PROFIT REFORM PROPRIETORY LIMITED REG NR 2015/366289/07 (COID SUPPORT) services, including (without limitation) our website and other interactive properties through which the services are delivered (collectively, the “Service”) are owned, operated and distributed by PROFIT REFORM PROPRIETORY LIMITED REG NR 2015/366289/07 (COID SUPPORT) (referred to in this Privacy Notice as “PROFIT REFORM” or “we” and through similar words such as “us,” “our,” etc.).
This Privacy Notice outlines the personal information that PROFIT REFORM may collect, how we use and safeguards that information, and with whom we may share it in accordance with the requirements of the Protection of Personal Information Act (“POPIA”).
PROFIT REFORM (and including this website) we are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully and transparently and therefor encourages our customers, suppliers, visitors, business associates, and other interested parties to read this Privacy Notice, which applies to all users. By using our Service or submitting personal information to PROFIT REFORM, you acknowledge that you understand and agree to be bound by this Privacy Notice and agree that PROFIT REFORM may collect, process, transfer, use, and disclose your personal information as described in this Notice.
Further, by accessing or using the Service or any part thereof, you are agreeing to THE TERMS AND CONDITIONS OF OUR TERMS OF SERVICE (the “Terms of Service”). IF YOU DO NOT AGREE WITH ANY PART OF THIS PRIVACY NOTICE OR OUR TERMS OF SERVICE, PLEASE DO NOT USE ANY OF THE SERVICES.
1. Data Protection Rights
In performing its Services under this Agreement, PROFIT REFORM may process personal data belonging to you. PROFIT REFORM hereby warrants that in such circumstances it will, in respect of such personal data, observe all the obligations pertaining to the processing of data under the Protection of Personal Information Act, 4 of 2013 (“POPI”).
Without limiting the generality of any other provisions contained in this Agreement dealing with data generally and your data, more specifically, the following provisions apply specifically with regard to all personal information which is processed by PROFIT REFORM
PROFIT REFORM acknowledges that in providing the Services, it will have access to personal information relating to you as a data subject. PROFIT REFORM undertakes that it shall only store, copy or use personal information disclosed to it by you or which it has access to as part of the Services to the extent necessary to perform its obligations and not otherwise modify, amend or alter the contents of the personal information or disclose or permit the disclosure of any of the personal information to any third party and shall treat the personal information as strictly confidential.
PROFIT REFORM shall only process the personal information of data subjects in accordance with any applicable laws and for a specific, lawful purpose strictly in accordance with the your express written instructions and shall not carry out any related or further processing activities for any other reason whatsoever (including any related processing functions or processing which would otherwise be a normal extension of the processing which PROFIT REFORM is entitled to undertake) without the express written consent of you.
1.1.1 PROFIT REFORM shall keep all personal information and any analyses, profiles or documents derived therefrom separate from all other data and documentation of PROFIT REFORM.
1.1.2 PROFIT REFORM shall ensure that no personal information is transferred or processed outside of the borders of the Republic of South Africa unless you provide your prior written consent thereto. Even in circumstances where you consented to any such cross-border transfer, PROFIT REFORM agrees to comply strictly with your express written instructions for such cross-border transfers.
2. What personal information do we collect about you?
Personal information is information that relates to an identifiable, living, natural person and where applicable and identifiable, existing juristic person, including the name, race, gender, marital status, address and identifying number of a person, email address, physical address, telephone number, location information, online identifier or other particular assignment to the person, or is otherwise defined and the applicable Data protection legislation(hereinbefore to as PI) and can be used to identify you, or any other individual to whom the information may relate.
The personal information that we collect directly from those registering for the Service, includes, but is not limited to the following categories:
⦁ Name and contact information and identity particulars (e.g., address, identity number, phone number, email, fax)
⦁ Billing Information (e.g., credit card, bank account, billing contact information)
⦁ Salary information with regard to the service
⦁ information required for the detection and prevention of fraud, crime, money-laundering or other malpractice
⦁ information required to conduct market or customer satisfaction, research or for statistical analysis, audit and record-keeping purposes
⦁ Medical Information with regard to the service
⦁ Employer information
⦁ Geographic or location information
⦁ Information contained in posts you may on the public forums and interactive features of the Service.
