Trusted-Person Access Declaration

Last updated: 7 October 2026 · Version 4 · YourLifeFile (Pty) Ltd

ACCESS REQUEST DECLARATION

YourLifeFile (Pty) Ltd | Registration Number: 2026/072254/07

Effective date: 27 July 2026 | Last updated: 4 September 2026 | Legal framework: POPIA and, where applicable, the EU GDPR and UK GDPR | Sections: 39

This declaration must be read together with the YourLifeFile Terms and Conditions; Privacy Policy; POPIA Notice / POPIA Consent; General Disclaimer; Access Request procedures; security and verification requirements; and any additional notices or instructions displayed during the Access Request process.

1. Purpose of This Declaration

This declaration records the basis on which access to a Life File is requested;
the requestor’s confirmations about their identity and authority;
the purpose for which the information will be used;
the requestor’s confidentiality, security and consent obligations;
the limits of YourLifeFile’s verification;
the conditions applying if access is approved;
and the consequences of providing false or fraudulent information..

2. Important Definitions

2.1 In this declaration: “Access Request” means a request submitted by a person seeking access to some or all of the information contained in a Life File. “Approved Requestor” means a requestor whose Access Request has been approved, subject to any restrictions or conditions imposed by YourLifeFile. “Life File” means the information, records, contacts, uploaded documents, references and other content created or stored by a Member through the Platform. “Life File Owner” means the Member to whom the Life File relates. “Member” means a person who registered an Account and created or maintained a Life File. “Personal Information” has the meaning assigned to it under the Protection of Personal Information Act 4 of 2013 and, where the EU GDPR or UK GDPR applies, includes “personal data” as defined in those laws. “Platform” means the YourLifeFile website, application, database, systems, services and related functionality. “Requestor” means the person submitting the Access Request. “Trusted Person” means a person nominated by the Life File Owner who may be eligible to submit an Access Request in circumstances permitted by the Platform. “YourLifeFile”, “we”, “us” or “our” means YourLifeFile (Pty) Ltd.

3. Circumstances in Which Access May Be Requested

3.1 An Access Request may be considered in circumstances including the death of the Life File Owner:

serious illness affecting the Life File Owner;
physical or mental incapacity affecting the Life File Owner;
another verified situation in which the Life File Owner cannot reasonably manage their own affairs;
a lawful request by an executor or authorised estate representative;
a lawful request supported by a court order or other recognised authority;
or another legitimate circumstance accepted by YourLifeFile..

3.2 The existence of one of these circumstances does not, by itself, guarantee that access will be approved.

4. Declaration by the Requestor

4.1 By submitting this Access Request, I declare and confirm the matters set out below.

5. Identity of the Requestor

I confirm that I am the person identified in this Access Request;
I am not impersonating another person;
the identification and contact information supplied by me is true, accurate and current;
all identity documents submitted by me belong to me or have been lawfully submitted by me in my representative capacity;
I have not concealed any information that could materially affect the assessment of my request;
and I will notify YourLifeFile if any information supplied by me changes before the request is finalised..

5.2 I understand that YourLifeFile may use identity-verification procedures and may contact me through the details supplied in the Access Request.

6. Accuracy and Authenticity of Information

6.1 I confirm that all information supplied by me is true, accurate, complete and not misleading:

all statements made in support of my request are made in good faith;
all documents submitted by me are authentic and valid to the best of my knowledge;
no submitted document has been unlawfully altered, fabricated or obtained;
any copy submitted is a true and accurate copy of the relevant original document;
I have disclosed all material information relevant to my authority and the circumstances of the request;
and I will provide further information where reasonably requested..

6.2 I understand that YourLifeFile may reject my request if the information or documents supplied are incomplete, inconsistent, unverifiable or reasonably suspected to be fraudulent.

7. Authority or Legitimate Basis for Requesting Access

7.1 I confirm that I am requesting access in good faith and that I am one or more of the following: a nominated Trusted Person:

the duly appointed executor of the deceased estate;
an authorised estate representative;
a person acting under a valid court order or other lawful authority;
a legally authorised representative of the Life File Owner;
a person who has been given appropriate authority by the Life File Owner;
a close family member or other person with a legitimate basis for requesting access where nominated Trusted Persons cannot act;
or another person able to demonstrate a lawful and legitimate interest recognised by YourLifeFile..

