for Compuclinic Solutions
What information do we collect?
When you interact with us, we may collect various types of information to provide our IT services effectively and enhance your user experience. The types of information we collect include:
- Contact Information: This includes your name, email address, contact number, and postal address.
- Business Information: We may collect information related to your company name, job title, and business contact details.
- Account Credentials: If you create an account with us, we may collect and store your username and password.
Billing and Payment Information:
- In order to process payments for our services, we may collect billing and payment details, such as your credit card number, bank account information, and billing address.
Communications and Correspondence:
- When you interact with us via email, phone, or through our website, we may collect and store records of these communications to address your inquiries, provide customer support, and improve our services.
Website Usage Information:
Information from Third Parties:
- In some cases, we may receive information about you from third parties, such as business partners or service providers, to facilitate our service delivery or conduct necessary verifications.
How do we collect information?
We employ various methods to collect information from you in a secure and lawful manner. We collect information through the following means:
Directly from You:
- When you visit our website, engage our services, or communicate with us through email, phone, or other channels, we may collect information directly from you. This includes personal information provided during registration, account creation, inquiries, or when you submit forms on our website.
- We may obtain information from third-party sources, such as business partners or service providers, to support our service delivery and ensure the accuracy of the information provided.
Publicly Available Sources:
- In some cases, we may collect information that is publicly available, such as information from publicly accessible databases or social media platforms, to validate and update the information we hold.
Consent and Voluntary Provision:
We take appropriate measures to ensure that the information we collect is relevant, accurate, and up to date. It is important to provide accurate and complete information to us, and to promptly update any changes to your information to ensure its accuracy.
Please be aware that if you choose not to provide certain information when requested or if you opt out of certain data collection practices, it may impact our ability to deliver our services to you effectively.
We understand the importance of maintaining the confidentiality and security of your personal information. We are committed to protecting the privacy of our users and clients. This section outlines our approach to confidentiality and the measures we take to safeguard your information.
- We treat all personal information we collect as confidential. This includes any information you provide to us during the course of using our website or engaging our services.
- We maintain strict security protocols and implement technical and organizational measures to protect your information from unauthorized access, use, disclosure, alteration, or destruction.
- Our employees undergo training on data protection and confidentiality. They are bound by confidentiality obligations and are required to sign confidentiality agreements to ensure the security and privacy of your information.
- We have implemented internal policies and procedures to ensure that personal information is handled with the utmost confidentiality and used only for legitimate business purposes.
- We may engage trusted third-party service providers or business partners to assist us in delivering our services. We ensure that these entities are bound by strict confidentiality agreements and adhere to applicable data protection laws.
- We take reasonable steps to ensure that any third parties with whom we share your information have implemented appropriate security measures to maintain confidentiality.
- We may disclose your personal information if required by law, regulation, or legal process. This may include complying with subpoenas, court orders, or other legal obligations.
- We may also disclose your information to protect our rights, property, or safety, as well as the rights, property, or safety of others.
- In the event of a data breach that compromises the security of your personal information, we will take immediate action to mitigate the breach, assess the impact, and notify you and the relevant authorities as required by applicable laws.
While we take comprehensive measures to protect your information, it is important to note that no method of transmission or storage is completely secure. Therefore, we cannot guarantee absolute security of your personal information.
By using our website or engaging our services, you acknowledge that the transmission of information over the internet is inherently insecure, and you accept the associated risks.
Compliments / Complaints
We value your feedback and strive to provide the best possible service. We encourage you to share your compliments, concerns, and complaints with us so that we can address them promptly and effectively. This section outlines how you can provide feedback, and how we handle and resolve any complaints.
- We appreciate compliments and positive feedback about our services, staff, or overall experience. If you have had a positive experience with Compuclinic Solutions, we encourage you to share your feedback with us. Your compliments motivate and inspire us to continue delivering excellent IT services.
