• 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.

• 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.

• 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.

• When you visit our website, we may collect certain non-personal information automatically, such as your IP address, browser type, device information, operating system, referring website, pages visited, and the dates and times of your visits. We may use cookies and similar technologies to collect this information. Please refer to our “Cookies Policy” section for more details.

• 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.

• 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.

• When you interact with our website, we may automatically collect certain information through cookies, web beacons, and similar technologies. This includes data about your browsing activities, IP address, device information, and browser type. Please refer to our “Cookies Policy” section for more information on how we use cookies and similar technologies.

• 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.

• 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.

• By providing your information to us voluntarily and giving your consent, you allow us to collect and process your information for the purposes outlined in this Privacy Policy.

• 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 limit access to your personal information to authorized personnel who have a legitimate need to access it for the purposes outlined in this Privacy Policy.
• 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.

• We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When your information is no longer needed, we securely dispose of it or anonymize it to prevent unauthorized access.

• 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.
• To lodge a complaint, please contact us using the information provided in the “Contact Us” section of this Privacy Policy. Please provide as much detail as possible regarding the nature of your complaint, including relevant dates, individuals involved, and any supporting documentation.

• 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.

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:

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:

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:

• Partners of our company for any of the purposes identified in this Privacy Policy.
• 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 are required to keep it to achieve the purposes listed in this Privacy Policy.
• 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

Your duties and rights about the personal information we have about you.

Contact Information Regulator

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: