Licentia processes and stores personal information through a combination of local and cloud-based systems used for service delivery, compliance management, governance oversight, communications, backups, and business continuity.
Because Licentia operates through centralised digital systems across Head Office, provincial entities, franchise operators, and internal departments, personal information may be hosted, stored, transmitted, backed up, or accessed through systems located inside and, where applicable, outside the Republic of South Africa.
Licentia will take reasonable steps to ensure that all hosting, storage, access, and cross-border transfers are conducted lawfully and subject to appropriate safeguards.
Licentia primarily uses systems and infrastructure hosted within South Africa for operational service delivery, including, where applicable:
Where systems are hosted locally, Licentia processes personal information subject to South African legal and regulatory requirements and its internal governance controls.
Licentia may use cloud-based systems and applications for operational efficiency, storage, communications, backup, disaster recovery, and business continuity, including systems provided by third-party service providers.
This may include, without limitation:
Where cloud systems are used, Licentia requires that they be used in a manner consistent with lawful processing, confidentiality obligations, access control standards, and reasonable security safeguards.
Licentia may, from time to time transfer, store, back up, or make personal information accessible outside South Africa, including through international cloud infrastructure, third-party service providers, or remote backup environments.
Such cross-border processing may occur where:
Where personal information is transferred outside South Africa, Licentia will take reasonable steps to ensure that such transfer is lawful and protected by appropriate safeguards, including where applicable:
Even where information is stored locally or provincially, Licentia Franchise SA may access data across the Licentia network through its centralised systems for lawful governance purposes, including:
This internal access is governed by role-based permissions, audit logging, confidentiality duties, and need-to-know limitations.
Licentia may use third-party hosting providers, software vendors, email providers, backup services, developers, and system support providers to host, maintain, secure, or support parts of its digital environment.
Where such third parties process personal information on Licentia’s behalf, Licentia will require that such parties:
Licentia’s operations may involve temporary capture of information on authorised field devices, including mobile devices used for inspections, communications, and process management.
Where personal information, photographs, or videos are captured on such devices, Licentia requires that such information be transferred into its controlled systems as part of the official client record and thereafter be managed in accordance with its governance, retention, access control, and deletion standards.
This applies to Head Office, provincial entities, and authorised franchise operators.
Licentia may store backup copies of information and maintain redundancy systems for purposes of:
Backup copies may be stored locally, in cloud environments, and/or through international backup infrastructure, subject to lawful safeguards and security controls.
The hosting, storage, remote access, backup, and cross-border processing of personal information is carried out on the basis of: