(for – SayPro Health and Wellness Services

SayPro Proof of address (for physical attendees)

SayPro Entry Requirement – Proof of Address (for Physical Attendees)

To ensure safe and organized participation in the SayPro Health Care Wellness (GBV Awareness & Health Services) initiative, all physical (in-person) attendees are required to submit valid proof of address. This helps SayPro plan venue logistics, manage attendance records, and ensure compliance with safety and community guidelines.

What is Considered Valid Proof of Address?

Participants may provide one of the following documents, issued within the last 3 months, which clearly shows their full name and current residential address:

Utility Bill (electricity, water, gas)
Bank Statement
Municipal Bill or Letter
Official Government Correspondence (e.g., tax statement, voter registration confirmation)
Lease Agreement or Rental Invoice
Letter from a Local Authority (if formal documents are not available)

For participants under 18 years of age who may not have utility bills or bank statements in their own name:

They may submit proof of address in their parent or guardian’s name, along with a signed letter from the parent/guardian confirming that the participant resides at that address.

How to Submit Proof of Address

Upload During Online Registration

Participants will be prompted to upload a scanned or digital copy of the proof of address document as part of the online registration process.
Accepted file formats include PDF, JPG, or PNG.

In-Person Submission (if Needed)

If uploading online is not possible, participants may bring a physical copy of the proof of address document to the event check-in desk.
Event staff will verify the document and return the original immediately.

Why Proof of Address is Required

To verify participants’ locations, ensuring attendance capacity is managed effectively and safely, especially if the event has regional restrictions or limited capacity.
To support contact tracing and health safety measures, if required by local health authorities.
To confirm the participant’s eligibility for region-specific activities or services during the event (if applicable).
To demonstrate SayPro’s commitment to maintaining a safe and organized environment for physical attendees.

Important Guidelines

Documents must be recent (issued within the last 3 months) to reflect the current residential address.
The document must clearly display the participant’s full name and complete address.
If the participant is under 18, parental/guardian confirmation of residency must accompany the document.
Incomplete or unclear documents may delay registration approval.

SayPro’s Privacy Commitment

Proof of address documents are handled in strict confidence and used solely for event registration, safety, and planning purposes.
SayPro commits to secure storage and data protection, with all documents deleted or anonymized after the event in accordance with SayPro’s privacy policies.

Would you like me to:
Draft a sample proof of address upload section for the registration form?
Create a template parental/guardian letter of residence confirmation for participants under 18?
Draft a SayPro privacy statement detailing how address documents are protected?

30/05/2025

Saypro SayPro scanned ID (for individuals) or business/organization registration documents (for groups).

SayPro Scanned ID (for Individuals) or Business/Organization Registration Documents (for Groups)

When completing a registration or application process through SayPro, you may be asked to submit identification documents. These documents help verify the identity of individuals or the legitimacy of a business/organization, depending on whether you are registering as a person or on behalf of a group or organization. Below is a detailed breakdown of what’s required for both individuals and groups:

1. Scanned ID for Individuals

Purpose:
For individual registrations, submitting a scanned ID is a common way to verify your identity. This can be necessary for event participation, access to certain services, or for security reasons.

Types of ID Documents Accepted:

Government-Issued ID Cards:
These include national identity cards or driver’s licenses. In many cases, this is the most commonly accepted form of ID because it is easily recognizable and contains essential personal information.
Passport:
Passports are used primarily for international travel and are often required for verification when events or services involve international participants. A scanned copy of your passport may be requested, especially if you need a visa or are traveling to a foreign country.
Other Government-Issued Documents:
In some cases, other government-issued documents such as voter identification cards, social security cards (where applicable), or military IDs may be requested.

Document Requirements:

Clear and Legible Scans:
When scanning your ID, it’s important that the image is clear, sharp, and legible. This includes ensuring that all text, numbers, and photographs on the document are visible.
Full Front View of the ID:
The scanned ID should show the entire front of the card or document. Ensure that it is not cropped or partially obscured.
Redacting Sensitive Information (Optional but Recommended):
If there is any sensitive information on the ID (such as your ID number or certain details), you can choose to redact or obscure this information if it is not necessary for the verification process. For example, you may blur or black out your personal identification number while keeping your name and photo visible.
File Format:
The scanned copy should be saved in a standard file format, such as PDF, JPG, PNG, or JPEG. Ensure the file is not too large for submission, as oversized files may not be accepted by the registration platform.
Date of Issue/Expiration (if applicable):
Ensure that the scan clearly shows the date of issue and the expiration date of the ID if it is relevant. This is especially important for documents like passports or driver’s licenses, where the validity of the ID is important.

2. Business/Organization Registration Documents (for Groups)

Purpose:
For groups or organizations registering for events or services via SayPro, submitting business or organizational registration documents is necessary to confirm the legitimacy of the entity. This is particularly important when the event or service is intended for corporate, nonprofit, or other organizational participants.

Types of Business/Organization Documents Accepted:

Business Registration Certificate:
A scanned copy of your official business registration certificate, typically issued by a government agency or business registry. This document proves that your business or organization is legally recognized.
Tax Identification Number (TIN) Certificate:
If applicable, submitting a scanned copy of your organization’s TIN or Employer Identification Number (EIN) certificate may be required to verify your organization’s tax status.
Articles of Incorporation or Bylaws (for Corporations or Nonprofits):
Corporations, nonprofits, or similar entities might need to provide a copy of their articles of incorporation, bylaws, or a similar founding document. This helps confirm the nature and legal structure of the organization.
Business License (if applicable):
If your business operates in a regulated industry, a copy of your business license or permit may be requested to confirm that the organization is authorized to operate in its specific field.
Partnership or Shareholder Agreement (for Partnerships or Corporations):
A partnership agreement or shareholder agreement may be required for entities formed as partnerships or corporations. These documents outline the ownership structure and management of the business.

Document Requirements:

Full View of All Pages:
If your registration document is multiple pages long, ensure that all pages are scanned and included. It’s important that no page of the registration documents is left out.
Clear and Legible Scans:
As with individual IDs, the documents should be scanned clearly. Ensure that all text, seals, signatures, and dates are clearly visible to avoid delays or rejection of the submission.
Redacting Sensitive Information (Optional but Recommended):
If your business documents contain sensitive information like tax ID numbers, bank account details, or internal financial information, you may redact or obscure those parts that aren’t necessary for the verification process. However, make sure that the core details (e.g., business name, registration number, legal form of the entity) remain visible.
File Format:
The scanned documents should be in commonly accepted formats such as PDF, JPG, PNG, or JPEG. Ensure the files are appropriately sized to avoid upload issues.
Language:
If your registration document is in a language other than English (or the language specified by the event organizers), you might be required to provide a translation. Some events or services may request both the original document and a certified translation.

3. Submitting the Scanned ID or Business Documents

Submission Process:

Upload on Registration Portal:
Once your scanned ID or business documents are ready, you will typically upload them to the registration portal during the application or registration process. Ensure you are following the specific instructions on the platform for document submission.
Ensure Accurate Document Naming:
For clarity, name your files in a way that identifies the document and its owner. For example, a file could be named “John_Doe_Passport_Scan.jpg” or “XYZ_Corp_Business_Registration.pdf”.
Confirmation of Submission:
After uploading the document, check for confirmation that the files were successfully uploaded. This could be a visual notification on the registration page or an email confirming your submission.

4. Security and Privacy Considerations

Data Protection:
Given the sensitive nature of the documents you’re submitting, it’s important to ensure that they are uploaded to secure platforms. SayPro will typically encrypt any personal or business data to ensure privacy and data protection.
Do Not Share Personal Information on Untrusted Platforms:
Always ensure that you are submitting documents via trusted, secure platforms. Avoid sharing your scanned ID or business documents via unsecured email or third-party apps unless specified by the registration service.

By following these guidelines for submitting scanned IDs or business/organization registration documents, you ensure a smooth registration process while protecting your personal and business information. Whether you are an individual or representing a group, providing clear, accurate, and secure documentation helps event organizers and service providers verify your registration efficiently.

16/05/2025