Client Document Consent Terms

01What you are consenting to

By uploading a document to the desk you consent to NewEarth Commodities storing, reviewing, verifying and — on the controlled basis described below — disclosing that document for the purposes of onboarding, compliance screening and transaction coordination.

02Your warranties

• The documents you upload are genuine, current and not altered or falsified.
• You are authorised to submit them, including where they contain the personal data of directors, shareholders, beneficial owners or employees.
• You have informed those individuals that their data is being submitted to the desk and directed them to our Privacy Notice.
• You will notify the desk promptly if a submitted document becomes inaccurate, expires or is withdrawn.

03How documents are stored

• Uploads are held in a private, non-public file store; there are no publicly accessible document links.
• Access is granted by role. Buyer CIS and proof-of-funds material are treated as desk-confidential by default.
• Every view, upload, replacement and download is recorded in an append-only audit log.

04Controlled disclosure

Documents are disclosed only to the extent a party's role in your transaction requires, where you give a specific instruction to release, or where disclosure is required by law or by a lawful request from a competent authority.

Counterparties normally receive a NewEarth confirmation of verified status rather than the underlying confidential file.

05Verification with third parties

You consent to the desk verifying submitted documents with issuing authorities, registries, refineries, banks, escrow providers and compliance screening services where verification is necessary for the transaction or for our legal obligations.

06Retention and deletion

Uploaded documents are retained in line with the Data Retention Policy. Draft applications that have not been submitted may be deleted by you at any time, which removes the associated files. Submitted due diligence records are retained for the statutory period even if your account is closed.

07Withdrawing consent

You may withdraw consent for any processing that is based on consent by writing to commodities@newxearth.com. Withdrawal does not affect processing already carried out, and it will normally end our ability to continue coordinating a transaction. Records we are legally obliged to keep will be retained.

08Your responsibilities on documents you receive

• Use any document made available to you only for the transaction concerned.
• Do not copy, forward, publish or retain it beyond what the transaction requires.
• Notify the desk immediately if you receive material you should not have access to.

09Contact

Questions on these consent terms: commodities@newxearth.com, +27 61 586 9195.