Privacy Policy

Last Updated: 30 November 2025

1. Introduction

This Privacy Policy explains how DocuGen Pro ("we", "us", "our") collects, uses, discloses, and protects your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) and other applicable South African laws.

By using our services, you consent to the collection and use of your information as described in this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information:

• Account Information: Name, email address, phone number, company name
• Profile Information: Business details, registration numbers, VAT numbers, addresses
• Client Information: Client profiles, contact details, event information
• Document Data: Documents created, templates used, document metadata
• Usage Data: Log data, IP addresses, browser type, device information
• Payment Information: Billing details, transaction history (if applicable)

2.2 Automatically Collected Information

• Cookies and similar tracking technologies
• Device and browser information
• Usage patterns and preferences
• Location data (with your consent)

3. How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: To provide, maintain, and improve our document generation services
• Account Management: To create and manage your user account
• Communication: To send service updates, notifications, and support messages
• Personalization: To customize your experience and provide relevant features
• Analytics: To analyze usage patterns and improve our services
• Security: To protect against fraud, unauthorized access, and security threats
• Legal Compliance: To comply with legal obligations and enforce our terms

4. Your Rights Under POPIA

You have the following rights regarding your personal information:

• Right to Access: Request access to your personal information
• Right to Correction: Request correction of inaccurate information
• Right to Deletion: Request deletion of your personal information
• Right to Object: Object to processing of your information
• Right to Restriction: Request restriction of processing
• Right to Data Portability: Receive your data in a portable format
• Right to Withdraw Consent: Withdraw consent at any time

To exercise these rights, contact us at: admin@bmidocugen.com

5. Data Security

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

• Encryption: Data is encrypted in transit and at rest
• Access Controls: Strict access controls and authentication mechanisms
• Regular Audits: Security audits and vulnerability assessments
• Secure Infrastructure: Industry-standard security practices
• Employee Training: Staff trained on data protection and privacy

6. Contact Information

Terms of Service

Last Updated: 30 November 2025

1. Acceptance of Terms

By accessing or using DocuGen Pro ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service.

These Terms constitute a legally binding agreement between you ("User", "you", "your") and DocuGen Pro ("we", "us", "our"), a service operating under the laws of the Republic of South Africa.

2. Description of Service

DocuGen Pro is a document generation and management platform that provides:

• Document creation and editing tools
• Client profile management
• Template libraries
• Document storage and organization
• Tech rider creation tools
• Invoice and quotation generation
• Cloud-based document management

3. User Accounts

3.1 Account Creation

• You must provide accurate, current, and complete information during registration
• You are responsible for maintaining the confidentiality of your account credentials
• You must be at least 18 years old to create an account
• One person or entity may not maintain multiple accounts

3.2 Account Security

• You are responsible for all activities under your account
• Notify us immediately of any unauthorized access or security breach
• We are not liable for losses due to unauthorized use of your account

4. User Responsibilities

You agree to:

• Use the Service in compliance with all applicable South African laws
• Provide accurate and truthful information
• Not use the Service for illegal, harmful, or fraudulent purposes
• Not attempt to gain unauthorized access to our systems
• Not interfere with or disrupt the Service
• Respect intellectual property rights of others
• Not impersonate others or misrepresent your identity

5. Intellectual Property Rights

5.1 Our Rights

• The Service, including all content, features, and functionality, is owned by DocuGen Pro
• Our trademarks, logos, and brand elements are protected by South African law
• You may not use our intellectual property without written permission

5.2 Your Content

• You retain ownership of documents and content you create using the Service
• You grant us a limited license to store, process, and display your content to provide the Service
• You are solely responsible for content you create or upload

6. Limitation of Liability

To the maximum extent permitted by South African law:

• The Service is provided "as is" without warranties of any kind
• We are not liable for indirect, incidental, or consequential damages
• Our total liability shall not exceed the fees paid by you in the 12 months preceding the claim
• We are not responsible for loss of data, profits, or business opportunities

7. Governing Law

These Terms are governed by the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the courts of South Africa.

8. Contact Information

Refund Policy

Last Updated: 11 January 2026

1. Digital Products and Tokens

Due to the nature of our digital products (document generation tokens and premium features), refunds are generally not provided once tokens have been used or documents have been generated.

2. Eligibility for Refunds

We may consider refund requests under the following circumstances:

• Technical Faults: If a technical error on our platform prevented you from successfully generating a document after tokens were deducted.
• Duplicate Billing: If you were accidentally billed multiple times for the same transaction.
• Unused Tokens: Refund requests for unused token packages may be considered if made within 7 days of purchase.

3. Non-Refundable Items

Refunds will not be issued for:

• Tokens that have already been used to generate documents.
• Dissatisfaction with the content of a generated document if it matches the user's input.
• Changes in your business needs after purchase.
• Subscription fees where the service was available but not utilized.

4. How to Request a Refund

To request a refund, please contact our support team at support@bmidocugen.com with your account details, transaction ID, and the reason for your request.

5. Process and Timeline

Approved refunds will be processed via the original payment method within 7-10 business days.