Introduction

• This Policy regulates the Processing of Personal Information/Personal Data by the Company and sets forth the requirements with which the Company undertakes to comply when Processing Personal Information/Personal Data pursuant to undertaking its operations and fulfilling its contractual obligations in respect of Data Subjects and Third Parties in
• The Company places a high premium on the privacy of every person or organisation with whom it interacts or engages and therefore acknowledges the need to ensure that personal information/Personal Data is handled with a reasonable standard of care as may be expected from it. The Company is therefore committed to ensuring that it complies with the requirements of POPIA, and also with the terms of the GDPR to the extent that the GDPR applies.

• The core purpose of the GDPR is to protect the Personal Information/Personal Data belonging to citizens and residents of the European Union. Therefore, although the Company operates within the Republic of South Africa, the GDPR may apply to it in certain circumstances and in such circumstances, the Company will take appropriate compliance steps. At the time of publishing this Policy, the circumstances in respect of which the GDPR may be applicable to the Company are:
  • Instances where the Company offers goods or services to data subjects who are physically within the European Union; or
  • Instances where the Company monitors the online activities and/or behaviour of data subjects who visit the Company’s Website(s) from within the European Union.
• When a Data Subject or Third Party engages with the Company, whether physically or via any digital, electronic interface such as the Company’s Website, Member Portal or Mobile Application, the data subject or Third Party acknowledges that they trust the Company to Process their Personal Information/Personal Data.
• When accessing the Company’s website, Data Subjects and Third Parties have the right to object to the processing of their Personal Information/Personal Data. It is voluntary to accept the Terms and Conditions to which this Policy relates. However, the Company does require the Data Subject or Third Party’s acceptance to enable the proper use of the Company’s Website, Member Portal or Mobile Application.

Purpose and Applications

• The purpose of this Policy is not only to inform Data Subjects about how the Company Processes their Personal Information/Personal Data but also to establish a standard by which the Company and its employees and representatives shall comply in as far as the Processing of Personal Information/Personal Data is concerned.
• The Company, in its capacity as a Responsible Party and/or Operator and/or Controller, as the case may be, shall observe and comply with its obligations under POPIA and the GDPR (as may be applicable and to the extent necessary) when it Processes Personal Information/Personal Data from or in respect of any Data Subject.

Collecting and Processing of Personal Information/Personal Data

• Whenever any Data Subject completes an application form, contacts the Company electronically, or uses one of the products, services, facilities, tools or utilities offered by the Company through its website, Member Portal or Mobile Application, the Company will in effect be Processing the Data Subject’s Personal Information/Personal Data.
• It may be from time to time that the Company has collected a Data Subject’s Personal Information/Personal Data from other sources. In the event that a Data Subject has shared their personal Information/Personal Data with any Third Parties, the Company will not be responsible for any loss suffered by the Data Subject, their dependants, beneficiaries, spouse(s) or employees (as the case may be).
• When a Data Subject provides the Company with the Personal Information of their dependant(s) either through the Website, Member Portal, Mobile Application or on their membership application, the Data Subject confirms having obtained consent to do so from his/her affiliated company or place of employment, and the Company will process the Personal Information/Personal Data of such affiliate(s) or place of employment(s) in line with this Policy, as well as the terms and conditions to which this Policy relates.
• The Company will Process Personal Information/Personal Data in order to facilitate and enhance the delivery of products and services to its Members, foster a legally compliant workplace environment, as well as safeguard the Personal Information/Personal Data relating to any Data Subjects which it in fact holds. In such an instance, the Data Subject providing the Company with such Personal Information/Personal Data will confirm that they are a Competent Person and that they have the authority to give the requisite consent to enable the Company to process such Personal Information/Personal Data.
• The Company undertakes to process any Personal Information/Personal Data in a manner which promotes the constitutional right to privacy, retains accountability and Data Subject In supplementation of the above, the Company will process Personal Information/Personal Data for the following purposes:
  • To provide or manage any information, products and/or services requested by Data Subjects in general and our Members;
  • To establish a Data Subject’s needs wants and preferences in relation to the products and/or services provided by the Company;
  • To help the Company identify Data Subjects when they contact the Company;
  • To facilitate the delivery of products and/or services to Members, including Disease Management;
• To allocate to data subjects/affiliates/place of employment unique identifiers to securely store, retain and recalling such Members’ Personal Information/Personal Data from time to time;

• To maintain records of Data Subjects and specifically Member records;
• To maintain Third-Party records;
• For recruitment purposes;
• For employment purposes;
• For apprenticeship purposes;
• For general administration purposes;
• For legal and/or contractual purposes;
• For health and safety purposes;
• To retain the records of brokers;
• To monitor access, secure and manage any facilities owned or operated by the Company regardless of location in South Africa;
• To transact with Third Parties;
• To improve the quality of the Company’s products and services;
• To detect and prevent money laundering;
• To analyse the Personal Information/Personal Data collected for research and statistical purposes;
• To help recover bad debts;
• To transfer Personal Information/Personal Data across the borders of South Africa to other jurisdictions if reasonably required;
• To carry out analysis and company profiling;

