitate claims processing, policy verification, and communication between parties involved in a claim.
• Service Providers: Third-party vendors who provide services on our behalf, including cloud hosting, data storage, email delivery, analytics, and customer support. These providers are contractually bound to process personal information only in accordance with our instructions and applicable law.
• Your Organisation: If you access Claim Save through a corporate, fleet, or brokerage account, your employer or organisation administrator may have access to claim and activity data associated with your account.
• Legal and Regulatory Authorities: Where required by law, regulation, court order, or governmental request, or where necessary to establish, exercise, or defend legal claims.
• Professional Advisors: Auditors, legal counsel, and other professional advisors engaged by Claim Save in the course of business.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Security

Claim Save implements appropriate technical and organisational measures to safeguard your personal information against unauthorised access, alteration, disclosure, loss, or destruction. These measures include, but are not limited to:

• Encryption of data in transit (TLS/SSL) and at rest;
• Role-based access controls ensuring that only authorised personnel can access personal information;
• Regular security assessments, vulnerability scanning, and penetration testing;
• Secure authentication mechanisms, including password hashing and session management;
• Monitoring and logging of access to sensitive systems and data;
• Incident response procedures for the detection, reporting, and management of data breaches.

While we take all reasonable steps to protect your information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security of your data.

7. Data Retention

We retain your personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law. Our retention practices are guided by the following principles:

• Active Accounts: Personal information associated with active accounts is retained for the duration of the account's existence and the provision of Services.
• Claims Data: Claims-related information is retained for a minimum period as required by applicable insurance and financial services legislation, typically not less than five (5) years from the date of claim finalisation.
• Legal and Regulatory Requirements: Where we are required by law to retain records for a specified period, we will do so in accordance with that requirement.
• Terminated Accounts: Following account termination, we will retain personal information for a reasonable period to comply with legal obligations, resolve disputes, and enforce our agreements, after which it will be securely deleted or anonymised.

8. User Rights Under POPIA

As a data subject under POPIA, you have the following rights in relation to your personal information:

• Right of Access: You have the right to request confirmation of whether we hold personal information about you and to request access to that information.
• Right to Correction: You have the right to request the correction or updating of personal information that is inaccurate, incomplete, misleading, or not up to date.
• Right to Deletion: You have the right to request the deletion or destruction of personal information that is no longer necessary for the purpose for which it was collected, subject to any legal retention obligations.
• Right to Object: You have the right to object to the processing of your personal information on reasonable grounds relating to your particular situation, unless legislation provides for such processing.
• Right to Restrict Processing: You have the right to request the restriction of processing in certain circumstances.
• Right to Data Portability: You have the right to receive your personal information in a structured, commonly used, and machine-readable format.
• Right to Lodge a Complaint: You have the right to lodge a complaint with the Information Regulator (South Africa) if you believe that your rights under POPIA have been infringed.

To exercise any of these rights, please contact our Information Officer using the details provided in Section 12 of this policy. We will respond to your request within a reasonable time and in accordance with the timeframes prescribed by POPIA.

9. Cookies and Tracking Technologies

9.1 What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They are widely used to make websites function efficiently and to provide information to the operators of the site.

9.2 How We Use Cookies

Claim Save uses cookies and similar technologies for the following purposes:

• Essential Cookies: Required for the platform to function correctly, including authentication, session management, and security features. These cookies cannot be disabled.
• Functional Cookies: Used to remember your preferences, such as language selection, theme settings (light/dark mode), and display preferences.
• Analytics Cookies: Used to collect anonymised usage data to help us understand how users interact with the platform, identify areas for improvement, and measure performance.

9.3 Managing Cookies

You can manage or disable cookies through your browser settings. Please note that disabling essential cookies may affect the functionality of the platform. For more information on how to manage cookies, consult your browser's help documentation.

10. International Data Transfers

Claim Save primarily processes and stores personal information within the Republic of South Africa. However, certain third-party service providers (such as cloud hosting and analytics providers) may process data in jurisdictions outside of South Africa.

Where personal information is transferred to a jurisdiction outside of South Africa, we ensure that adequate safeguards are in place in accordance with Section 72 of POPIA, including:

• The recipient country having adequate data protection legislation;
• Binding contractual agreements that require the recipient to protect personal information to a standard consistent with POPIA;
• The data subject having consented to the transfer after being informed of the possible risks.

11. Changes to This Policy

Claim Save reserves the right to update or amend this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or regulatory obligations. Material changes will be communicated to users through the platform or via email notification.

The "Last updated" date at the top of this policy indicates when the most recent revision was made. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

Your continued use of the Services following the publication of an updated Privacy Policy constitutes your acknowledgement and acceptance of the changes.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or the processing of your personal information, please contact our Information Officer:

• Company: Claim Save (Pty) Ltd
• Email: admin@claimsave.co.za
• Website: claimsave.co.za

If you are not satisfied with our response to a privacy-related concern, you have the right to lodge a complaint with the Information Regulator (South Africa):

• Website: inforegulator.org.za
• Email: enquiries@inforegulator.org.za