Privacy Policy
Last updated: 11 September 2026
Easy Filed Compliance (Pty) Ltd ("EasyFiled", "we", "us") provides a portal that helps Electronic Communications Services / Electronic Communications Network Services ("ECS/ECNS") licensees prepare and submit their recurring ICASA compliance forms. This policy explains what personal information we collect through that portal and our marketing site, why we collect it, and the rights you have over it under the Protection of Personal Information Act, 2013 ("POPIA").
1. Information we collect
Account & contact information
Name, email address and phone number for each person a licensee invites onto the portal (portal admins, licensee admins and licensee users), and for anyone who submits the "Request early access" form on this site.
Licensee & filing information
The company/licensee details and form content needed to populate ICASA's gazetted Forms 1–12A: company registration number (or, for sole proprietors, a personal ID number), registered address, network/service details, financial figures, and — specifically on Form 1, because ICASA's own gazetted form requires it for B-BBEE/HDI ownership reporting — director and shareholder demographic information (race, disability status, HDI percentage) and aggregate staff headcounts by race and disability.
We treat the race/disability fields as "special personal information" under POPIA. We collect them only because ICASA's gazetted form requires them as a condition of a licensee's regulatory filing obligation — not for any purpose of our own.
2. Why we process this information
Our lawful bases under POPIA are:
Performance of a contract — to provide the portal service a licensee has signed up for; compliance with a legal obligation — the underlying purpose of the whole platform is helping a licensee meet its own ICASA filing obligations, which is also the basis for collecting the ownership/demographic fields ICASA's gazetted forms require; and consent — for marketing communications and the early-access contact form.
3. How we use it
To populate and generate the PDF versions of your ICASA forms; to email a signed submission to ICASA's configured recipient address on your behalf, with your own licensee contacts CC'd, when you submit a form through the portal; to send due-date reminder emails and account/invite emails; and to respond to early-access requests.
4. Who we share it with
ICASA — a signed form's PDF and its content are emailed to ICASA's configured address as the actual purpose of using the portal. Resend, our transactional email provider, processes email content and recipient addresses solely to deliver those emails. Google Cloud / Firebase hosts our database, file storage and backend functions. We do not sell personal information, and we do not share it with anyone else.
5. Where it's stored
Portal data is stored in Google Cloud Firestore and Firebase Storage, and processed by
Firebase Cloud Functions, currently hosted in Google Cloud's us-central1
(United States) region. If you are in South Africa, this means your information is
transferred across borders to that region as part of normal operation of the service.
6. Security
Data is encrypted at rest and in transit by Google Cloud/Firebase's default infrastructure encryption. Access to the portal is role-gated (portal admin, licensee admin, licensee user) and enforced by Firestore security rules. We do not currently apply additional field-level encryption on top of that to the most sensitive fields (e.g. ID numbers) — we're evaluating whether to add it.
7. How long we keep it
We retain licensee and filing data for as long as a licensee has an active portal account, and for a reasonable period afterward to meet our own record-keeping and any applicable legal obligations. You can ask us to delete account data at any time, subject to what we're legally required to retain.
8. Your rights under POPIA
You may ask us to confirm what personal information we hold about you, to access, correct or delete it, or to object to how we process it. To exercise any of these rights, or to lodge a complaint, contact us at info@easyfiled.co.za.
9. Information Officer
Our designated contact for POPIA matters is info@easyfiled.co.za, pending formal registration of an Information Officer with the Information Regulator.
10. Changes to this policy
We may update this policy as the portal evolves. Material changes will be reflected on this page with an updated "last updated" date.
11. Contact us
Questions about this policy or your data: info@easyfiled.co.za.