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- INTRODUCTION
Avril Elizabeth Home for the Mentally Handicapped (hereafter referred to as AEH) respects your privacy and your personal information. This Privacy Policy aims to let you know how AEH will treat any personal information that it may have about you and how you can access such personal information held. AEH will take all reasonable measures under this Policy to protect your personal information and to keep it confidential. This Policy is in alignment and compliance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).
- DEFINITION OF PERSONAL INFORMATION
Personal Information is “personal information’ as defined in Section 1 of the Protection of Personal Information Act 4 of 2013 (hereinafter referred to as POPIA). This is information relating to an identifiable living natural person or existing juristic person or to a corporate company. Please refer to the POPIA for a detailed definition and various types or categories of personal information.
- CATEGORIES OF DATA SUBJECTS AND PERSONAL INFORMATION COLLECTED
AEH only collects general personal information (some of which my be publicly available) and aims to collect only personal information which is necessary for it to carry out its services and other facilities provided to you.
AEH collects the following categotries of personal information, where necessary :
- Individual, such as full name, I.D. number, contact details, e-mail address, physical and postal addresses, employment status, gender, racial status, disabilities, designation, professional experience, work experience (CV’s) and qualifications.
- Non-individual, such as company name, registration number, VAT number, full name of primary and additional contact persons, contact details, e-mail address/es, postal and physical addresses, website, organisation type and core business functions.
- Professional Designations such as full name, I.D. number, contact details, e-mail address, physical and postal addresses, employment status, gender, racial status, disabilities, designations, professional experience, work experience (CV’s) and qualifications, including awarding criteria, experience and referee reports, records of results and decisions, certification records such as date awarded, and such informtion as may be required from the South African Qualifications Authority from time to time.
- Suppliers/Procurement, such as company name, address and contact details, banking details, VAT number, BEE certificate and level information.
- Website, such as general website page analytics and usage information through the use of Google analytics and in some instances website user name and contact details for access to specific AEH content/services are not freely available to the general public. The AEH website uses Cookies, the acceptance of which is required when using the website.
- Employees – all applicable employee information required to be kept from a Labour Law perspective and running of the organisation. Such information relates to internal employees and not exernal clients. As such the rest of this Policy will not cover Employee Information as this is dealt with in AEH Human Resources Policies. Furthermore external parties (unless with applicable court orders or legal reasons) shall not have access to such Employee Information.
- Board Members and Trustees – full name, I.D. number, contact details, e-mail address, physical and postal addresses, employment status, gender, racial status, disabilities, designations, professional experience, work experience (CV’s) and qualifications and all applicable information required for the registration of a Board Member and Trustee.
4. HOW PERSONAL INFORMATION IS COLLECTED
Your personal information is obtained directly from you via, but not limited to, telephone, email communications, event and requests for quotes and/or proposals, hard copy forms submitted to AEH (such as residential applications and debit order authorisations), website cookies and through third parties. In instances where a non-individual or corporate client requires services, the representative of such a company may provide individual director or employee representative information to AEH, if required. It is the responsibility of the non-individual or corporate client to ensure it has consent from such individuals to share their general personal contact information.
5. PURPOSE FOR COLLECTING PERSONAL INFORMATION
AEH collects personal information for the following main purposes:
To provide you with services offered and requested.
To process your donation or booking.
To provide receipts/confirmation of your payments.
To process payments for services rendered by yourself.
To provide reports and updates.
To inform you of new AEH projects that may be of interest to you.
To understand your specific needs and requirements and to improve AEH’s individual and non-individual benefits and services.
To provide you with AEH communications about services/campaigns being rendered and on offer, and to keep you informed of governance-related updates.
To provide you with AEH related marketing material where you have provided consent.
For record-keeping purposes.
For health and safety purposes.
For statistical, historical and/or reporting purposes.
AEH will always ask for your permission before it uses your personal information for any purpose not disclosed above or unrelated to the operations/services of AEH and its use in the ordinary course of business.
6. RECIPIENTS OF PERSONAL INFORMATION
The personal information collected is used only by AEH, its Board Members and its employees in the rendering of its organisational purpose and services. Only in the instances where the sharing of personal information to recipients outside of AEH is necessary to fulfil an AEH obligation or service, will such information be provided. See clause 7 below for further information.
7. PERSONAL INFORMATION SHARED TO THIRD PARTIES
AEH may be required to provide third party service providers with personal information.
AEH will not sell, rent or provide your personal information to unauthorised entities or third parties for their independent use.
AEH will release your personal information to a party if it believes that AEH is required by law or is ordered by a court to do so. AEH will also disclose your personal information only to a party if AEH believes that it is necessary to prevent or lessen any unlawful or harmful actions in terms of the AEH Code of Conduct, and to protect and defend legitimate business interests, rights or property of AEH.
8. PROTECTION OF PERSONAL INFORMATION
AEH values the information that you choose to provide and will therefore take reasonable steps to protect your personal information from loss, misuse or unauthorised alteration. AEH and its contracted service providers conduct regular security testing of its servers and ensures that its employees are trained around the protection of personal information to ensure that your personal information is used correctly and protected.
Upon your request, AEH will provide you with its records of the personal information provided by you to AEH. For security reasons this information will only be sent to the email address on file for the individual or non-individual associated with it.
9. STORAGE OF PERSONAL INFORMATION AND THE RETENTION THEREOF
Personal information is stored on the AEH servers located on-site and in the cloud which is accessed by AEH employees only (refer to note below clause 9). Personal information will be retained for only so long as it is necessary to carry out the function, services provided or facilitates your use by AEH. Due to the nature of the service rendered by AEH, care and personal information may be kept indefinitely.
(Note : Individual and non-individual information, audit information, certificate of compliance, training and event attendance records, reports or deliverables provided to corporate clients in terms of the specific scope of work or personal information related thereto, shall be kept by AEH indefinitely, the purpose of which is to ensure a continuous and accurate record of services provided by AEH.)
10. TRANS-BORDER FLOW OF PERSONAL INFORMATION
Your personal information may be stored on servers. AEH, however, undertakes to ensure that service providers used for such cloud servers and/or services are obliged to comply with the highest standards of data protection to ensure the security of your personal information.
11. LINKS ON AEH WEBSITE OR E-MAIL COMMUNICATIONS
AEH is not responsible for the content or privacy policies of websites of other institutions to which it may link you to – mainly for information purposes or access to documents provided by such institutions. The use of other third-party websites and content is at your sole discretion. This Policy applies solely to information collected by AEH.
AEH is not responsible for any representations or information or warranties or content of the website of any third party (including websites linked to the AEH website). AEH does not exercise control over any third parties’ privacy policies, and you should ensure that you read the policy of any third party to establish how such third party protects your personal information.
12. PERSONAL INFORMATION HELD BY OR DISCLOSED TO YOU BY THIRD PARTIES
Should you disclose any personal information to a third party, you must be aware that AEH does not regulate or control how that third party uses your personal information. You should always ensure that you read the privacy policy of any third party.
13. CORRECTION OF PERSONAL INFORMATION
It is your responsibility to ensure that the personal information provided to AEH is true, correct and accurate at all times. You may update and correct your personal information at any time via e-mail communications to AEH, or telephonically by callling AEH. AEH may not vet or check the information provided, and thus will not be held responsible for any incorrect or outdated information held.
14. ACCESS TO PERSONAL INFORMATION HELD BY AEH
Refer to the AEH PAIA Manual, accessible on the AEH website, for detailed information around your rights to access information held by AEH and the applicable steps to follow.
15. CHANGES TO THIS POLICY
AEH may change this policy at any time. Any change to this policy will be displayed on the AEH website. Should you use this website or any of the services or facilities offered by AEH after AEH has displayed this Policy, you will be deemed to have read and agreed to the change.
16. APPLICABLE LAWS
This Policy will be governed by the laws of the Republic of South Africa and AEH undertakes to comply with the Protection of Personal Information Act No.4 of 2013 (POPIA) and the Promotion of Access to Information Act No.2 of 2000 (PAIA).
17. JURISDICTION
By accepting this Privacy Policy you consent to the jurisdiction of the South African Courts for any dispute that may arise out of this privacy policy.