The Protection of Personal Information Act, 2013 (“POPI”) came into effect in it’s entirety on 1 July 2021. As a result of this, we have a number of obligations and duties in terms of POPI which we must comply with. The protection of your personal information is a high priority for us and we have taken steps to ensure that your personal information is protected and remains private.
Where we refer to “process”, it means how we collect, use, store, make available, destroy, update, disclose, or otherwise deal with your personal information. As a general rule we will only process your personal information if this is required to deliver or offer a service, or carry out a transaction.
In this document any reference to “we” or “us” or “our” is reference to SFI Health (Pty) Ltd and all associated companies which form part of the SFI Health Group.
What is personal information?
Personal information refers to any information that identifies you or specifically relates to you or your organization. Personal information includes, but is not limited to, the following information about you:
Is the supply of the personal information voluntary or mandatory?
The supply of certain personal information is mandatory, meaning the law requires us to collect this information from you. If you do not supply this information, we cannot comply with our legal obligations. As a result, if this information is not supplied to us, we will be unable to conduct business with you. We collect personal information as is required by the following legislation:
In other instances the supply of personal information is voluntary, which means there is no law imposed on us to collect this personal information. Even though there is no law that imposes the collection of the personal information, we may require the personal information to deliver the service to you. As a result, if you do not supply us with the personal information, we will not be able to conduct business with you.
When will we process your personal information?
We will only process your personal information for lawful purposes relating to our business if one or more of the following applies:
What is special personal information?
Special personal information is personal information about the following:
When will we process your special personal information?
We may process your special personal information in the following circumstances:
When and from where we obtain personal information about you?
We may collect personal information about you from the following sources:
If the law requires us to do so, we will ask for your consent before collecting personal information about you from third parties.
The third parties from whom we may collect your personal information include, but are not limited to, the following:
Reasons we need to process your personal information.
We will process your personal information for the following reasons:
When how and with whom we share your personal information?
In general, we will only share your personal information if any one or more of the following apply:
Under what circumstances will we transfer your information to other countries?
We will only transfer your personal information to third parties in another country in any one or more of the following circumstances:
This transfer will happen within the requirements and safeguards of the law. Where possible, the party processing your personal information in the other country will agree to apply the same level of protection as available by law in your country or if the other country’s laws provide better protection the other country’s laws would be agreed to and applied.
How we secure your personal information
How long do we keep your personal information?
We will keep your personal information for as long as:
Take note: We may keep your personal information even if you no longer have a relationship with us, for the historical data that may be required by your employer or employee.
A cookie is a small piece of data sent from our websites or applications to your computer or device hard drive or Internet browser where it is saved. The cookie contains information to personalise your experience on our websites or applications and may improve your experience on the websites or applications. The cookie will also identify your device, like the computer or smart phone.
By using our websites or applications you agree that cookies may be forwarded from the relevant website or application to your computer or device. The cookie will enable us to know that you have visited the website or application before and will identify you. We may also use the cookie to prevent fraud and for analytics.
Your duties and rights about the personal information we have about you.
You must provide proof of identity when enforcing the rights below.
You must inform us when your personal information changes.
Please contact our Information Officer to give effect to any of the below rights.
You have the right to request access to the personal information we have about you by contacting us. This includes requesting:
We will attend to requests for access to personal information within a reasonable time. You may be required to pay a reasonable fee to receive copies or descriptions of records, or information about third parties. We will inform you of the fee before attending to your request.
Please note that the law may limit your right to access information. For more information on this please refer to our PAIA Manual.
You have the right to request us to correct or delete the personal information we have about you if it is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, obtained unlawfully or we are no longer authorised to keep it. You must inform us of your request in writing. It may take up to 15 business days for the change to reflect on our systems. We may request documents from you to verify the change in personal information.
It important to always ensure you supply us with the most accurate and up to date personal information and also ensure that if your personal information changes, we are updated accordingly.
A specific agreement that you have entered into with us may determine how you must change your personal information provided at the time when you entered into the specific agreement. Please adhere to these requirements. If the law requires us to keep the personal information, it will not be deleted upon your request. The deletion of certain personal information may lead to the termination of your business relationship with us.
You may object on reasonable grounds to the processing of your personal information.
We will not be able to give effect to your objection if the processing of your personal information was and is permitted by law; you have provided consent to the processing and our processing done according to your consent or the processing is necessary to conclude or perform under a contract with you.
Where you have provided your consent for the processing of your personal information, you may withdraw your consent. If you withdraw your consent, we will explain the consequences to you. We may proceed to process your personal information even if you have withdrawn your consent if the law permits or requires it. It may take up to 15 business days for the change to reflect on our systems, during this time we may still process your personal information. You must inform us of any objection in writing.
You have a right to file a complaint with us or any Regulator with jurisdiction about an alleged contravention of the protection of your personal information by us. We will address your complaint as far as possible.
The contact details for the Information Regulator is as follows:
P.O. Box 31533, Braamfontein, Johannesburg, 2017
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001.
How can you get in touch with us?
For any queries in relation to this letter or our processing of your personal information in general, you can contact our Information Officer and/or Deputy Information Officer at the following details:
Unit 2B, 121 Mitchell Street, George, 6529