⦁ Other information that may be exchanged while engaging with the Service. You will be aware of any subsequently collected information because it will come directly from you.
3. Collection of User Generated Content
We may invite you to post about the Service, including your comments and any other information that you would like to be available for and on the Service, which may become public (“User Generated Content”). If you post User Generated Content, all of the information that you post will be available to authorized personnel of PROFIT REFORM You expressly acknowledge and agree that we may access in real-time, record and store archives of any User Generated Content on our servers to make us3e of them in connection with the Service. If you submit a review, recommendation, endorsement, or other User Generated Content through the Service, or through other websites including Facebook, Instagram, Google, and other similar channels, we may share that review, recommendation, endorsement, or content publicly on the Service.
4. What are the sources of personal information collected by PROFIT REFORM
When providing personal information to PROFIT REFORM as described in this Notice, that personal information is collected directly from you or your employer, or agent and you will know the precise personal information being collected by, or divulged to us. PROFIT REFORM does not collect personal information from any other sources, except where it may automatically be collected as described in the section titled “Cookies, Device Data, and How it is Used,” if the information in that section is considered personal information.
5. Why does PROFIT REFORM collect your personal information?
Subject to the terms of this Privacy Notice, PROFIT REFORM uses the above-described categories of personal information in several ways. Unless otherwise stated specifically, the above information may be used for any of the following purposes:
⦁ to administer the Service to you.
⦁ to respond to your requests and/or to do all that is authorised in terms of the Power of Attorney and or instructed by email and/or required by Compensation Commissioner.
⦁ to distribute communications relevant to your use of the Service, such as system updates or information about your use of the Service.
⦁ as may be necessary to support the operation of the Service, such as for filing, lodgement billing, account maintenance, and record-keeping purposes.
⦁ to send to you PROFIT REFORM solicitations, product announcements, and the like that we feel may be of interest to you. Please note that you may “opt out” of receiving these marketing materials.
⦁ in other manners after subsequent notice is provided to you and/or your consent is obtained, if necessary.
PROFIT REFORM does not sell, re-sell, or distribute for re-sale your personal information.
6. How do we share your Personal Information with third parties?
If you accept these terms of this notice, or use our Services having read this notice, we may provide any of the described categories of personal information to PROFIT REFORM employees, consultants, affiliates or other businesses or persons for the purpose of processing such information on our behalf in order to provide the Service to you. In such circumstances, we require that these parties agree to protect the confidentiality of such information consistent with the terms of this Privacy Notice.
We will not share your personal information with other, third-party companies for their commercial or marketing use without your consent or except as part of a specific program or feature which you will specifically be able to opt-out of.
In addition, we may release personal information: (i) to the extent we have a good-faith belief that such action is necessary to comply with any applicable law; (ii) to enforce any provision of the Terms of Service , protect ourselves against any liability, defend ourselves against any claims, protect the rights, property and personal safety of any user, or protect the public welfare; (iii) when disclosure is required to maintain the security and integrity of the Service, or to protect any user’s security or the security of other persons, consistent with applicable laws (iv) to respond to a court order, subpoena, search warrant, or other legal process, to the extent permitted and as restricted by law; or (v) in the event that we go through a business transition, such as a merger, divestiture, acquisition, liquidation or sale of all or a portion of our assets.
7. Direct Marketing Communications
We may communicate with you using email, SMS, and other channels (sometimes through automated means) as part of our effort to market our products or services, administer or improve our products or services, or for other reasons stated in this Privacy Notice. You have an opportunity to withdraw consent to receive such direct marketing communications, as permitted by law.
If you no longer wish to receive correspondence, emails, or other communications from us, you may opt-out by submitting a request to admin@coid.co.za. Further, you may express your communication preferences by noting your preferences at the time you register your account with the Site [or our mobile application]
Please note that you may continue to receive non-marketing communications as may be required to maintain your relationship with PROFIT REFORM.
