THE PROTECTION OF PERSONAL INFORMATION ACT
(“POPIA”)
PRIVACY POLICY NOTICE
Purpose
This Notice explains how H&R Property Solutions (“H&R”) obtains, uses, and discloses personal information, in accordance with the requirements of the Protection of Personal Information Act (“POPIA”).
At H&R we are committed to protecting the privacy of all our clients and suppliers and to ensure that their personal information is collected and used properly, lawfully, and transparently.
The information we collect
H&R collects and processes personal information in terms of agreements (e.g. Lease Agreements) we have with our Landlords and their Tenants for which H&R are the Managing Agents of their properties and for the purpose of understanding their requirements and delivering services accordingly. For this purpose, we collect contact details including name and organisation, e-mail address, physical address, banking details, and ID numbers, business information etc.
We endeavour to always collect information directly from our clients where they provide us with their personal details. Where possible, we will inform our clients what information they are required to provide to us and what information is optional. Where information is collected from a third party, we will inform our clients and suppliers first by obtaining their permission and consent.
How we use the information
We will use personal information only for the purposes for which it was collected and agreed to. In addition, where necessary this information will be retained for legal purposes.
For example:
- To gather further contact information;
- To confirm and verify identity for security purposes;
- For the detection and prevention of fraud, crime, money laundering or other malpractice;
- For audit and record keeping purposes;
- In connection with any legal proceedings that may arise.
Disclosure of information
We may disclose personal information to our service providers who are involved in the delivery of products or services to our clients in terms of the agreements between our clients and ourselves. We have agreements in place to ensure that our service providers comply with the privacy requirements as required by the Protection of Personal Information Act.
We may also disclose your information:
- Where we have a duty or a right to disclose in terms of law or industry codes;
- Where we believe it is necessary to protect our rights.
Information Security
We are legally obliged to provide adequate protection for the personal information we hold and to stop unauthorized access and use of personal information. We will, on an on-going basis, continue to review our security controls and related processes to ensure that all personal information remains secure.
Our security policies and procedures cover:
- Physical security;
- Computer and network security;
- Access to personal information;
- Secure communications;
- Security in contracting out activities or functions;
- Retention and disposal of information;
- Acceptable usage of personal information;
- Governance and regulatory issues;
- Monitoring access and usage of private information;
- Investigating and reacting to security incidents.
When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to ensure that all personal information that we are responsible for, is kept secure.
We will ensure that anyone to whom we pass personal information on to agrees to treat all personal information with the same level of protection as we are obliged to.
Your Rights: Access to information
All our clients and suppliers have the right to request a copy of the personal information we hold on record and to specify what information they require. We will need a copy of an ID document to confirm identity before providing details of the required personal information.
Please note that any such access request may be subject to a payment of a legally allowable fee.
Correction of your information
All our clients and suppliers have the right to ask us to update, correct or delete their personal information. We will require a copy of an ID document to confirm identity before making changes to personal information we may hold. We will endeavour to keep all personal information accurate.
Definition of Personal Information
According to the Act “personal information” means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person. Further to the POPI Act, H&R also includes the following items as personal information:
- All addresses including postal and email addresses.
- Change of name — for which we require copies of the marriage certificate or official change of name document issued by the state department.
How to contact us
If you have any queries about this notice or you need further information about our privacy practices or wish to withdraw consent or exercise preferences or access or correct your personal information, please contact us at any time.