SC Spheres Application Sub-processors

Updated version: 14 July 2026

This page is intended to help prospective and existing SC Spheres clients and users understand which third-party service providers are used to operate the SC Spheres application, what they do, what personal information they may process, and where that processing may take place. Additional information is available in the Application Privacy Notice and PAIA Manual.

The SC Spheres Platform (“SC Spheres”) is a secure cloud-based software as a service (SaaS) storage platform. SC Spheres is distributed in South Africa, Namibia, Lesotho, Swaziland, Zimbabwe, Botswana and Mozambique under license by Greenfields Data Solutions (Pty) Ltd (“Greenfields Data Solutions”) of Sunclair Building, 21 Dreyer Street, Clarermont, 7708, South Africa and in all other territories under license by SC Spheres (UK) Ltd (“SC Spheres UK”) of One Hood Street, Newcastle upon Tyne, NE1 6JQ, United Kingdom. SC Spheres is owned, developed, administered and maintained by SC Technology (Pty) Ltd (“SC Technology”) of Office 315, Sunclare Building, 21 Dreyer Street, Claremont, Cape Town, South Africa, 7708. Both Greenfields Data Solutions and SC Spheres UK have licensing agreements with SC Technology for the use of the SC Spheres platform for their clients.

Each client on SC Spheres (“Client”), licensed through Greenfields Data Solutions or SC Spheres UK, has their own siloed instance of SC Spheres set up by SC Technology that is then administered by the Client. Each instance of SC Spheres is run independently from other Client instances. The primary function of SC Spheres is to assist clients in the administration, storage, sharing and retrieval of Client Data. Client Data includes:

• User uploaded documents such as PDF, Microsoft Word, Microsoft Powerpoint, Microsoft Excel, CSV and image files.
• User generated organisation name, organisation logo and cover images, organisation home/landing page text, organisation terms of service, group names, category tab names, meeting and storage pack names, agenda items, agenda notes, folder names, folder notes, personal and shared document notes, document signature, initials and text field responses, messages and replies and notification subject and body text.
• User uploaded signature and initials images.

Additionally, SC Spheres stores user data for users added to a Client instance of SC Spheres. These users are primarily added by the Client but may also be added by SC Technology, Greenfields Data Solutions or SC Spheres UK when setting up a new platform for a Client (the initial administrator user(s)) or upon request. User data includes:

• Email addresses
• Full names
• Hashed passwords
• IP addresses
• Web browser details
• Operating system details
• Device details
• Login and logout timestamps
• Log of actions taken on SC Spheres such as uploading or downloading a document

Due to the nature of user generated content, any of the Client Data mentioned above may contain personal information (PI) and is thus considered when discussing the third-party sub-processors used by SC Technology to operate SC Spheres. The providers below are used for the purposes described and may only process personal information for those purposes and subject to applicable confidentiality, security and data protection obligations. Unless stated otherwise, the information below describes how Client Data and SC Spheres user data are processed when using the SC Spheres platform.

Linode LLC (an Akamai company)

Linode provides the core infrastructure for the SC Spheres application, including database hosting, file storage, application and web servers. This is the primary sub-processor for SC Spheres.

Linode stores and processes all Client Data associated with SC Spheres.

SC Spheres application data and Client Data hosted by this provider are stored and processed in Akamai Cloud's London, UK region.

Amazon Web Services (AWS)

Simple Email Service (SES): AWS SES is used to send notification emails generated by the SC Spheres application to users.

User email addresses, names and potentially additional Client Data are used in email notifications.

Notification emails are sent from the AWS Europe (Ireland) (eu-west-1) region.

Sentry (Functional Software Inc)

Sentry provides real-time error tracking and monitoring for the SC Spheres frontend and backend services.

Sentry receives user IP addresses, browser, operating system, device details and application-level user IDs.

SC Spheres uses Sentry's European Union data storage location for error monitoring data.

Tarsnap Backup Inc.

Tarsnap provides an off-site, end-to-end encrypted backup service for all Client Data on SC Spheres.

Encrypted backup data. Backup archives may contain Client Data, including personal information, but are encrypted before they are transmitted to Tarsnap. Tarsnap does not hold the encryption keys and cannot decrypt or read the contents of the backups.

Encrypted backups are stored using Tarsnap's infrastructure and sub-processors. Although Tarsnap cannot decrypt the backup contents, SC Spheres treats this as processing of Client Data because the backups may contain personal information and can be restored by SC Spheres if needed. Tarsnap may use sub-processors outside of the European Union where adequacy safeguards or Standard Contractual Clauses are in place, and provides country and sub-processor details on request under its data processing agreement.

Google LLC

Email for client communication and support of the users of SC Spheres. Google Drive is used to house and relevant client or user information. Google Meet is used for video meetings and training sessions with clients.

Client and user emails, names and phone numbers.

Google Workspace data may be processed in any country where Google or its sub-processors maintain facilities, subject to Google's data location commitments where applicable.

Zoho Corporation Pvt Ltd

Email for client communication and support of the users of SC Spheres.

Client and user emails, names and phone numbers.

SC Spheres uses Zoho's United States data center.

MailerLite

MailerLite is used to send email communications to SC Spheres users about SC Spheres service updates and new platform features.

User names, email addresses, email engagement information, and any related subscription or communication preference data required to send and manage these emails.

SC Spheres uses MailerLite's new platform, whose data center is located in the Netherlands. MailerLite may also transfer and process this user email and engagement data where MailerLite, its affiliates or its sub-processors maintain data processing operations, subject to its data processing agreement.

Microsoft Corporation, Inc.

Microsoft Teams is used for video meetings and training sessions with clients.

Client and user emails and names.

SC Spheres uses a Microsoft 365 tenant with South Africa as its primary data location. Microsoft Teams data residency depends on the tenant's configured geography, Preferred Data Location settings and Microsoft 365 data residency commitments.

This page focuses on Client Data and SC Spheres user data processed in connection with use of the SC Spheres platform. SC Spheres, SC Technology, Greenfields Data Solutions and SC Spheres UK may also maintain their own business accounts with these or other service providers. Information associated with those business accounts, such as billing, account administration, support, security and operational records, may be processed separately in accordance with the relevant provider's terms and privacy notices.