Privacy Policy

 

Privacy Policy

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OTPRO PRIVACY POLICY

1. PREAMBLE
1.1. This Policy explains how we obtain, use and disclose your personal information, in accordance with the requirements of the Protection of Personal Information Act 4 of 2013 (“POPIA”).
1.2. At Out Tasking Procurement Solutions (and including this website) (“the Company”) we are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully and transparently.
1.3. This Privacy Policy governs your privacy and the protection of your personal information in your interactions with the Company. The Company respects your privacy and will take reasonable measures to protect it and will implement and operate all reasonable information security controls in order to protect and preserve the confidentiality, integrity and accessibility of all personal information and the risks relating thereto.
1.4. This Privacy Policy is subject to change from time to time to, inter alia, comply with changes to any applicable laws, to provide for new methods of operation, to rectify any mistake that may be discovered or for any other reason that the Company may, in its sole discretion, deem reasonable.
1.5. You are required to frequently read and check this Privacy Policy. By engaging with the Company and accessing the website, you agree that you have read, understand and agree with the Privacy Policy, including any changes made to the Privacy Policy from time to time.

2. BACKGROUND
2.1. Out Tasking Procurement Solution (Pty) Ltd, (“the Company” or “OTpro”), is a private company bearing registration number 2015/063105/07 and whose chosen address for purposes of this privacy statement is 19, Parkville Place, Buccleuch, 2090.
2.2. This privacy policy is applicable and binding to all Buyers, Sellers, Third parties and any individual or entity accessing the OTpro Platform, Mobile Application or Website.

3. PROCESSING OF PERSONAL INFORMATION
Your personal information is processed when:
3.1. You use the Company’s website at (www.otpro.biz)
3.2. When you access the Platform;
3.3. When you register on the Platform; and
3.4. You sign up to receive newsletters and/or marketing information

4. THE INFORMATION COLLECTED
4.1. The Company will only require you to provide the personal information that is necessary and relevant to the purpose for which it is collected and agreed with you, including:
4.1.1. Your name and surname;
4.1.2. If you are representing and/or acting on behalf of a company, the name, registration number and address of the Company;
4.1.3. The authority to act on behalf of the Company (i.e. Resolution, Power of Attorney, Letter of Authority);
4.1.4. Your email address;
4.1.5. Your physical address;
4.1.6. Your date of birth; and
4.1.7. Mobile telephone number

4.2. The information in clause 4.1 above is not intended to be exhaustive, other information may apply.
4.3. We collect information directly from you where you provide us with your personal details. Where possible, we will inform you what information you are required to provide to us and what information is optional.
4.4. Website usage information may be collected using “cookies” which allows us to collect standard internet visitor usage information.

5. PURPOSE OF COLLECTING THE INFORMATION

5.1. The purposes for which your personal information is collected, processed and/or disclosed is, inter alia:

5.1.1. contact you for the purposes of understanding your requirements, and delivering services accordingly.
5.1.2. To gather contact information;
5.1.3. To confirm and verify your identity or to verify that you are an authorized user for security purposes;
5.1.4. For the detection and prevention of fraud, crime, money laundering or other malpractice;
5.1.5. To conduct market or customer satisfaction research or for statistical analysis or research purposes;
5.1.6. For audit and record keeping purposes;
5.1.7. In connection with legal proceedings or for legal purposes;
5.1.8. Dealing with complaints;
5.1.9. Providing you with relevant Company updates and information;
5.1.10. Developing and improving the Company’s products, services, communication methods and/or website functionality;
5.1.11. Managing and giving effect to business requirements regarding your participation in any competitions and/or promotions which you have entered;
5.1.12. Communicating information to you and managing your registration for and subscription to the Company’s newsletters and other communications;
5.1.13. Authenticating the identity of individuals making contact with the Company by telephone, electronically or otherwise;
5.1.14. Internal training and/or quality assurance purposes;
5.1.15. Providing you with personalized communications and/or targeted advertising, including invitations to events; and
5.1.16. Performing a contract to which you are a party and/or where the Company has a legal obligation to collect, process and/or disclose your personal information.
5.2. The purposes for collecting, processing and disclosing your information as outlined in clause 5.1 above is not intended to be exhaustive, other reasons may apply.

6. CONSENT
6.1. By providing the Company with your personal information, you give your express consent that your personal information may be processed for the purposes for which it was collected and, if applicable, the transfer thereof to the Third Parties.
6.2. The Company does not and will not knowingly collect, store, disclose or otherwise process personal information from minors (unemancipated persons below the age of 18), without the permission of such minor’s parents or legal guardians.
6.3. Where appropriate and required, you may be deemed to have consented to the use and processing of your personal information, as a result of providing it to the Company or the Company will request that you provide your consent to use and process your personal information.
6.4. In circumstances where you are deemed to or have provided your consent, you have the right to withdraw your consent and/or object to any collection, processing and/or collection of your personal information at any time by notifying the Company information officer at reshika.ramlal@otpro.biz.

