Frequently Asked Questions
What is the difference between eRegistered & Confidential Messaging?
eRegistered Messaging is a digital alternative to Registered Post. When you send eRegistered Email or SMS messages through our platform we record all the delivery information and produce a proof of delivery certificate for each delivered message. This proof of delivery certificate can be used as evidence to legally prove the delivery of an email or SMS.
Confidential Messaging is a messaging platform for sending confidential messages or documents. The platform uses encryption and password protection to ensure all personal information is secure. When you use our Confidential Messaging platform to send Email or SMS messages your data will be protected even if someone gains unathorised access to your email account or mobile device.
Why can’t I just use normal Email & SMS?
According to South African laws and regulations, there are certain types of communications that must be sent by Registered Post in order to be legally valid. For example, Section 129 letters of demand. Our eRegistered Email & SMS platform is the only legally compliant solution for sending Email & SMS messages with the same legal status as Registered Post.
Furthermore, you may want to send a communication that you will need to prove delivery of at a later stage. For this eRegistered Email & SMS is an ideal choice as you will receive a legally admissible proof of delivery certificate for each delivered message that can be used as evidence to prove delivery of the Email or SMS in the future.
For communications where proof of delivery is not a requirement, but contain personal information in the message content or an attached document, it is best to use Confidential Email or SMS. This way all communications are password protected, and personal information will not be compromised even if someone gains unauthorised access to your Email or mobile device.
Now more than ever it is extremely important to protect your personal information, and the personal information of others that you handle. This includes personal information contained in Email & SMS messages. Laws and regulations such as the Protection of Personal Information Act (POPI Act) impose heavy penalties on businesses and individuals who fail to adequately protect personal information.
What can eRegistered Email & SMS be used for?
eRegistered Email & SMS can be used for any communication where there is a legal requirement that Registered Post be used, or for a communication where the sender may need to prove the delivery of the message at a later stage. Some potential industries and use cases are:
• Debt collection (Section 129 letters of demand)
• Municipalities (rates & accounts)
• Banking
• Property Management
• Attorneys & Litigation
• Medical test results (Pathology labs & Radiologists)
• Insurance
What can Confidential Email & SMS be used for?
Confidential Email & SMS can be used for any communication that is not required to be sent by Registered Post, but contains personal information in the content of the message or in an attached document.
Some examples may include:
• Legal contracts
• Invoices
• Statements
• Communications that contain information on intellectual property
What is the ECT Act?
The Electronic Communications & Transactions Act, or ECT Act, is the legislation that governs and regulates a broad range of activities including;
• Communication by Email and SMS
• Communications over the internet
• Electronic documents
• Evidentiary weight of electronic evidence
• Electronic signatures
• e-Commerce
• Cryptography
• Cyber crime
• And much more!
What is the POPI Act?
The Protection of Personal Information Act, or POPI Act, is South Africa’s data protection law. It provides the legal framework for how personal information can be collected and processed in order to protect the public from violation of privacy and other harms.
The key areas the Act deals with are:
• to promote the protection of personal information processed by public and private bodies
• to introduce certain conditions so as to establish minimum requirements for the processing of personal information
• to regulate the flow of personal information across the borders of South Africa
How can you prove the delivery of an Email or SMS message?
The ECT Act has specific standards for proving the delivery and evidential weight of Email and SMS messages. Our method is in accordance with South African laws, and can be used to prove:
• Who was the sender of the Email or SMS
• That a recipient received an Email or SMS
• What were the contents of the Email or SMS
• When was the Email or SMS sent and delivered to the recipients mail server or mobile device
• The full audit trail of the communication to demonstrate complete chain of custody
Since our platform is the only of its kind that complies with the ECT Act, our platform provides the only legally admissible proof of delivery for Email & SMS messages in South Africa.
What is a proof of delivery certificate?