• When collecting Personal Information/Personal Data from a Data Subject, the Company shall comply with the notification requirements as set out in Section 18 of POPIA, and to the extent applicable, Articles 13 and 14 of the GDPR.
• The Company will collect and Process Personal Information/Personal Data in compliance with the conditions as set out in POPIA and/or the Processing principles in the GDPR (as the case may be), to ensure that it protects the Data Subject’s privacy.
• The Company will not Process the Personal Information/Personal Data of a Data Subject for any purpose other than for the purposes set forth in this Policy unless the Company is permitted or required to do so in terms of Applicable Laws or otherwise by law.
• The Company may from time to time Process Personal Information/Personal Data by making use of automated means (without deploying any human intervention in the decision-making process) to make decisions about the Data Subject or their application. In this instance, it is specifically recorded that the Data Subject may object to or query the outcomes of such a decision.

Personal Information/Personal Data for Direct Marketing Purposes

• The Company acknowledges that it may only use Personal Information/Personal Data to contact Data Subjects for purposes of direct marketing where the Company has complied with the provisions of POPIA and GDPR (where applicable) and when it is generally permissible to do so in terms of Applicable Laws.
• The Company will ensure that a reasonable opportunity is given to all Data Subjects to object (opt-out) to the use of their Personal Information/Personal Data for the Company’s marketing purposes when collecting the Personal Information/Personal Data and on the occasion of each communication to the Data Subject for purposes of direct marketing.

Storage and Retention of Personal Information/Personal Data

• The Company will retain Personal Information/Data it has Processed, in an electronic or hardcopy file format on its own accord and/or with a Third-Party service provider appointed for this purpose (the provisions of clause 9 below will apply in this regard).
• Personal Information/Personal Data will only be retained by the Company for as long as necessary to fulfil the purposes for which that Personal Information/Personal Data was collected and/or as permitted in terms of Applicable Law.
• It is specifically recorded that any Data Subject has the right to object to the Processing of their Personal Information and the Company shall retain and store the Data Subject’s Personal Information/Personal Data for the purposes of dealing with such an objection or enquiry as soon and as swiftly as possible. In the event the Data Subject objects to the Processing of their Personal Information you agree to forthwith vacate the website.
• In amplification of the above, and in as far as the provisions of Article 17 of the GDPR are applicable to the Company’s processing of Personal Information/Personal Data of Data Subjects, any Data Subject shall have the right to procure from the Company the erasure of any personal information/Personal Data concerning the Data Such erasure will be given effect as soon as possibly pursuant to such a request and will be subject to the Data Subject satisfying the Company as to the applicability of any of the circumstances justifying such erasure under Article 17 of the GDPR.

Failure to Provide Personal Information

• Where the Company is required to collect Personal Information/Personal Data from a Data Subject by law or in order to fulfil a legitimate business purpose of the Company and the Data Subject fails to provide such Personal Information/Personal Data, the Company may, on notice to the Data Subject, decline to render services without any liability to the Data Subject.

Securing Personal Information/Personal Data

• The Company has implemented appropriate, reasonable, physical, organisational, contractual and technological security measures to secure the integrity and confidentiality of Personal Information/Personal Data, including measures to protect against the loss or theft, unauthorised access, disclosure, copying, use or modification of Personal Information/Personal Data in compliance with Applicable Laws.
• In further compliance with Applicable Law, the Company will take steps to notify the relevant Regulator(s) and/or any affected Data Subjects in the event of a security breach and will provide such notification as soon as reasonably possible after becoming aware of any such breach.
• Notwithstanding any other provisions of this Policy, it should be acknowledged that the transmission of Personal Information/Personal Data, whether it be physically in person, via the Internet or any other digital data transferring technology, is not completely secure. Although the Company has taken all appropriate, reasonable measures contemplated in clause 8.1 above to secure the integrity and confidentiality of the Personal Information/Personal Data it Processes, in order to guard against the loss of, damage to or unauthorised destruction of Personal Information/Personal Data and unlawful access to or processing of Personal Information/Personal Data, the Company in no way guarantees that its security system is completely secure or error Therefore, the Company does not guarantee the security or accuracy of the information (whether it be Personal Information/Personal Data or not) which it collects from any Data Subject.
• Any transmission of Personal Information/Personal Data will be solely at the own risk of the Data Subject. Once the Company has received the Personal Information/Personal Data, it will deploy and use strict procedures and security features to try to prevent unauthorised access to it. As indicated above, the Company reiterates that it restricts access to Personal Information/Personal Data to Third Parties who have a legitimate operational reason for having access to such Personal Information/Personal Data. The Company also maintains electronic and procedural safeguards that comply with the

Applicable Laws to protect the Data Subject’s Personal Information from any unauthorised access.

