GunCerts Privacy Policy

Who we are

GunCerts is operated as a UK Sole Trader business (the “data controller”/“responsible party” for purposes of UK GDPR/POPIA) (“we”, “us”, “our”). UK laws apply to our operations. Where South African regulations and legislation are relevant to the service and our users (including the Protection of Personal Information Act (POPIA)), we will comply with those requirements.

Controller / responsible party details: Leon Visser
Business name: GunCerts (operated by Ureon Digital)
Country: United Kingdom
Contact email: contact@guncerts.co.za

If our business structure, operating location, or the way we process information changes, we will update this policy and inform users about any material changes.

Information we collect

GunCerts does not collect, receive, or process your South African firearm-related application data, personal details, or supporting documents on our servers. All information you enter into the app is stored locally on your device and remains under your control.

We do not access or transmit the content of your applications or documents. The app may analyse documents locally on your device (for example, optical character recognition (OCR) and barcode scanning) to help you complete forms, verify information, and prepare firearm-related applications, renewals, or competency certificate documentation.

If you choose to use paid features, payment processing is handled by Apple (In‑App Purchase) or Google (Google Play Billing), depending on your device. Your payment method details (for example card details) are collected and processed by Apple/Google under their own terms and privacy policies. We do not receive or store your full payment method information.

We may receive or process limited purchase information to unlock paid features and to support customer service and accounting, such as purchase status (successful/failed), the product identifier, purchase/transaction timestamps, a store transaction reference/order ID, and (on iOS) a receipt or receipt token. This information is used to confirm entitlements (for example, that a one‑time purchase was completed) and is not used for advertising.

Website visits: Although we do not use cookies, like most websites our hosting provider may automatically log limited technical information when you visit (for example IP address, device/browser type, pages requested, date/time, and error logs). We use these logs for security, troubleshooting, and to keep the website reliable. We do not use these logs to build marketing profiles.

Permissions and device access

GunCerts may request access to your camera or photo library so you can capture or attach documents. These permissions are only used when you choose to use the relevant feature and can be managed in your device settings. Barcode scanning and OCR features only run on your device when you actively use them and are not sent to us.

How we use information

The app uses the information you enter locally on your device to provide the functionality you request, including:

• Organising your applications, checklists, and supporting documentation.
• Generating documents or PDFs you request.
• Extracting text or barcode details on-device to prefill information and reduce manual data entry.
• Creating encrypted local backup/export files if you choose to use the backup/export feature.
• Unlocking paid features (where applicable) based on payment confirmation or transaction metadata we receive from Apple or Google.

Legal basis for processing

Local app processing: We do not collect or process your firearm-related application data on our servers. The app processes information locally on your device to provide the functionality you request (for example generating application documents). Where UK GDPR applies, this processing is generally necessary for the performance of a contract (providing the app features you request) and/or is based on your consent where you choose to provide optional information. Under POPIA, you have the right to withdraw consent where consent is the basis for processing.

Payments: Purchases are processed by Apple (In‑App Purchase) or Google (Google Play Billing). Apple/Google process payment-related personal information to complete the transaction, prevent fraud, and comply with legal obligations. We may process limited purchase metadata (such as confirmation status, product identifier, a store transaction reference/order ID, timestamps, and a receipt/receipt token) to unlock paid features, to restore purchases where supported, to provide customer support, and for accounting/tax record‑keeping. Our legal basis for processing this limited purchase metadata is generally contract necessity (providing the paid feature you purchased) and legal obligation (record‑keeping where applicable).

Website logs: Where our hosting provider processes limited server logs, our legal basis is our legitimate interests in operating a secure and reliable website (and/or complying with legal obligations where applicable).

Sharing and disclosures

We do not sell your personal information. Because your firearm-related application data stays on your device, we do not share that application data with third parties. We may share limited information in the following situations:

• Payment processing: Apple and Google process payment information to complete purchases. We may share the minimum information needed to initiate or verify a transaction (for example a product identifier) and we may receive limited purchase metadata from the app store platforms to confirm access to paid features.
• Service providers: Providers that help us operate the website and communications (for example hosting, email/support inboxes). These providers may receive limited technical data such as server logs or email metadata when you contact us.
• User-initiated sharing: If you choose to share feedback or export data from within the app, your device’s share sheet will send the selected file to the destination you choose (for example email or cloud storage). We do not automatically transmit this data.
• Legal and regulatory: We may disclose information if required by law, court order, or to enforce or protect our rights.

If we ever introduce additional third‑party services that process personal information (for example analytics, crash reporting, or customer support tools beyond email), we will update this policy before doing so and describe what is collected, the purpose, and any choices available to you.

Data retention

App data on your device: Your firearm-related application data and documents are stored locally on your device until you delete them or uninstall the app. We do not have access to this data and cannot delete it for you.

Local exports/backups and shared feedback: If you export a backup or share feedback, the resulting files remain on your device (or the destination you choose) until you delete them. Exported backups are encrypted before being stored or shared from the app.

Website logs and payment metadata: Hosting/server logs are retained for a limited period (typically 30–90 days) for security and troubleshooting unless a longer period is required for investigation. Limited purchase-related records (such as store order IDs/transaction references and entitlement verification records) may be retained for as long as required by applicable tax and accounting laws (typically several years).

Your rights

Under POPIA, you have the right to access, correct, or delete your personal information, and to object to processing in certain circumstances. You can also lodge a complaint with the Information Regulator (South Africa) if you believe your rights have been infringed. You can find their current contact details on the Information Regulator’s website.

You can also lodge a complaint with the UK Information Commissioner’s Office (ICO) if UK GDPR applies to your situation.

Depending on your location and which laws apply, your rights may include access, correction, deletion, objection, restriction of processing, and (under UK GDPR) data portability. Because your firearm-related application data is stored on your device and not on our servers, exercising some rights (such as deletion or export of application data) may require you to use the in-app controls or device tools available to you.

International transfers

We are based in the United Kingdom. Apple and Google (and some of our service providers) may process limited information in other countries.

Important: your firearm-related application data remains on your device unless you choose to back up your device or export data using third-party services (for example iCloud/Google backups or other storage providers). Those backups and exports are controlled by you and governed by the third party’s terms and privacy policy.

Personal data breaches

If we become aware of a personal data breach affecting information we control (for example website logs or payment metadata), we will assess it and, where required, notify the appropriate regulator and affected individuals within the timeframes required by applicable law.

Security

We use appropriate technical and organisational measures to protect information we control (such as website infrastructure and any limited records we retain) from loss, misuse, or unauthorised access. Your firearm-related application data is stored on your device; protecting your device (for example with a passcode/biometrics and up-to-date software) also helps protect your information. No system can be guaranteed to be completely secure, but we continuously review safeguards.

Children's privacy and age restrictions

GunCerts is not intended for persons under the age of 21. We do not knowingly collect personal information from children.

If you believe a child has provided personal information to us via email or another channel, please contact us and we will take reasonable steps to delete it.

Changes to this policy

We may update this policy from time to time. We will post updates here and, if the changes are material, provide additional notice through the app or other channels.

Contact us

If you have questions or want to exercise your rights, contact us at privacy@guncerts.co.za.