Data Deletion Instructions
Effective Date: 2 January 2026
1. Introduction
Under South African data protection law (POPIA Section 24), European regulation (GDPR Article 17), and Californian consumer law (CCPA), you have the right to request deletion of your personal data. This page explains how to exercise that right when using Bill.
Bill is operated by asdf consulting (Pty) Ltd (registration number: 2023/566704/07). We are committed to respecting your data deletion rights whilst complying with legal retention requirements for billing records.
2. What Data Can Be Deleted
Data We Can Delete Immediately
- ✓ Email content and metadata
- ✓ WhatsApp message content
- ✓ Client contact details (if no active matters)
- ✓ Draft time entries (not yet invoiced)
- ✓ OAuth tokens and credentials
- ✓ Account preferences and settings
Data We Must Retain (Legal Requirement)
- ⚠️ Invoiced time entries (7 years)
- ⚠️ Billing records and invoices (7 years)
- ⚠️ Matter records with billing history
- ⚠️ Audit logs for invoiced work
- ⚠️ Financial transaction records
Legal basis: Companies Act 71 of 2008 (Section 28), Legal Practice Council rules, and tax retention requirements.
3. How to Request Data Deletion
Step 1: Send an Email Request
Email our Information Officer at:
Step 2: Include Required Information
Your request must include:
- Subject line: "POPIA Data Deletion Request"
- Full name: As registered in Bill
- Email address: Associated with your Bill account
- Law firm name: If you are an attorney
- Specific data: What you want deleted (or "all personal data")
- Verification: Proof of identity (ID number or professional registration)
Step 3: Email Template
Subject: POPIA Data Deletion Request
Body:
4. Deletion Timeline
| Stage | Timeline | Action |
|---|---|---|
| Initial Confirmation | Within 24 hours | We acknowledge receipt of your request |
| Identity Verification | 1-3 business days | We verify your identity and account ownership |
| Primary Deletion | Within 30 days | Deletable data removed from active systems |
| Backup Deletion | Within 90 days | Data purged from backup systems as backups expire |
⚠️ Important: Legally required billing records will be retained for 7 years from the date of invoicing, as mandated by the Companies Act and Legal Practice Council rules. After this period, they will be securely deleted.
5. Verification Requirements
To protect your privacy and prevent unauthorised deletion requests, we require verification of your identity before processing deletion requests.
Acceptable Verification Methods
- Email verification: Request must come from the registered email address
- Identity confirmation: Last 4 digits of ID number or professional registration number
- Law firm confirmation: For attorneys, we may contact your firm's managing partner
- Additional verification: For sensitive requests, we may require a copy of your ID (redacted appropriately)
Privacy protection: Verification data is used only to process your request and is deleted immediately after verification.
6. Frequently Asked Questions
Can I delete specific data instead of everything?
Yes. You can request deletion of specific categories (e.g., "delete all email content but retain time entries"). Specify your preference in the deletion request email.
What happens to my invoiced time entries?
Invoiced time entries and billing records must be retained for 7 years under South African law (Companies Act Section 28). We can anonymise your personal details whilst retaining the billing data for compliance.
Can I reactivate my account after deletion?
No. Data deletion is permanent and irreversible. You would need to create a new account and reconfigure all settings. Consider account deactivation instead if you may return.
How do I know my data has been deleted?
We will send written confirmation via email once deletion is complete, including a summary of what was deleted and what was retained (with legal basis). You can also request a Data Subject Access Request (free under POPIA) to verify deletion.
7. Contact Information
Information Officer
Name: Ricky Klopper
Email: ricky@asdf.africa
Telephone: +27 69 0411 717
Address: 2 Blaauwklip Office Park, Webersvallei Road, Stellenbosch, Western Cape, South Africa
Information Regulator South Africa
If you are dissatisfied with how we handle your deletion request, you may lodge a complaint with:
POPIA Complaints: POPIAComplaints@inforegulator.org.za
Toll-Free: 0800 017 160
Website: inforegulator.org.za
asdf consulting (Pty) Ltd.
Registration Number: 2023/566704/07
2 Blaauwklip Office Park, Webersvallei Road, Stellenbosch, Western Cape, South Africa