- If you have any concerns or complaints about our services, privacy practices, or any other aspect of our operations, we are committed to addressing them in a fair and transparent manner.
Complaint Handling Process:
- We will acknowledge receipt of your complaint promptly and provide you with an estimated timeline for resolving the issue.
- Our team will thoroughly investigate your complaint, taking into account all relevant details and supporting evidence.
- We will keep you informed of the progress made during the investigation and strive to resolve the issue within a reasonable time frame.
- Once the investigation is complete, we will communicate the outcome to you and explain any actions we have taken or propose to take to address your concerns.
- We treat all complaints seriously and handle them with confidentiality and impartiality.
- If you are not satisfied with the outcome of your complaint or if you believe we have not addressed your concerns adequately, you may have the right to escalate your complaint to the relevant regulatory authorities in your jurisdiction.
We are committed to continuous improvement, and your feedback helps us enhance our services and ensure compliance with applicable laws and regulations.
Please note that all compliments and complaints received are documented and stored securely for the purposes of addressing your feedback and improving our services.
Effective Date: 26/06/2023
- Information We Collect:
1.1 Personal Information: In the course of using our website and engaging our services, we may collect various types of personal information that you voluntarily provide to us. This includes, but is not limited to, your name, email address, contact number, company name, job title, and any additional information you choose to disclose.
1.2 Usage Information: We may also collect non-personal information about your interactions with our website and services. This may include your IP address, browser type, device information, operating system, referring website, pages visited, and the dates and times of your visits.
- Use of Information:
2.1 Service Delivery and Improvement: We utilize the information we collect to provide, maintain, and improve our services. This encompasses responding to your inquiries, delivering customized IT solutions, enhancing your user experience, and optimizing the functionality and performance of our website and services.
2.2 Communication: We may use your contact information to communicate with you, including sending updates, newsletters, promotional materials, and other relevant information related to our services. You have the ability to opt out of receiving such communications at any time.
2.3 Legal Compliance: We may use your information as required by applicable laws, regulations, or legal processes. This includes cooperating with law enforcement authorities, government agencies, or other third parties when we believe it is necessary to comply with a legal obligation or protect our rights and interests.
2.4 Internal Purposes: We may utilize the information for internal purposes such as data analysis, research, improving our services, and ensuring the security and integrity of our systems.
- Data Sharing:
3.1 Trusted Service Providers: To facilitate our business operations and provide seamless services, we may share your information with trusted third-party service providers. These service providers have access to your information only to the extent necessary to perform their designated functions and are obligated to maintain its confidentiality.
3.2 Legal Obligations: We may disclose your information if required by law, regulation, legal process, or governmental request. This may include responding to court orders, subpoenas, or other legal obligations. Furthermore, we may disclose your information to protect our rights, property, or safety, as well as the rights, property, or safety of others.
3.3 Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity or the new owner as part of the transaction. We will ensure that any such transfer is subject to appropriate safeguards and in compliance with applicable data protection laws.
- Data Security:
4.1 Robust Security Measures: We employ appropriate technical and organizational measures to safeguard your information from unauthorized access, disclosure, alteration, or destruction. We regularly review and enhance our security practices to ensure the ongoing integrity and confidentiality of your data.
- Your Rights and Choices:
5.1 Access and Update: You have the right to access and update your personal information held by us. If you would like to review, correct, or update your information, please contact us using the information provided in the “Contact Us” section below.
5.2 Opt-Out: You have the option to opt out of receiving marketing communications from us. If you no longer wish to receive such communications, you can unsubscribe by following the instructions provided in the email or contacting us directly.
5.3 Data Subject Rights: Depending on applicable data protection laws, you may have certain rights regarding your personal data, such as the right to request deletion, restriction of processing, or data portability. To exercise these rights or make any other data-related requests, please contact us using the information provided below.