8. Retention of Data
PROFIT REFORM will retain your personal information only for as long as is necessary for the purposes set out in this Notice. We will retain and use personal information to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes and enforce our legal agreements and policies.
PROFIT REFORM will also retain usage data for internal analysis purposes. Usage data is generally retained for a shorter period, except when this data is used to strengthen the security or to improve the functionality of our Sites and/or Portals, or we are legally obligated to retain this data for longer periods.
PROFIT REFORM shall store all personal information which it processes for the minimum time periods as are stipulated by you and shall be required to destroy all personal information in compliance with the destruction time periods stipulated by you and in accordance with specified destruction procedures. All communications and/or stipulations shall only apply once they have been provided in writing.
9. Cookies, Device Data, and How it is Used.
When you use our Service, we may record unique identifiers associated with your device (such as the device ID and IP address), your activity within the Service, and your network location. PROFIT REFORM uses aggregated information (such as anonymous user usage information, cookies, IP addresses, browser type, clickstream information, etc.) to improve the quality and design of the Service and to create new features, promotions, functionality, and services by storing, tracking, and analysing user preferences and trends. Specifically, we may automatically collect the following information about your use of Service through cookies, web beacons, and other technologies:
⦁ domain name
⦁ browser type and operating system
⦁ web pages you view
⦁ links you click
⦁ IP address
⦁ the length of time you visit the Sites, Portals, and/or Services
⦁ the referring URL or the webpage that led you to the Sites
We may also collect information regarding application-level events, such as crashes, and associate that temporarily with your account to provide customer service. In some circumstances, we may combine this information with personal information collected from you (and third-party service providers may do so on behalf of us).
In addition, we may use “cookies,” clear gifs, and log file information that help us determine the type of content and pages to which you link, the length of time you spend at any particular area of the Service, and the portion of the Service you choose to use. A cookie is a small text file that is sent by a website to your computer or mobile device where it is stored by your web browser. A cookie contains limited information, usually a unique identifier and the name of the site. Your browser has options to accept, reject or provide you with notice when a cookie is sent. Our cookies can only be read by PROFIT REFORM they do not execute any code or virus; and they do not contain any personal information. Cookies allow PROFIT REFORM to serve you better and more efficiently, and to personalize your experience with the Service. We may use cookies for many purposes, including (without limitation) to save your password so you don’t have to re-enter it each time you visit the Service, and to deliver content (which may include third party advertisements) specific to your interests.
We may use third party service providers to help us analyse certain online activities. For example, these service providers may help us measure the performance of our online campaigns or analyse visitor activity on the Service. We may permit these service providers to use cookies and other technologies to perform these services for PROFIT REFORM. We do not share any personal information about our customers with these third-party service providers, and these service providers do not collect such personal information on our behalf. Our third-party service providers are required to comply fully with this Privacy Notice.
10. In certain circumstances, you have the following data protection rights:
⦁ The right to access, update, or delete the personal information we have on you on providing your identification documentation.
⦁ The right of rectification. You have the right to have your personal information rectified if that information is inaccurate or incomplete for which purpose your identification document will be required.
⦁ The right to object. You have the right to object to our processing of your personal information.
⦁ The right of restriction. You have the right to request that we restrict the processing of your personal information.
⦁ The right to data portability. You have the right to be provided with a copy of the personal information we have on you in a structured, machine-readable and commonly used format.
⦁ The right to withdraw consent. You also have the right to withdraw your consent at any time where we relied on your consent to process your personal information.
In order make a request regarding your personal information, please contact admin@coid.co.za. Please note that any such access request may be subject to a payment of a legally allowable fee.
11. South African Privacy Rights
If you are a South African resident, South Africa law may provide you with certain rights with regard to your personal information under the Protection of Personal Information Act (“POPIA”) and Promotion of Access to Information Act (“PAIA”).as well the Consumer Protection Act Throughout this Privacy Notice you will find information required by POPIA regarding the categories of personal information collected from you; the purposes for which we use personal information, and the categories of third parties your data may be shared with and you have the right to request disclosure or action your personal information, including:
⦁ If your personal information is collected by us.
