This Notice explains how we obtain, use and disclose your personal information, in accordance with the requirements of the Protection of Personal Information Act (“POPIA”).

At Qualiplexus, we respect your privacy and will protect your personal information. We therefore ensure that your personal information is collected, used, and handled in a proper, lawful, and transparent manner. This includes all collection and usage activities, including through the use of the Qualiplexus website and any other electronic platform.

1. 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, Qualiplexus also includes the following items as personal information:

• All addresses, including residential, 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.

2. The Personal Information We Collect

We will inform you of the information you are required to provide to us, as well as the optional information. We collect your personal information, such as your name, employer name, position, email address, telephone number, and geographic location, through electronic or hard-copy forms, as well as other means, including email correspondence.

The purpose may be to:

• Contact you to understand your requirements and deliver services accordingly.
• Send you information, a quote or an invoice. Here, we may collect your publicly available personal information from the internet— for example, your address or VAT registration number.
• To collect standard internet visitor usage information from our websites and other electronic platforms, using “cookies” or other means.

3. How We Use Your Personal Information

We will use your personal information only for the purposes for which it was collected and agreed with you. In addition, where necessary, your information may be retained by us for legal or trend research purposes. For example, to:

• respond to your enquiries,
• verify your identity,
• provide and manage your access to our websites and other platforms (such as Microsoft Forms),
• invite you to attend events,
• provide you with our services, including access to eLearning, generating and distributing your certificates to yourself and your company.
• offer and manage your account (including quotes for services),
• improve our service to you by analysing data for trends,
• send you updates on the latest developments in your field of work, and
• send you marketing material (including electronic communications) relating to other solutions you might be interested in,
• maintain records for audit and record keeping purposes.
• Note: You can unsubscribe from our communications at any time by replying to the email you have received and asking to unsubscribe, or by clicking on a “unsubscribe” link in the email.
  
  

4. Disclosure of information

Qualiplexus is not in the business of selling personal information, and therefore, we will not disclose your personal information to anyone except as provided in this policy.

We may disclose your personal information to:

• Our suppliers, affiliates, partners or agents who are service providers involved in the delivery of products or services to you. This includes submitting CPD information to the HPCSA via SMLTSA.
  We have agreements in place to ensure that they comply with the privacy requirements as required by the Protection of Personal Information Act.
• Our consultants who require it to provide you with the agreed service. We make sure they are aware of and take their confidentiality obligations seriously. They are contractually bound to maintain the confidentiality of all confidential information.
• Share any feedback, testimonial, or reference, along with your contact details, with our prospects if you agree.

We may also disclose your information:

• If there are situations where the law or industry / professional codes require us to disclose your personal information. When permitted, we will not disclose your personal information without first notifying you and providing you with the opportunity to object.
• Where we have a duty or a right to disclose in terms of the law
• Where we believe it is necessary to protect our rights.
  

5. Security of Personal Information

We retain your data only for as long as necessary to fulfil the purposes described above, and/or for as long as you permit us to keep it.

Our security policies and procedures encompass governance and regulatory issues, the acceptable use of personal information, physical security, computer and network security, access to personal information, secure communications, the retention and disposal of information, and investigating and responding to security incidents.

We take all reasonable and appropriate measures to keep your personal information secure by preventing unauthorised access and use of personal information. For example, we password-protect our laptops and phones; cloud storage is managed under Microsoft Policies, and hardcopy records are securely stored at our premises. We cannot guarantee the absolute security of your information; however, we provide adequate protection for the personal information we hold. We review our security controls and related processes on an ongoing basis to ensure that your personal information remains secure.

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.               

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.

6. Your Rights: Access and Correction of Your information

You have the right to ask us to update, correct or delete, if necessary, your personal information that we hold. We will require a copy of your ID document to confirm your identity before making changes. Please keep your personal information up to date and accurate.

If you have any queries about this notice, require further information about our privacy practices, wish to withdraw your consent, exercise your preferences, or access or correct your personal information, please contact us at the numbers or addresses listed on our website.