Privacy Policy

Last updated: May 23, 2026

DocSecure is committed to protecting your privacy and ensuring the security of your documents. This policy outlines how we collect, use, and protect your information in compliance with Malawi's data protection laws.

1. Information We Collect

1.1 Personal Information

When you use our Document Management System, we may collect:

  • Name, email address, and contact information
  • Organization details
  • Login credentials (securely encrypted)
  • Document metadata and access logs

1.2 Document Content

We store documents you upload to our system. All documents are encrypted at rest and in transit.

2. How We Use Your Information

We use your information to:

  • Provide and maintain our document management services
  • Ensure document security and access control
  • Generate compliance reports as per Malawi regulations
  • Communicate important system updates
  • Improve our services

3. Data Security

We implement industry-standard security measures including:

  • AES-256 encryption for data at rest
  • TLS 1.3 encryption for data in transit
  • Regular security audits and penetration testing
  • Role-based access controls
  • Multi-factor authentication options

4. Document Retention & Disposal

Our system follows Malawi's document retention requirements:

  • Financial documents: 7-10 years as per Tax Administration Act
  • HR records: 5-10 years as per Employment Act
  • Legal documents: 6 years to permanent as per Limitation Act
  • Automated disposal schedules based on document type

You can configure retention periods based on your organization's specific requirements.

5. Your Rights (Malawi Data Protection)

Under Malawi's Electronic Transactions and Cyber Security Act, you have the right to:

  • Access your personal information
  • Request correction of inaccurate data
  • Request deletion of your data (subject to legal retention requirements)
  • Object to data processing
  • Data portability

6. Third-Party Services

We may use trusted third-party services for:

  • Cloud infrastructure (data centers located in secure facilities)
  • Email notifications
  • Security monitoring
  • Backup services

All third-party vendors are vetted for security and data protection compliance.

7. Changes to This Policy

We may update this privacy policy periodically. We will notify users of significant changes through our platform or email.

8. Contact Us

If you have questions about this privacy policy or our data practices, please contact:

Data Protection Officer
Email: info [at] harpers [dot] mw
Phone: +265 999 46 7377
Address: Blantyre, Malawi