• The Company shall not be held responsible and by accepting the terms and conditions to which this Policy relates, any Data Subject agrees to indemnify and hold the Company harmless for any security breaches which may potentially expose the Personal Information/Personal Data in the Company’s possession to unauthorised access and or the unlawful Processing of such personal information/Personal Data by any Third

Provision of Personal Information/Personal Data to Third-Parties

• The Company may disclose Personal Information/Personal Data to Third-Party service providers where necessary and to achieve the purpose(s) for which the Personal Information/Personal Data was originally collected and Processed. The Company will enter into written agreements with such third-party service providers to ensure that they comply with Applicable Laws pursuant to the Processing of Personal Information/Personal Data provided to it by the Company from time to time.
• As far as the provisions of the GDPR may be applicable to the Company’s processing of Personal Information/Personal Data, the Data Subject has the right, under the provisions of Article 20 of the GDP, to receive any Personal Information/Personal Data which the Data Subject has provided to the Company, in a structured, commonly used and machine-readable format, as well as to transmit that Personal Information/Personal Data to another third Such transmittal shall be subject to the conditions set forth in Article 20 and any transfer of a Data Subject’s Personal Information/Personal Data in this regard, will be subject to the Data Subject indemnifying the Company against any potential loss or damage which may be suffered by the Data Subject as a result of such transfer.

Transfer of Personal Information/Personal Data Outside of South Africa

• The Company may, under certain circumstances, transfer Personal Information/Personal Data to a jurisdiction outside of the Republic of South Africa in order to achieve the purpose(s) for which the Personal Information/Data was collected and processed, including for Processing and storage by Third-Party service providers.
• The Company will obtain the Data Subject’s consent to transfer the Personal Information/PersonalData to such foreign jurisdiction unless consent is not required by Applicable Law.
• The Data Subject should also take note that, where the Personal Information/Personal Data is transferred to a foreign jurisdiction, the Processing of Personal Information/Personal Data in the foreign jurisdiction may be subject to the laws of that foreign jurisdiction.

Access to Personal Information/Personal Data

• A Data Subject has the right to a copy of the Personal Information/Personal Data which is held by the Company (subject to a few limited exemptions as provided for under Applicable Law).
• The Data Subject must make a written request (which can be by email) to the Information Officer designated by the Company from time to time.
• The Company will provide the Data Subject with any such Personal Information /Personal Data to the extent required by Applicable Law and subject to and in accordance with the provisions of the Company PAIA Manual (published in terms of section 51 of the Promotion of Access to Information Act, 2000 (“PAIA”), which PAIA Manual can be sourced on the Company’s website at.
• The Data Subject can challenge the accuracy or completeness of his/her/its Personal Information/Personal Data in the Company’s records at any time in accordance with the process set out in the Company’s PAIA Manual.

Keeping Personal Information/Personal Data Accurate

• The Company will take reasonable steps to ensure that the Personal Information/Personal Data that it Processes is kept updated where reasonably possible. For this purpose, the Company has provided a function on its Member Portal to enable Data Subjects to update their information.
• The Company may not always expressly request the Data Subject to verify and update his/her/its Personal Information/Personal Data and expects that the Data Subject will notify the Company from time to time in writing:
  • of any updates or amendments required in respect of his/her/its Personal Information/Personal Data;
  • where the Data Subject requires the Company to delete his/her/its Personal Information/Personal Data; or
  • where the Data Subject wishes to restrict the Processing of his/her/its Personal Information/Personal Data.

Costs to Access Personal Information/Personal Data

The prescribed fees to be paid for copies of the Data Subject’s Personal Information/Personal Data are listed in the Company’s PAIA Manual referred to in clause 11.3 above.

• The Company reserves the right to make amendments to this Policy from time to

Complaints to The Information Regulator

• In the event that any Data Subject or Third Party is of the view or belief that the Company has Processed their Personal Information/Personal Data in a manner or for a purpose which is contrary to the provisions of this Policy, the Data Subject is required to first attempt to resolve the matter directly with the Company, failing which the Data Subject or Third Party shall have the right to lodge a complaint with the Information Regulator, under the provisions of POPIA.
• The contact particulars of the Information Regulator are:

The Information Regulator (South Africa) Forum III 3rd Floor Braampark

PO Box 31533

Braamfontein, Johannesburg, 2107

Mr. Marks Thibela Chief ExecutiveOfficer

Tel No: +27 010 023 5207

Cell No: 082 746 4173

E-mail: inforeg@justice.gov.za

Contact Us

All comments, questions, concerns or complaints regarding Personal Information/Personal Data or this Policy should be emailed to the Company’s Information Officer at info@technoswitch.co.za.

Effective Date

The Policy shall apply and take effect on 1 January 2025.