Cape Town Legal Logistics (CTLL) provides legal messenger and related services to law firms. This Privacy Policy explains how we collect, use, store and share personal information when you use our website, contact us via WhatsApp or email, use the CTLL Portal, or receive our services.

This Policy is intended to comply with the Protection of Personal Information Act, 2013 (POPIA) and, where applicable, other data protection laws with similar standards. It should be read together with our Terms & Conditions and the contract you sign when onboarding to CTLL.

This Policy applies to personal information relating to our clients, their staff, instructing practitioners, counsel, service providers, and other individuals whose information we process in the course of providing our services. By engaging with CTLL, you acknowledge that your personal information may be processed as described here.

We process personal information only where it is necessary for a lawful and legitimate purpose. Typical purposes include:

• Providing and managing our services: receiving and executing your instructions, performing court, Master’s Office, Deeds Office, Sheriff and related runs, and communicating progress and outcomes.
• Operating the CTLL Portal: creating and managing user access, updating the status of runs, storing uploaded documents and providing real-time visibility over your matters.
• Client relationship management: responding to enquiries, providing quotes, onboarding new firms, scheduling runs and managing day-to-day communications.
• Billing and payments: preparing invoices, processing payments, reconciling accounts and maintaining financial records.
• Legal and regulatory compliance: complying with court rules, POPIA, tax, accounting, anti-fraud and other applicable legal requirements.
• Security and abuse prevention: protecting the confidentiality, integrity and availability of our systems and information, and preventing unauthorised access or misuse.
• Service improvement and analytics: analysing aggregated or de-identified data to understand how our services and Portal are used, so that we can improve workflows and user experience.
• Marketing and service updates: sending firm clients limited, relevant communications about CTLL services, pricing or Portal enhancements, subject to your right to opt out at any time.

We do not sell your personal information. We may, however, share it with carefully selected third parties where necessary for the purposes described in this Policy, or where we are legally required to do so. These recipients may include:

• Our internal team and contractors: CTLL staff and trusted contractors who need access to perform services and are bound by confidentiality duties.
• CTLL Portal and cloud service providers: secure platforms (for example, our white-labelled monday.com workspace) used to manage your instructions, runs and documents.
• IT, hosting and security providers: vendors who help us host our systems and data, maintain security, backups and support.
• Payment processors and banks: third parties who process card or electronic payments on our behalf.
• Court-related counterparts: courts, Masters’ Offices, Deeds Office, Sheriffs, municipalities and other authorities or bodies involved in the matters we handle for you.
• Professional advisers: accountants, auditors, legal advisers or insurers where reasonably necessary to manage risk, financial reporting or legal claims.
• Regulators and law enforcement: where required by law, regulation, court order or lawful request.

Where we use third-party service providers, we take reasonable steps to ensure they process personal information only on our instructions, subject to appropriate confidentiality and security obligations.

We take reasonable and appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration or destruction. These measures may include access controls, user authentication, encryption in transit where appropriate, secure hosting, backups and staff training on confidentiality and data protection.

No system can be guaranteed as perfectly secure, but we aim to promptly investigate and, where required, notify you and relevant authorities of any suspected data breach that may materially affect you.

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including to provide our services, meet legal, accounting or reporting obligations, and resolve disputes. In practice, this generally means we keep records for the duration of our relationship with your firm plus a further period where required or justified under applicable law, professional rules or our legitimate interests. When information is no longer needed, we take reasonable steps to de-identify or securely destroy it.

Our website and CTLL Portal may use cookies and similar technologies to operate effectively and to understand how they are used. Cookies are small text files placed on your device when you visit a website.

We may use:

• Essential cookies: required for the site and Portal to function correctly and securely (for example, to keep you logged in during a session).
• Preference and performance cookies: to remember choices you make and help us improve speed and usability.
• Analytics cookies: to collect aggregated information about how visitors use our website, such as which pages are visited and how often, so we can improve content and navigation.

You can usually set your browser to refuse some or all non-essential cookies, or to alert you when cookies are being used. If you disable certain cookies, some parts of our website or Portal may not function properly. Where required by law, we will only use non-essential cookies if you have given your consent.