- International Data Transfers:
6.1 Cross-Border Transfer: As a global provider of IT services, we may transfer your personal information to countries outside of your own for processing and storage. We will take appropriate measures to ensure that such transfers comply with applicable data protection laws and that adequate safeguards are in place to protect the security and confidentiality of your information.
- Children’s Privacy:
7.1 Our services are not intended for individuals under the age of 18 (“Children”). We do not knowingly collect personal information from Children. If you believe that we may have inadvertently collected personal information from a Child, please contact us immediately, and we will take steps to delete the information promptly.
- Contact Us:
Registered Business Name: PC Surgeons cc t/a Compuclinic Solutions
Address: 70 7th Avenue, Rosebank, 2193
Contact Number: +27112850975
Email: [email protected]
We will respond to your inquiries or requests as soon as reasonably possible.
Protection of Personal Information Act 4/2013
The Protection of Personal Information Act, 2013 (“POPI”) came into complete commencement on 1 July 2021, in this regard we have a number of obligations and duties in terms of POPI that 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, provide a product or carry out a transaction.
In this document any reference to “we” or “us” or “our” is reference to Compuclinic Solutions and its subsidiaries.
What is personal information?
Personal information refers to any information that identifies you or specifically relates to you. Personal information includes, but is not limited to, the following information about you:
Other particular assignment
Is the supply of the personal information voluntary or mandatory?
The supply of certain personal information is mandatory, meaning we have to collect this personal information from you by law. If you do not supply this information, we cannot comply with our legal obligations. In this regard, if you do not supply this personal information, we cannot do business with you. We collect personal information as is required by the following legislation:
Basic Conditions of Employment Act, No 75 of 1997
Compensation for Occupational Injuries and Diseases Act, No. 130 of 1993
Credit Agreement Act, No. 75 of 1980
The Criminal Procedure Act, No. 51 of 1977
Debt Collectors Act, No. 114 of 1998
Employment Equity Act, No. 55 of 1998
Financial Intelligence Centre Act, No. 38 of 2001
Income Tax Act 58 of 1962
Labour Relations Act, No 66 of 1995
National Credit Act, No. 34 of 2005
Pension Funds Act, No. 24 of 1956
Skills Development Act 97 of 1998
Unemployment Insurance Act, No. 63 of 2001
Financial Advisory and Intermediary Service Act, No. 37 of 2002
Occupational Health and Safety Act No. 85 of 1993
Prevention of Organised Crime Act No. 121 of 1998
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 require the personal information to deliver the products and/or services to you. In this regard, if you do not supply the personal information, we cannot do 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 the following applies:
- if you have consented thereto.
- if a person legally authorised by you, the law, or a court, has consented thereto.
- if it is necessary to conclude or perform under a contract, we have with you.
- if the law requires or permits it.
- if it is required to protect or pursue your, our or a third party’s legitimate interest.
What is special personal information?
Special personal information is personal information about the following:
Trade union membership
When will we process your special personal information?
We may process your special personal information in the following circumstances:
- if you have consented to the processing.
- if the information is being used for any Human resource or payroll requirement.
- if the processing is needed to create, use, or protect a right or obligation in law.
- if the processing is for statistical or research purposes and all legal conditions are met.
- if the special personal information was made public by you.
- if the processing is required by law.
- if racial information is processed, and the processing is required to identify you; and / or if health information is processed, and the processing is to determine your insurance risk, or to comply with an insurance policy or to enforce an insurance right or obligation.
When and from where we obtain personal information about you?
We may collect personal information about you from the following sources:
- We may collect personal information directly from you.
- We may collect personal information from a public record.
- We may collect personal information from an area where you have deliberately made it public.
- We may collect information about you based on your use of our products, services, or service channels.
- We may collect information about you based on how you engage or interact with us such as via our support desk, emails, letters, telephone calls and surveys.
- We may collect personal information from a third party.
- We may collect personal information from another source if you give us consent to do so.
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:
- your spouse, dependents, partners, employer, and other similar sources.