The proof of delivery certificate is a PDF document that is generated for every eRegistered Email or SMS message that is successfully delivered via our platform. The document contains all the required information to legally prove:
• Who was the sender of the Email or SMS
• That a recipient received an Email or SMS
• What were the contents of the Email or SMS
• When was the Email or SMS sent and delivered to the recipients mail server or mobile device
• The full audit trail of the communication to demonstrate complete chain of custody
All of this data is compiled into a PDF document, that we call a proof of delivery certificate, which is sealed with an accredited digital signature. Once the document has been sealed it becomes un-editable. This means you can prove that the information contained within the document is valid and has not been altered or tampered with.
What is an accredited digital signature?
A digital signature is a form of encryption that seals a PDF document in order to prove that the document has been unaltered in any way.
The ECT Act has specific requirements regarding digital signatures. There are accredited service providers that meet the necessary standards in order for a digital signature to be considered valid according to South African law.
Our platform makes use of these accredited service providers to ensure that we are 100% compliant with the relevant laws and regulations set forth in the ECT Act.
What does “end-to-end encrypted messaging” mean?
End-to-end encrypted messaging is the process of sending and receiving Email or SMS messages using our secure online portal which makes use of encryption and password protection. This ensures that the information contained within the messages is protected, even in a situation where someone gains unauthorized access to your email or mobile device.
Our Confidential Email & SMS platform requires the sender to log-in to our secure online portal to compose and send their messages. Then, the recipient will need to use a password to access the message. This ensures that confidential information is not stored on unsecure devices, or in an email account that does not have adequate protection.
What is eRegistered Mail?
"e-Registered Mail” means electronic registered mail. The eRegistered mail will be routed from the sender via the South African Post to be registered (as per ETC Act) and then forwarded to the intended recipient. A notification is sent to recipients email address or mobile phone and proof of delivery certificate is available to sender.
e-Registered Mail is the Legislated Electronic Registered Mail of South Africa in terms of Section 19 (4) of the ECT Act 25 of 2002 and has the same legal status as the current physical registered mail.
What is Confidential Mail?
“Confidential Mail” means an encrypted email/sms that can be sent to anyone with a valid email address or mobile phone number. A notification is sent to recipients email address or mobile phone number. The confidential mail is tracked and delivery status is available to sender
Who can register?
Individuals and Businesses can register to send electronic registered and confidential mail.
How do I register for the service?
Individuals and Corporates can register on the website https://www.saporeg.co.za/. Customers that send bulk volumes can complete the Contact Us form on the website and the request will be send to a Sales representative.
What is a bulk customer?
Companies who sends bulk volumes of mail electronically.
If my clients don’t have email accounts, can I still use the eRegistered service?
The recipient must have an email address or mobile number otherwise you can’t use the service.
How do I update the personal information associated with profile?
Login with your account details (email and password) on https://www.saporeg.co.za/. Click on My account and the select Profile.
How do I pay?
Select Top Up credit after login on https://www.saporeg.co.za/ and pay the amount captured.
Bulk Customers can pay via their EBDN account.
How do I see my sent Emails/SMS?
Login to your account on https://www.saporeg.co.za/. Select Sent Items on the left menu to see the Emails and SMS sent.
What reporting is provided by the system?
An audit trail of sent messages is available in Sent items on your account. Under Action select option to view audit trail.
How do I review reports?
Bulk customers will receive delivery reports on their SFTP folder.
Who do I call for enquiries, questions, support?
You can complete the Contact Us form on the website. Our customer services will respond to you on email.
How and when can I apply for a refund?
There is no refund for this service if the Email/SMS is sent.
How can I view the eRegistered Proof of Delivery certificate for a sent message?
Login on https://www.saporeg.co.za/ with your account details. Select Sent Items. The Proof of delivery certificate can be viewed under Actions.
How can I view the status of the Email/SMS sent?
Login on https://www.saporeg.co.za/ with your account details. Select Sent Items. The status of each message sent will be displayed per message sent e.g. Sent, Delivered, etc.
