1. Who we are
Prosidir is a product of TADA INTERNATIONAL (Pty) Ltd (registration number 2026/493142/07), a private company registered in South Africa, trading as Prosidir (“Prosidir”, “we”, “us”). Prosidir provides software that helps employers run fair, defensible disciplinary hearings — generating the paperwork, recording and transcribing hearings, holding evidence with a chain of custody, and supporting the chairperson’s decision. This policy explains how we handle personal information on prosidir.com and in the Prosidir application.
We have appointed Anne-Mari van Staden as our Information Officer, responsible for overseeing our compliance with POPIA and this policy. For any privacy question, or to exercise your rights, you can contact our Information Officer at annemari@prosidir.com.
2. Two roles — yours and ours
For your account and usage data, we are the responsible party / controller.
For the case material you put into Prosidir — employee details, incident descriptions, charges, hearing recordings and transcripts, evidence and outcomes — you (the employer) are the responsible party / controller, and Prosidir acts as your operator / processor, handling that material only to provide the service to you. You are responsible for having a lawful basis to process your employees’ information, including obtaining recording consent in the hearing (the app captures this for you).
3. Information we collect
Account information — your name, email address and sign-in records, and your company’s profile (name, country, staff list and roles, your disciplinary code).
Case content you create — disciplinary case records: the employee concerned, incident details, charges, generated documents, evidence you upload, hearing audio recordings and transcripts, session summaries, decisions and outcome letters. This is sensitive information about identifiable people, including information about alleged misconduct — we treat all of it as confidential case material.
Usage and technical data — log data, IP address, browser and device information, and the essential cookies that keep you signed in.
4. How we use information
We use information to provide and operate the service (document generation, hearing recording and transcription, summaries, the chairperson’s decision support, evidence chain of custody and bundle export), to secure and maintain the platform, to provide support, to communicate essential account messages, and to comply with law.
We do not send marketing email. The only emails we send are essential account messages (sign-in links, security and service notices). Everything else appears as a notification inside the app.
5. Recording consent
Hearing recording in Prosidir is consent-led by design: before a session is recorded, the attendees are informed and consent is captured in the app, and the recording notice is read aloud on the record. As the employer you remain responsible for lawful recording in your jurisdiction; the app’s flow is built to support that (POPIA and RICA in South Africa; the Data Protection Act 2022 in Eswatini).
6. AI processing
Prosidir’s AI features send the relevant case material to our AI providers only at the moment of processing: transcription and document reading to Google (Gemini, on a paid API tier), and reasoning — summaries, drafting, decision support — to Anthropic. Your case material, including hearing audio, is never used to train AI models. The AI drafts and flags; it never decides an outcome — a human always does.
7. Who we share information with
We share information only with the sub-processors that run Prosidir — our database and storage provider, hosting provider, AI providers and email provider. The current list and what each handles is on our Sub-processors page. Some providers process data outside South Africa; where that happens we take steps to keep it protected to a comparable standard. We never sell personal information, and Prosidir is ad-free.
8. How we protect it
Case data is encrypted in transit (TLS) and at rest (AES-256). Access is restricted per workspace with row-level security. Hearing recordings and evidence live in private storage, each stamped with a digital fingerprint (SHA-256) so tampering is detectable, and meaningful actions are recorded on a timestamped audit log.
9. How long we keep it — and how you leave
We keep your account and case content while your account is active. If you leave, one click exports everything — every case, recording, transcript, document and evidence item with its chain-of-custody manifest. Download your data before your access ends: after your account closes we delete your case content and confirm the deletion in writing, keeping only what the law requires us to keep (e.g. billing records). Employers should export before closure — labour law expects you to retain disciplinary records.
10. Your rights
Subject to applicable law, you may access, correct and request deletion of your personal information, object to or restrict certain processing, and complain to a supervisory authority — the Information Regulator in South Africa, ESCCOM in Eswatini, or your local data protection authority in the EU/UK. Employees who are the subject of a case should direct requests to their employer (the controller); we assist the employer in responding.
11. Cookies · 12. Children · 13. International users · 14. Changes · 15. Contact
We use only essential cookies — see the Cookie Policy. Prosidir is a professional tool for adults and is not directed at children. EU/UK users have equivalent GDPR rights, which we honour. We may update this policy and will update the date above when we do. Questions about this policy or your data: anton@prosidir.com; privacy-rights requests: annemari@prosidir.com.