7.2 I understand that being related to the Life File Owner, being named as a beneficiary, or being aware of the Life File does not automatically give me a right of access.

8. Declaration Where I Am Not a Nominated Trusted Person

8.1 If I am not a nominated Trusted Person, I confirm that I have fully explained my legal authority, official capacity or legitimate basis for requesting access:

I have explained why a nominated Trusted Person cannot submit or complete the request;
I have disclosed any known dispute concerning access to the Life File;
I have disclosed any known conflict between myself and a Trusted Person, family member, beneficiary, executor or other interested person;
I have supplied documents that reasonably support my authority and the circumstances described;
I understand that enhanced verification may be required;
I understand that my request may require senior Administrator or Super Administrator approval;
and I understand that YourLifeFile may obtain legal advice before deciding my request..

8.2 The inability of a nominated Trusted Person to act may include circumstances in which that person is deceased:

incapacitated;
unreachable after reasonable attempts;
unwilling to act;
unable to complete the verification process;
subject to a conflict of interest;
legally disqualified or restrained;
or otherwise unable to act for a legitimate reason..

9. Purpose of the Access Request

9.1 I confirm that I am requesting access only for a lawful and legitimate purpose, which may include assisting with the affairs of the Life File Owner following their death:

assisting an executor or authorised estate representative;
locating important policies, accounts, documents or contact information;
assisting during serious illness or incapacity;
identifying relevant medical, financial, insurance or estate information;
contacting institutions or professionals recorded in the Life File;
obtaining information required for a lawful administrative process;
or another purpose disclosed in my Access Request and accepted by YourLifeFile..

9.2 I will not use the information for personal gain unrelated to the legitimate purpose of access:

to commit or facilitate fraud;
to impersonate the Life File Owner;
to access or transact on an account without legal authority;
to unlawfully change a beneficiary nomination;
to alter or revoke a legal document;
to intimidate, harass or prejudice another person;
to obtain confidential information for an improper purpose;
or for any unlawful or unauthorised purpose..

10. Verification Process

10.1 I understand and accept that: my identity and my authority or legitimate basis must be verified and assessed:

the circumstances relating to the Life File Owner may need independent confirmation;
further information or documents may be requested;
YourLifeFile may contact relevant persons or institutions where lawful;
documents may be reviewed for consistency and apparent authenticity;
third-party requests may require enhanced manual review;
sensitive documents may be viewed only by authorised personnel where reasonably necessary;
Administrator or Super Administrator approval and legal advice may be required for unusual, disputed or complex requests;
processing may take longer where documents are incomplete or hard to verify;
and submission does not guarantee access..

11. Documents That May Be Required

11.1 Depending on the circumstances, I understand that YourLifeFile may request my identity document or passport and proof of address:

proof of my relationship to the Life File Owner;
the Life File Owner’s death certificate and identification;
a Letter of Executorship or Letter of Authority;
a court order;
a power of attorney or other authority;
medical evidence of illness or incapacity;
an affidavit;
evidence that nominated Trusted Persons cannot act;
details of a relevant professional;
estate banking documents where a Wallet payment is involved;
and any other information reasonably required..

11.2 I understand that the absence of required documents may result in the request being delayed or declined.

12. Right to Contact Relevant Persons

12.1 I understand that, where lawful and reasonably necessary, YourLifeFile may contact the Life File Owner:

nominated Trusted Persons;
family members;
the executor or authorised estate representative;
an attorney;
a healthcare professional;
an institution named in submitted documents;
a court, regulator or public authority;
or another relevant person who may assist with verification..

12.2 I consent to YourLifeFile contacting me for further information and acknowledge that the request may be delayed while responses are awaited.

