POPIA: How Cloud-Based Software is Safer for You and Your Clients

The Protection of Personal Information Act (POPIA), formerly known as PoPI, is a South African law introduced in 2013 that regulates the processing of personal information by public and private bodies. POPIA aims to promote the protection of personal information. It gives individuals greater control over how public and private bodies collect, use, and share their personal information. Cloud-based software companies need to comply with these regulations forcing them to offer high-quality data protection for all clients.

POPIA Data Protection Requirements for Cloud-Based Software

Under POPIA, cloud-based software providers are considered responsible for protecting personal information stored and processed on their systems. So, they must implement appropriate technical and organizational measures to safeguard personal information. Some of these technical and organizational safeguards include:


  • Consent: Acquire explicit consent to the processing of personal information.
  • Transparency: Remain transparent regarding all personal information collected, used, and shared.
  • Data Minimization: Only collect and process the minimum amount of personal information necessary for the purpose of its collection.
  • Security: Maintain appropriate security measures to protect personal information from unauthorized access, disclosure, or destruction.
  • Data Subject Rights: Ensure individuals can easily exercise their rights under POPIA including the right to access, correct, or delete their personal information.
  • Data Breach Notification: Notify the relevant authorities and affected individuals as soon as possible in the event of a data breach.

Failure to comply with these safeguards can result in fines, legal action, and required remedial actions. So, cloud-based software providers make complying with POPIA a priority.

Physical Data Storage Risks

Storing personal information on paper and files can pose significant risks to both individuals and businesses. Physically storing data on paper and files can result in lost or damaged records, unauthorized in-person access, and difficulty securing the information.

On top of these clear risks, paper records cannot be encrypted which severely limits the potential security options. The only way to fully secure paper records is through expensive security systems and operations. In fact, paper records are the most common type of data breach in hospital settings where records require one of the highest levels of security.

Cloud-Based Software Keeps Your Data and Your Clients’ Data Safe

Cloud-based software solutions, such as swool.io, use robust security features that protect personal information from unauthorized access, data breaches, and cyber-attacks. In contrast, paper-based storage systems are vulnerable to loss, damage, unauthorized access, and compliance risks. Whether it’s billing clients or managing lesson plans, paperless solutions offer the protection you and your clients deserve.