⦁ The specific pieces of personal information collected about you.
⦁ The ability to correct or delete certain personal information collected about you.
⦁ The ability to delete all the personal information collected about you, subject to certain exceptions.
⦁ To opt-in or opt-out of direct marketing to you.
⦁ To object to processing of your personal information, or
⦁ Appeal any rejection of access to your personal information
You may submit a request regarding your rights under POPIA or PAIA by submitting a request through to admin@coid.co.za.
If we receive a POPIA request from you, we will first make a determination regarding the applicability of the law, and we will then take steps to verify your identity prior to responding. The steps to verify your identity may vary based on our relationship with you, but, at a minimum, it will take the form of confirming and matching the information submitted in the request with information already held by PROFIT REFORM and/or contacting you through previously used channels to confirm that you submitted the request (i.e. confirming identity through contact information that we have on file, and/or the contact information submitted to make the request).
The PROFIT REFORM does not knowingly collect or process the special personal information such as your religious or philosophical beliefs, race or ethnic origins, trade union memberships, political persuasion, health or sex life, or your criminal behaviour or biometric information.
12. Information Storage and Security
We employed, implemented, and undertake to maintain industry-standard and/or generally accepted security measures designed to secure the integrity and confidentiality of all information submitted through the Service. However, the security of information transmitted through the internet or via a mobile device can never be guaranteed. We are not responsible for any interception or interruption of any communications through the internet or for changes to or losses of data.
Users of the Service are responsible for maintaining the security of any password, user ID or other form of authentication involved in obtaining access to password protected or secure areas of the Service. In order to protect you and your information, we may suspend your use of any of the Service, without notice, pending an investigation, if any breach of security is suspected.
PROFIT REFORM shall notify you as soon as possible after PROFIT REFORM becomes aware of or suspects any loss, unauthorised access or unlawful use of any personal information within its possession or control and shall, take all necessary remedial steps to mitigate the extent of the loss or compromise of such personal information and to restore the integrity of the affected information systems as quickly as is possible provide you with details of the nature and extent of the compromise, including details of the identity of the unauthorised person who may have accessed or acquired such personal information; and provide you with regular reports on its progress in resolving the compromise at reasonable intervals until such time as the compromise is resolved to your satisfaction.
In the event that PROFIT REFORM is required to disclose any personal information, as required by law, regulation or court order or to comply with an obligation imposed by law on you, PROFIT REFORM will advise you thereof prior to any such disclosure and will take such steps to limit the extent of the disclosure to the extent that it lawfully and reasonably practically can and will afford you a reasonable opportunity, if possible and permitted, to intervene in the proceedings.
13. External Links
The Service may contain links to other websites maintained by third parties. Please be aware that we exercise no control over linked sites and PROFIT REFORM is not responsible for the privacy practices or the content of such sites. Each linked site maintains its own independent privacy and data collection policies and procedures, and you are encouraged to view the privacy policies of these other sites before providing any personal information.
You hereby acknowledge and agree that PROFIT REFORM is not responsible for the privacy practices, data collection policies and procedures, or the content of such third-party sites, and you hereby release PROFIT REFORM from any and all claims arising out of or related to the privacy practices, data collection policies and procedures, and/or the content of such third-party sites.
14. Children’s Privacy
The Service is not intended for children under the age of 18, and PROFIT REFORM does not knowingly collect the personal information of children under the age of 18.
15. Changes to this Privacy Notice
PROFIT REFORM reserves the right to modify this Privacy Notice from time to time in order that it accurately reflects the regulatory environment and our data collection principles. When material changes are made to this Privacy Notice, we will post the revised Notice on our website. This Privacy Notice was last modified as of 16 April 2021.
16. Contact Us
If you have any questions or comments about this Privacy Notice or the Service please contact us at admin@coid.co.za or PO Box 8183 Centurion 0046 in order to allow us to resolve the matter.