13. No Automatic Right of Access

13.1 I understand that nomination as a Trusted Person does not provide immediate or unconditional access:

family relationship alone does not establish authority;
being named as a beneficiary does not automatically establish authority;
being an executor must be supported by acceptable proof of appointment;
having possession of the Life File Owner’s documents does not establish lawful authority;
submission of complete documents does not guarantee approval;
YourLifeFile may limit access to selected information;
YourLifeFile may impose conditions on access;
YourLifeFile may postpone a decision while a dispute is investigated;
and YourLifeFile may decline access where disclosure may be unlawful, unsafe or prejudicial..

14. Restricted or Limited Access

14.1 If my request is approved, I understand that access may be limited to specific sections of the Life File:

limited to particular documents;
limited to information relevant to the stated purpose;
provided for a restricted period;
provided through a controlled viewing process;
subject to download or copying restrictions;
subject to additional confidentiality requirements;
revoked if misuse is suspected;
or subject to another reasonable safeguard imposed by YourLifeFile..

14.2 Approval of access to one category of information does not create a right to access every part of the Life File.

15. Access Following Death

15.1 Where access is requested because the Life File Owner is deceased, I understand that the death must be verified:

the Life File may be archived following approval of the Access Request;
access to information does not appoint me as executor;
access does not give me authority to administer the estate;
access does not make me a beneficiary;
access does not permit me to transact on the deceased person’s accounts;
access does not replace the authority required from the Master of the High Court or another relevant authority;
formal estate-administration procedures remain applicable;
and I must obtain appropriate professional advice where necessary..

16. Access During Illness or Incapacity

16.1 Where access is requested because of illness or incapacity, I understand that appropriate medical or legal evidence may be required:

the Life File Owner may be contacted where reasonably possible;
access may be limited to information necessary for the particular circumstances;
access does not create a power of attorney;
access does not appoint me as guardian, curator or agent;
access does not authorise me to transact on the Life File Owner’s accounts;
access does not authorise me to amend policies, investments, nominations or legal documents;
and any separate legal authority required to manage the Life File Owner’s affairs must still be obtained..

17. Confidentiality Obligations

If access is granted, I undertake to keep all information private and confidential;
use it only for the approved purpose;
protect it against loss, misuse and unauthorised disclosure;
not share, publish or post it, or use it for marketing, solicitation or impersonation;
not attempt to access an external account without lawful authority;
store any downloaded copies securely;
destroy or return copies when no longer lawfully required;
and notify YourLifeFile promptly of any loss, unauthorised disclosure or access..

18. Personal Information of Other People

18.1 I understand that the Life File may contain Personal Information relating to people other than the Life File Owner, including beneficiaries:

family members;
dependants;
Trusted Persons;
executors;
professional advisers;
healthcare providers;
employees or business associates;
and other third parties..

18.2 I agree to respect the privacy and confidentiality of every person whose information appears in the Life File, and I will not assume that approval of access gives me unrestricted permission to disclose information about another person. Where I receive Personal Information relating to another person, I am responsible for processing it lawfully and, where the EU GDPR or UK GDPR applies to me, in accordance with those laws, including by using it only for the approved purpose and keeping it secure.

19. Security of Information After Access

19.1 I acknowledge that once information has been provided to or downloaded by me, I am responsible for taking reasonable steps to protect it. I will use a secure device:

protect my Account and email credentials;
avoid accessing sensitive information through unsecured public devices or networks;
not leave printed copies unattended;
not forward documents to unauthorised recipients;
securely delete information when no longer required;
and report any suspected security compromise promptly..

19.2 YourLifeFile cannot control or guarantee the security of information after it has been lawfully disclosed to an Approved Requestor.

20. No Authority to Transact

20.1 I understand that access to a Life File does not authorise me to withdraw money or use any account, card or payment instrument:

access online banking or investment accounts;
change or cancel insurance cover or submit claims in another person’s name without authority;
change a beneficiary nomination;
sell or transfer an asset;
incur liabilities on behalf of the Life File Owner or estate;
sign documents for another person;
or exercise any legal power not separately granted to me..