7. DISCLOSURE OF INFORMATION
7.1. We may disclose your personal information to our service providers who are involved in the delivery of products or services to you. We have agreements in place to ensure that they comply with the privacy requirements as required by the Protection of Personal Information Act.
7.2. We may also disclose your information:
7.2.1. Where we have a duty or a right to disclose in terms of law or industry codes; and
7.2.2. Where we believe it is necessary to protect our rights.

7.3. When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to ensure that personal information that we remain responsible for, is kept secure.
7.4. We will ensure that anyone to whom we pass your personal information agrees to treat your information with the same level of protection as we are obliged to.

8. PROCESSING AND STORAGE OF INFORMATION
8.1. In the process and storage of personal information, the Company will:
8.1.1. take appropriate technical and organizational measures to ensure that your personal information is kept secure and is protected against unauthorized or unlawful processing, accidental loss, destruction or damage, alteration, disclosure or access;
8.1.2. promptly notify you if it becomes aware of any unauthorized use, disclosure or processing of your personal information;
8.1.3. provide you with reasonable evidence of its compliance with its obligations under this privacy statement on reasonable notice and request; and
8.1.4. upon your request, promptly return or destroy any and all of your personal information in its possession or control.
8.2. Where the Company relies on a legitimate interest for processing your personal information, such ground for processing personal information will only be used where it is necessary to achieve the legitimate interest and will only be relied upon where there is a no less intrusive way to process your personal information.

9. SHARING OF INFORMATION
9.1. Sharing personal information with third parties occurs when:

9.1.1. the personal information is provided to the Company’s suppliers and/or partners, provided that such third parties are subject to data protection laws, which provide an adequate level of protection in relation to the processing and use of personal information;
9.1.2. you interact with the Company online. Certain types of personal data received and stored through the use of cookies and tracking technologies, as detailed in the website terms and conditions. You are required to update your cookie preferences in your browser settings;
9.1.3. personal data and/or information is collected from third parties where the Company operates accounts on such as Facebook and Google. Please note that the Company does not have control over social media interfaces and cannot be held liable for any processing of personal information transmitted via social media plugins;
9.1.4. you have consented to the disclosure;
9.1.5. it is required in order to provide the services which you have requested;
9.1.6. it is required in terms of law or a court order;
9.1.7. it is necessary to enforce and/or apply the terms and conditions of an agreement which the Company entered into with a merchant and/or other third party; and
9.1.8. it is necessary to protect the rights, property or safety of the Company, its employees, users and/or customers.

9.2. The purposes for sharing your information as outlined in clause 9.1 above is not intended to be exhaustive, other reasons may apply

10. INFORMATION SECURITY
10.1. The Company is legally obliged to provide adequate protection for the personal information we hold and to stop unauthorized access and use of personal information.
10.2. The Company will:
10.2.1. treat your personal information as strictly confidential;
10.2.2. automatically collect and store certain information in its server logs, such as web clicks, internet protocol addresses, device event information, cookies which may uniquely identify your browser or your account with the Company;
10.2.3. not retain your personal information for longer than the period for which it was originally needed, unless it is required by law to do so, or you consent to the retention thereof for a longer period.
10.3. The Company will, on an on-going basis, continue to review our security controls and related processes to ensure that your personal information remains secure.
10.4. Our security policies and procedures cover:
10.4.1. Physical security;
10.4.2. Computer and network security;
10.4.3. Access to personal information;
10.4.4. Secure communications;
10.4.5. Security in contracting out activities or functions;
10.4.6. Retention and disposal of information;
10.4.7. Acceptable usage of personal information;
10.4.8. Governance and regulatory issues;
10.4.9. Monitoring access and usage of private information;
10.4.10. Investigating and reacting to security incidents.

11. CHANGES TO PERSONAL INFORMATION:

11.1. You have the right to ask us to update, correct or delete your personal information. We will require a copy of your ID document to confirm your identity before making changes to personal information we may hold about you. If you are acting on behalf of a company, we will need the company registration certificate and the authority (i.e. Board Resolution, Letter of Authority, Power of Attorney) authorizing you to act on behalf of the company.
11.2. We would appreciate it if you would keep your personal information accurate.
11.3. Changes to Personal Information:
11.3.1. must be updated by you, by accessing your personal information through the online portal or by notifying the information officer at the email address below; and
11.3.2. will include deletion of your personal information as soon as reasonably practicable after the Company is no longer authorized to retain the record of your personal information. Should you require the Company to delete your personal information, you are required to notify the information officer at the email address above.

12. ACCESS TO INFORMATION
12.1. You have the right to request a copy of the personal information we hold about you. To do this, simply contact us at the numbers/addresses as provided on our website and specify what information you require.
12.2. For us to process your request, we will need a copy of your ID document to confirm your identity before providing details of your personal information. If you are acting on behalf of a company, we will need the company registration certificate and the authority (i.e. Board Resolution, Letter of Authority, Power of Attorney) authorizing you to act on behalf of the company.
12.3. Please note that any such access request may be subject to a payment of a legally allowable fee.


13. COMPLAINTS
13.1. You have the right to lodge a complaint regarding any collection, processing and/or collection of Your Personal Information to the Information Regulator, the contact details of which are as follows:

Physical address:
33 Hoofd Street Forum III
3rd Floor Braampark
Braamfontein
Email:inforeg@justice.gov.za

 

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