Registra is aligned with GDPR and POPIA, adopting the stricter standard where frameworks diverge.
Registra acts as the digital infrastructure for modern dog breeders. We take our responsibilities as data stewards seriously. This policy is aligned with both the European General Data Protection Regulation (GDPR) and the South African Protection of Personal Information Act (POPIA), adopting the stricter standard where the two frameworks diverge.
2. User Roles, Client Portals & Profile Claiming
TL;DR Summary
Registra is the Data Controller for direct users. Public portal applicants consent to data sharing with breeders. Breeders warrant consent when manually adding clients.
Under data protection laws, responsibilities change depending on how data is entered into the platform.
Registra as the Responsible Party: We act as the Data Controller for the personal information collected directly from our platform users (Breeders and Pet Owners) during account creation, subscription management, and animal registration.
Public Client Portal: When a member of the public uses the Registra Client Portal to apply for a puppy or join a waitlist, they consent to their application data being shared directly with the specific breeder they selected.
Manual Client Addition (Profile Claiming):Our platform allows breeders to manually transfer dogs to clients by inputting the client's email address. When doing so, the Breeder warrants that they have obtained the necessary consent from the client. Registra will subsequently send a transactional notification to the provided email address, allowing the client to claim their interactive profile, manage their data, or request immediate deletion of their information.
3. Lawful Basis for Processing & Sensitive Data
TL;DR Summary
Contractual necessity, legitimate interests, and consent. ID numbers collected for fraud prevention with heavy encryption.
We process personal data based on the following lawful grounds:
Contractual Necessity: To provide the Registra platform, verify lineage records, process subscription fees, and deliver digital certificates.
Legitimate Interests: To maintain platform security, prevent fraudulent entries, and protect animal welfare within the registry.
Identification Numbers: We collect South African Identity Numbers from breeders during registration as a mandatory fraud prevention measure. This data is heavily encrypted at rest and is processed solely to verify account accountability, prevent platform abuse, and enforce registry suspensions.
Consent: When you explicitly opt-in to marketing communications or public waitlist applications.
4. Marketing & Communications
TL;DR Summary
Transactional emails (passwords, billing, transfers) cannot be opted out. Marketing emails require opt-in and can be unsubscribed anytime.
We respect your inbox and strictly differentiate between essential system alerts and promotional marketing.
Transactional Communications: We will automatically send you essential service emails required to operate the platform. This includes password resets, billing receipts, dog transfer notifications, and administrative alerts. You cannot opt out of these while maintaining an active account.
Promotional Marketing:Registra requires a direct opt-in for marketing communications, newsletters, and promotional offers. You may withdraw your consent and unsubscribe from marketing emails at any time by clicking the "Unsubscribe" link found at the bottom of any promotional email.
5. Data Retention Limits
TL;DR Summary
Registry data retained permanently for genealogical integrity. Banned users' identification details retained indefinitely to prevent re-registration.
We store personal data only for as long as necessary to fulfill the purposes outlined in this policy.
Operational registry data (such as breeder names linked to historical dog pedigrees) is retained permanently to protect the generational integrity of the genealogical registry.
If a user account is suspended or banned for fraud or policy violations, Registra retains the user's identification details and historical records indefinitely within our secure infrastructure to act as a block against future registration attempts.
6. Data Residency and Cross-Border Transfers
TL;DR Summary
Data may be stored outside SA/EEA using Standard Contractual Clauses (SCCs) to ensure equivalent protection.
Registra utilizes secure, global cloud infrastructure to guarantee high availability and performance. Personal data may be processed or stored in secure facilities located outside of South Africa or the European Economic Area (EEA). Where cross-border data transfers occur, we rely on legally recognized mechanisms such as Standard Contractual Clauses (SCCs) to ensure your data receives an equivalent level of protection.
7. Third-Party Subprocessors (Operators)
TL;DR Summary
Third-party providers (cloud, email, payments) bound by strict agreements ensuring security standards equal to or exceeding our own.
To operate the platform, we engage third-party infrastructure providers for cloud hosting, transactional email delivery, and payment processing. We ensure that all third-party subprocessors are bound by strict agreements that mandate security standards equal to or exceeding our own, ensuring your personal information is never processed for unauthorized purposes.
8. Analytics and Cookies
TL;DR Summary
GA4 on marketing site only with explicit consent. Dashboard activity never tracked. Cookie settings can be updated anytime.
Our public marketing site (registra.co.za) uses Google Analytics 4 (GA4) to understand how visitors interact with our content.
Scope: We track page views, traffic sources, and anonymized usage patterns on our marketing pages. We do not track individual breeder dashboard activity or client portal usage in Google Analytics.
Consent:Analytics cookies are only set after you explicitly grant consent via our cookie banner. Your choice can be updated at any time by clicking "Cookie Settings" in the footer.
Dashboard Protection: Authenticated areas of the platform (your workspace) do not include Google Analytics tracking. Your operational data remains entirely within our secure cloud infrastructure.
9. Data Subject Rights
TL;DR Summary
Access, rectification, erasure, restriction, objection, and portability rights. Contact privacy@registra.co.za to exercise rights.
Under POPIA and GDPR, you have the following rights regarding your personal data:
Right of access to a copy of all personal data we hold about you.
Right to rectification of any inaccurate or incomplete data.
Right to erasure (the right to be forgotten), subject to registry integrity and legal retention requirements.
Right to restrict processing or object to processing based on legitimate interests or direct marketing.
Right to data portability to receive your data in a structured, machine-readable format.
To exercise any of these rights, contact our Information Officer at privacy@registra.co.za. We will verify your identity and respond within 30 days as required by law.
10. Security and Breach Notification
TL;DR Summary
Industry-standard security with encryption. Breaches notified to users and authorities within 72 hours.
We employ industry-standard security measures including data encryption at rest and in transit, role-based database access, and strictly audited infrastructure deployments. In accordance with POPIA and GDPR best practices, if a security breach occurs that compromises your personal data, we commit to notifying affected users and the relevant regulatory authorities within 72 hours of confirming the incident.
11. Information Officer
TL;DR Summary
Contact: privacy@registra.co.za. Address: 59 Rovelle Crescent, Jamestown, Stellenbosch, 7600. Complaints can be lodged with the SA Information Regulator.
For the purposes of POPIA, the default Information Officer for Registra is the platform owner.
Contact Email: privacy@registra.co.za
Postal & Physical Address: 59 Rovelle Crescent, Jamestown, Stellenbosch, 7600
Complaints: If you feel we have not processed your data in accordance with South African law, you have the right to lodge a formal complaint with the South African Information Regulator directly via their official website.