20.2 Any authority to transact must arise from applicable law or a separate legally valid appointment or mandate.

21. Accuracy of Life File Information

21.1 I understand that information in the Life File was supplied by the Life File Owner or another person and is not ordinarily independently verified by YourLifeFile. YourLifeFile does not guarantee that the information is accurate or complete:

the information is current;
a policy remains active;
a bank or investment account remains open;
a liability balance is correct;
a beneficiary nomination remains valid;
a document is genuine;
a document is the latest version;
a Will has been properly signed or witnessed;
an original document can be located;
a contact person’s details remain correct;
or an institution will accept the information or document..

21.2 I agree to verify important information directly with the relevant institution, executor, professional or authority before acting on it.

22. Original Documents

22.1 I understand that documents stored in the Life File may be copies and that an original document may be required for legal, estate, insurance, banking or other purposes. Access to an electronic copy does not confirm that the original exists:

the original is valid;
the original has been properly signed;
the original has not been revoked or replaced;
the original can be located;
or an institution will accept the copy..

22.2 I remain responsible for locating original documents and confirming applicable legal requirements.

23. No Professional Advice

23.1 I understand that information contained in the Life File does not constitute financial advice:

legal advice;
tax advice;
medical advice;
insurance advice;
investment advice;
estate-planning advice;
or any other professional advice..

23.2 I will obtain appropriate professional assistance before making material decisions based on the information accessed.

24. Unsupported Countries and Foreign Documents

24.1 I acknowledge that YourLifeFile is primarily designed around South African identity, legal, privacy and estate processes. Where the Life File Owner, requestor or supporting documents relate to another country, additional verification may be required:

processing may take longer;
foreign document formats may differ;
foreign legal authority may be difficult to verify;
translation, authentication, notarisation, apostille or legalisation may be required;
local legal requirements may not be supported by the Platform;
YourLifeFile may obtain legal guidance;
YourLifeFile may restrict the information disclosed;
or YourLifeFile may decline the request where authority cannot reasonably or lawfully be verified..

24.2 I acknowledge that YourLifeFile cannot guarantee the authenticity, validity or legal sufficiency of foreign documentation.

25. Membership and Subscription Status

25.1 I understand that the Life File may be active, suspended, archived, eligible for deletion or subject to another lifecycle status. The status of the Membership or Life File may affect whether the Life File still exists:

whether all information remains available;
the time required to retrieve archived information;
the categories of information that may be disclosed;
and whether access can reasonably be provided..

25.2 Access following the death or incapacity of the Life File Owner should not ordinarily be made dependent solely on payment of the Life File Owner’s personal outstanding Membership Fees where access is otherwise lawfully approved. However, YourLifeFile may lawfully recover amounts due from the appropriate person or estate where applicable, and payment-related records may remain subject to the Terms and Conditions.

26. Wallet and Estate Payments

26.1 I understand that approval of an Access Request does not automatically approve or trigger payment of a Wallet balance. A deceased Member’s Wallet balance is subject to a separate estate-payment process.

Any estate payment may require verification of the Member’s death;
a valid Letter of Executorship or other acceptable proof of authority;
verification of the executor or authorised estate representative;
confirmation of the deceased estate’s banking details;
confirmation that the bank account belongs to the deceased estate;
review of the Wallet balance;
reversal of invalid, disputed or refunded credits;
and Administrator approval..

26.3 I understand that a Trusted Person is not automatically entitled to receive a Wallet balance:

a family member is not automatically entitled to receive a Wallet balance;
a beneficiary is not automatically entitled to direct payment;
an executor will not be paid in their personal capacity;
and any valid balance will ordinarily be paid only to the verified deceased estate..

27. Processing of My Personal Information

27.1 I understand that YourLifeFile must process my Personal Information to assess and administer the Access Request. This may include processing my name and contact details:

identity information;
relationship to the Life File Owner;
claimed legal authority or capacity;
supporting documents;
declarations and explanations;
communications with YourLifeFile;
verification results;
access activity;
device, security and technical information;
review and approval records;
and information required for fraud prevention or legal compliance..

