PRIVACY STATEMENT

1. INTRODUCTION

Compli-Serve respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”).

This Privacy Statement explains how Compli-Serve collects, uses, stores, shares and protects personal information when you interact with us, use our website, contact us, subscribe to our communications, or make use of our services.

For purposes of this Privacy Statement, “Compli-Serve”, “we”, “us” or “our” refers to the relevant Compli-Serve entity with whom you interact or contract.

2. DEFINITIONS

For purposes of this Privacy Statement:

“Data subject” means the person to whom personal information relates.

“Personal information” has the meaning assigned to it in POPIA and includes information relating to an identifiable, living natural person, and where applicable, an identifiable juristic person.

“Processing” means any operation or activity concerning personal information, including the collection, recording, storage, use, sharing, updating, retention or deletion of personal information.

“Website” means the Compli-Serve website and any related online platforms operated by or on behalf of Compli-Serve.

“You” or “your” means the user of our website, client, prospective client, supplier, service provider, job applicant, representative of a client, or any other person whose personal information we may process.

3. OUR COMMITMENT TO PROTECTING YOUR PERSONAL INFORMATION

We acknowledge our responsibility to process personal information lawfully, reasonably and in a manner that does not infringe your privacy.

We take reasonable and appropriate technical and organisational measures to protect personal information against unauthorised access, loss, damage, misuse, alteration, disclosure or destruction.

These measures may include access controls, confidentiality undertakings, secure storage, password protection, system security controls, staff awareness, service provider oversight and internal governance procedures.

4. WHAT PERSONAL INFORMATION WE MAY COLLECT

Depending on your relationship with us, we may collect and process the following categories of personal information:

  • name, surname, title and contact details;

  • business contact information;

  • identity or registration information, where required;

  • employment or role-related information;

  • information submitted through our website contact forms;

  • email correspondence and communication records;

  • client onboarding and service-related information;

  • information required to provide compliance, regulatory, governance or advisory services;

  • billing, payment and account information;

  • information relating to meetings, enquiries, requests or instructions;

  • website usage information, including cookies and analytics data;

  • any other information you voluntarily provide to us.

5. HOW WE COLLECT PERSONAL INFORMATION

We may collect personal information directly from you when you:

  • contact us by email, telephone, website form or other communication channel;

  • request information about our services;

  • subscribe to newsletters, updates or marketing communications;

  • become a client or prospective client;

  • provide information for purposes of a regulatory, compliance or advisory engagement;

  • attend a meeting, training session or event;

  • interact with our website or online platforms.

We may also receive personal information from third parties where this is lawful and necessary, including from clients, representatives, service providers, public sources, regulators, or other persons involved in the services we provide.

Where you provide us with personal information about another person, you confirm that you are authorised to do so and that the person has been informed of the processing, where required.

6. PURPOSES FOR WHICH WE PROCESS PERSONAL INFORMATION

We process personal information for legitimate business, contractual, regulatory and operational purposes, including to:

  • respond to enquiries submitted through our website or other channels;

  • provide information about our services;

  • onboard clients and manage client relationships;

  • provide regulatory compliance, POPIA, governance, risk, training, administrative or related services;

  • communicate with clients, prospective clients, suppliers and other stakeholders;

  • prepare proposals, reports, advice, documentation and service deliverables;

  • manage contracts, billing, accounts and payments;

  • maintain accurate business and client records;

  • comply with legal, regulatory and professional obligations;

  • administer and improve our website, systems and services;

  • send newsletters, service updates or marketing communications where permitted;

  • manage events, training sessions or webinars;

  • protect our legal rights and respond to disputes, complaints or requests;

  • maintain information security and prevent fraud, misuse or unauthorised access.

7. LAWFUL BASIS FOR PROCESSING

We will only process personal information where we have a lawful basis to do so under POPIA.

This may include where:

  • you have consented to the processing;

  • processing is necessary to perform a contract with you;

  • processing is necessary to comply with a legal obligation;

  • processing protects a legitimate interest of you or Compli-Serve;

  • processing is necessary for the proper performance of a public law duty by a public body, where applicable;

  • processing is necessary to pursue the legitimate interests of Compli-Serve or a third party to whom the information is supplied, provided your rights are not unjustifiably infringed.

8. WEBSITE CONTACT FORMS AND MARKETING COMMUNICATION

Where you submit information through our website contact form, we will process your personal information for purposes of responding to your enquiry and communicating with you about your request.

9. COOKIES AND WEBSITE ANALYTICS

Our website may use cookies, analytics tools and similar technologies to improve website functionality, understand website usage, assess marketing performance and improve user experience.

Cookies may collect technical information such as browser type, device information, pages visited, time spent on the website, referral sources and general usage patterns.

Where required, we will provide users with appropriate cookie notices or preference options.

You may adjust your browser settings to refuse or delete cookies, although this may affect the functionality of certain parts of the website.

10. LINKS TO THIRD-PARTY WEBSITES

Our website may contain links to third-party websites or external platforms.

Compli-Serve is not responsible for the privacy practices, security or content of third-party websites. We recommend that you review the privacy statements of any third-party websites you visit.

11. UPDATES TO THIS PRIVACY STATEMENT

We may update this Privacy Statement from time to time to reflect changes in our operations, services, legal obligations or data protection practices.

The latest version of this Privacy Statement will apply each time you access our website or engage with us.

12. CONTACT DETAILS

For privacy-related queries, requests or complaints, you may contact us at:

Email: data@compliserve.co.za

You may also contact the Information Regulator if you believe that your personal information has not been processed in accordance with POPIA.

Information Regulator South Africa

Website: www.inforegulator.org.za
Email: complaints.IR@justice.gov.za