- attorneys, tracing agents, debt collectors and other persons that assist with the enforcement of agreements.
- payment processing services providers, merchants, banks, and other persons that assist with the processing of your payment instructions, like EFT transaction partners.
- insurers, brokers, other financial institutions, or other organisations that assist with insurance and assurance underwriting, the providing of insurance and assurance policies and products, the assessment of insurance and assurance claims and other related purposes.
- law enforcement and fraud prevention agencies and other persons tasked with the prevention and prosecution of crime;
- regulatory authorities, industry ombudsman, governmental departments, local and international tax authorities.
- trustees, Executors or Curators appointed by a court of law.
- our service providers, agents and sub-contractors like couriers and other persons we use to offer and provide products and services to you.
- courts of law or tribunals.
Reasons we need to process your personal information.
We will process your personal information for the following reasons:
- to provide you with products, goods, and services
- to market our products, goods, and services to you.
- to respond to your enquiries and complaints.
- to comply with legislative, regulatory, risk and compliance requirements (including directives, sanctions, and rules), voluntary and involuntary codes of conduct and industry agreements or to fulfil reporting requirements and information requests.
- to conduct market and behavioural research, including scoring and analysis to determine if you qualify for products and services or to determine your credit or insurance risk.
- to develop, test and improve products and services for you.
- for historical, statistical and research purposes, like market segmentation.
- to process payment instruments.
- to create, manufacture and print payment issues (like a payslip)
- to enable us to deliver goods, documents, or notices to you.
- for security, identity verification and to check the accuracy of your personal information.
- to communicate with you and carry out your instructions and requests.
- for customer satisfaction surveys, promotional offerings.
- insurance and assurance underwriting and administration.
- to process or consider or assess insurance or assurance claims.
- to provide insurance and assurance policies and products and related services.
- to enable you to take part in customer loyalty reward programmes, to determine your qualification for participation, earning of reward points, determining your rewards level, monitoring your buying behaviour with our rewards partners to allocate the correct points or inform you of appropriate products, goods, and services you may be interested in or to inform our reward partners about your purchasing behaviour.
- to enable you to take part in and make use of value-added products and services.
- to assess our lending and insurance risks; and / or
- for any other related purposes.
How we use your personal information for marketing
- We will use your personal information to our products and services to you.
- We will do this in person, by post, telephone, or electronic channels such as SMS, email, and fax.
- If you are not our customer, or in any other instances where the law requires, we will only market to you by electronic communications with your consent.
- In all cases you can request us to stop sending marketing communications to you at any time.
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:
- if you have consented to this.
- if it is necessary to conclude or perform under a contract, we have with you;
- if the law requires it; and / or
- if it’s necessary to protect or pursue your, our or a third party’s legitimate interest.
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:
- where your personal information will be adequately protected under the other country’s laws or an agreement with the third-party recipient.
- where the transfer is necessary to enter into or perform under a contract with you, or a contract with a third party that is in your interest.
- where you have consented to the transfer; and / or
- where it is not reasonably practical to obtain your consent, the transfer is in your interest.
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
- We will take appropriate and reasonable technical and organisational steps to protect your personal information according to industry best practices. Our security measures (including physical, technological, and procedural safeguards) will be appropriate and reasonable. This includes the following:
- keeping our systems secure (like monitoring access and usage);
- storing our records securely.
- controlling the access to our buildings, systems and/or records; and
- safely destroying or deleting records.
- Ensure compliance with best practice standards.
How long do we keep your personal information?
We will keep your personal information for as long as:
- the law requires us to keep it.
- a contract between you and us requires us to keep it.
- you have consented for us keeping it.
- we require it for statistical or research purposes.
- a code of conduct requires us to keep it; and / or
- we require it for our lawful business purposes.
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.
Our cookies policy
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:
- confirmation that we hold your personal information.
- a copy or description of the record containing your personal information; and
- the identity or categories of third parties who have had access to your personal information.
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.
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.
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.