I consent to this information being processed for purposes including verifying my identity;
verifying my authority or legitimate basis;
assessing the circumstances of the request;
communicating with relevant persons;
detecting and preventing fraud;
granting, restricting or refusing access;
maintaining audit and security records;
administering any related estate-payment process;
complying with legal obligations;
and establishing, exercising or defending legal rights..

27.3 Where the EU GDPR or UK GDPR applies to the processing of my Personal Information, YourLifeFile relies on the lawful bases set out in its Privacy Policy (in particular consent, compliance with a legal obligation, the protection of vital interests, and legitimate interests such as verifying authority and preventing fraud), and I have the data subject rights described in the Privacy Policy, including the right to lodge a complaint with a Supervisory Authority. Further information about processing is contained in the YourLifeFile Privacy Policy and POPIA Notice.

28. Sharing of Request Information

28.1 I understand that information relating to my request may be shared, where reasonably necessary and lawful, with authorised YourLifeFile personnel; Administrators and Super Administrators; identity-verification or fraud-prevention providers; hosting and technical service providers; professional advisers, including attorneys; the Life File Owner; Trusted Persons; executors or estate representatives; healthcare professionals; institutions relevant to the documents supplied; courts, regulators or law-enforcement authorities; and other recipients where disclosure is authorised or required by law. Where such recipients act as Operators or Processors, they are engaged under agreements meeting the applicable requirements of POPIA and, where the GDPR or UK GDPR applies, Article 28.

28.2 Only information reasonably necessary for the relevant purpose should be disclosed.

29. Retention of Access Request Records

29.1 I understand that YourLifeFile may retain records of my Access Request even if the request is withdrawn, rejected or completed. Records may be retained for purposes including audit and accountability:

fraud prevention;
security;
proof of the request and decision;
dispute resolution;
estate administration;
legal compliance;
the establishment, exercise or defence of legal claims;
and the applicable Life File retention workflow..

29.2 Records will be retained and deleted in accordance with the Privacy Policy, Terms and Conditions and applicable law.

30. False, Misleading or Fraudulent Information

I understand that it is a serious matter to provide false or misleading information;
impersonate another person;
submit a false identity document;
submit an altered or fabricated death certificate;
submit false medical evidence;
submit false executor or court documents;
conceal a material dispute or conflict;
misrepresent my relationship to the Life File Owner;
misrepresent my authority;
submit documents without lawful authority;
or attempt to obtain access for an improper purpose..

30.2 If YourLifeFile reasonably suspects fraud, dishonesty or unlawful conduct, it may immediately reject or suspend the request:

revoke access already granted;
preserve information and documents for investigation;
contact affected persons;
report the matter to an executor, attorney or relevant institution;
report the matter to a regulator or law-enforcement authority;
commence civil proceedings;
seek recovery of losses and costs;
or take another lawful protective measure..

31. Revocation of Access

I understand that access may be suspended or revoked if I breach this declaration;
I use information for an unauthorised purpose;
I disclose information unlawfully;
new information raises doubts about my authority;
a competing or disputed claim arises;
a court order or legal restriction applies;
fraud or misrepresentation is suspected;
continued access creates a security or privacy risk;
or revocation is otherwise reasonably necessary..

31.2 Revocation does not remove my responsibility for information already accessed, copied, downloaded or disclosed.

32. No Guarantee of Processing Time

32.1 I understand that YourLifeFile cannot guarantee that my Access Request will be finalised within a specific period. Processing time may be affected by the completeness of my submission:

the quality or readability of documents;
the need for additional verification;
responses from other persons or institutions;
foreign documentation;
legal uncertainty;
conflicting claims;
suspected fraud;
technical availability;
public holidays or non-Business Days;
and circumstances beyond YourLifeFile’s reasonable control..

32.2 I must not rely on the Platform as the only means of obtaining information required urgently for a medical or other emergency.

33. No Guarantee of Outcomes

I understand that YourLifeFile does not guarantee that my Access Request will be approved;
all requested information will be available;
all documents will be current or legally valid;
an external institution will accept information obtained from the Life File;
an insurance or medical claim will succeed;
a Will will be accepted;
an estate process will be completed successfully;
a policy benefit will be paid;
a Wallet or estate-payment request will be approved;
the information will resolve a dispute;
or any particular legal, financial, medical or administrative outcome will result..

