(Quotation → Acceptance → Mandate/SLA → Upload Stage → Execution)
Licentia applies a structured stage model to ensure compliance with POPIA and the principle of minimum necessary collection. This model distinguishes between a Prospective Client (quotation stage) and an Active Client (post-acceptance, mandate/SLA stage), and limits the type of information processed at each stage.
Purpose: to respond to enquiries, scope the requested service, and issue a quotation.
At this stage, Licentia processes only limited information necessary to communicate and prepare a quotation, such as the enquirer’s name and contact details, the business trading name (if any), locality (municipality/metro/district), high-level business activity, and the service category requested.
POPIA rule: ID numbers, residential particulars, and supporting document uploads are not ordinarily required for a quotation, unless strictly necessary to scope a regulated matter accurately.
Lawful basis: consent and/or steps taken at the request of the Prospective Client to provide a quotation.
A Prospective Client becomes an Active Client when the quotation is accepted, and the client issues instructions to proceed.
Purpose: to conclude and execute the Mandate and/or SLA and to commence regulated service delivery.
From this point, Licentia may lawfully request and process additional information required to:
Lawful basis: contractual necessity (Mandate/SLA formation and performance), legal/regulatory obligations applicable to the service, and lawful interests in enforceability, compliance integrity, and risk management.
Upon acceptance, Licentia may request the minimum typed information required to populate and execute a Mandate and/or SLA, including:
Licentia may identify whether the matter is a new application or involves an existing authorisation (transfer/amendment/change of particulars). This determines which party details are required.
Current Holder vs Prospective Holder (where applicable):
Where an existing licence/permit/certificate is involved (transfer/amendment/change), the mandating party must provide the Current Holder’s details as far as reasonably possible. Where required, Licentia may request the Current Holder’s information directly for completion, strictly for the purpose of lawful processing of the regulated matter and in accordance with this Privacy Notice.
POPIA rule: this stage captures typed onboarding particulars. Supporting documents are not uploaded at this stage.
After the Mandate and/or SLA have been signed and the client is active, Licentia may collect supporting documentation required for submissions and compliance processes, including (as applicable):
Lawful basis: Mandate/SLA performance and legal/regulatory obligations applicable to the service.
Licentia processes personal information to compile, prepare, manage, and facilitate application packs, evidence files, submissions, and engagements with competent authorities and regulators, including queries, amendments, renewals, objections/representations (where applicable), and lawful recordkeeping.
Lawful basis: Mandate/SLA performance and compliance with legal and regulatory obligations applicable to regulated business operations and submissions.
Licentia processes personal information to conduct compliance readiness assessments and site inspections, collect and store inspection evidence (including photographs and video as described in Section 4), prepare businesses for statutory inspections, and compile evidence packs for submission to competent authorities and/or registered professionals where required.
Lawful basis: Mandate/SLA performance; regulatory submission requirements; and lawful interests in evidentiary completeness, compliance assurance, and risk mitigation.
Licentia processes personal information to conduct lawful due diligence and verification where required for regulated processes, risk management, and compliance outcomes, including verification of authority/ownership structures and regulatory compliance exposure relevant to the mandate.
Lawful basis: Mandate/SLA performance; legal obligations (where applicable); and/or lawful interests in professional risk management and compliance integrity.
Licentia processes personal information to administer and govern central systems used by Head Office, provincial entities, and authorised franchise operators, maintain workflow integrity, conduct audits and quality control, monitor access to ensure lawful processing, and enforce governance directives and operational standards across the Licentia network.
Lawful basis: lawful interests in governance, compliance oversight, franchise administration, risk mitigation, and system integrity.
Licentia processes personal information for legal oversight (including via the MaxMind Group Legal Department), enforcement actions, dispute resolution, regulatory escalations, litigation/arbitration management, and evidence preservation where required.
Lawful basis: enforcement/defence of rights, legal obligations, and lawful dispute resolution and enforcement processes.
Licentia processes personal information to facilitate registered professionals, specialist service providers, and competent authorities where required for approvals, plans, certificates, and specialist deliverables, and shares only the minimum necessary information required to complete the authorised process lawfully.
Lawful basis: Mandate/SLA performance, regulatory compliance requirements, and lawful facilitation of services requiring professional sign-off or authority issuance.
Licentia processes system metadata, audit records, and operational logs to secure systems against unauthorised access, maintain accountability, enable backups/disaster recovery, prevent misuse, and ensure continuity and integrity of operations.
Lawful basis: lawful interests in security, continuity, fraud prevention, and compliance integrity.