34. Limitation of Responsibility

34.1 Nothing in this declaration excludes or limits liability where such exclusion or limitation is prohibited by law, including under the Consumer Protection Act 68 of 2008. Subject to applicable law and the limitation-of-liability provisions in the Terms and Conditions, I acknowledge that YourLifeFile is not responsible for incorrect, incomplete or outdated Life File information:

decisions made by me based on unverified information;
my failure to obtain professional advice;
an institution refusing to accept a document or record;
my unauthorised or unlawful use of information;
loss caused by my failure to protect accessed information;
the conduct of another Trusted Person, executor, beneficiary or third party;
delays caused by incomplete or unverifiable documentation;
foreign-document limitations;
outcomes of estate, insurance, financial or medical processes;
payment-provider or third-party service failures;
or events outside YourLifeFile’s reasonable control..

35. Responsibility for Loss Caused by the Requestor

35.1 To the extent permitted by law, I accept responsibility for loss, damage, cost or harm arising from false information supplied by me:

fraudulent or altered documents submitted by me;
my misuse of information obtained through the Platform;
my unauthorised disclosure of Personal Information;
my infringement of another person’s rights;
my attempt to transact without lawful authority;
my breach of this declaration;
or my unlawful conduct..

35.2 YourLifeFile may seek recovery of reasonable losses and costs caused by such conduct, subject to applicable law. Nothing in this declaration excludes or limits YourLifeFile’s liability for death or personal injury caused by its negligence, for fraud or fraudulent misrepresentation, for gross negligence or wilful misconduct, or for any other liability that cannot lawfully be excluded or limited, including under the Consumer Protection Act 68 of 2008.

36. Final Declaration and Consent

36.1 By clicking the applicable acknowledgement or submission button, I confirm that: I have read and understood this Access Request Declaration and Disclaimer, and have read or had the opportunity to read the Terms and Conditions, Privacy Policy, POPIA Notice and General Disclaimer; I am submitting the request voluntarily and in good faith; all information I supply is true, accurate and complete and all documents are authentic to the best of my knowledge; I have disclosed my true relationship to the Life File Owner and my authority or legitimate basis for access; I understand access is subject to verification and approval and may be restricted, delayed, rejected or revoked; I will use any information only for the approved lawful purpose and keep it confidential and secure; I understand access does not give me authority to transact or administer an estate, and that Life File information is not independently verified; I consent to the processing of my Personal Information for the Access Request; and I understand the consequences of supplying false or fraudulent information.

36.2 If I do not agree with this declaration, I must not submit the Access Request.

37. Electronic Acknowledgement

I understand that clicking a button labelled “I Understand”;
“I Understand and Agree”;
“Accept and Continue”;
“Submit Access Request”;
“Confirm Declaration”;
or another button clearly indicating acknowledgement and submission, will record my electronic acknowledgement of and agreement to this declaration..

The Platform may record the version of the declaration accepted;
the date and time of acceptance;
the Account or email address used;
the applicable Access Request reference;
technical and security information relating to acceptance;
and other information reasonably required to prove the electronic action..

38. Warning

38.1 Providing false information, impersonating another person or submitting fraudulent, altered or unauthorised documents may result in legal action and referral to the appropriate authorities.

38.2 Do not continue with this Access Request unless all information provided by you is true and you have a genuine, lawful reason for requesting access.

39. Contact Details

39.1 Questions relating to the Access Request process may be directed to:

39.2 YourLifeFile (Pty) Ltd

39.3 Registration Number: 2026/072254/07

39.4 Information Officer: Christo Odendaal

39.5 Information Officer email: christo@yourlifefile.co.za

39.6 General email: info@yourlifefile.co.za

39.7 Physical Address: 10 Lantana Street, West Acres, Mbombela, Mpumalanga, South Africa, 1201

39.8 Website: www.yourlifefile.co.za

39.9 You may also contact YourLifeFile through the support or contact function available in your dashboard.