Document title: POPI Policy Creation date: 28 Jan 2022
Policy No.: DSE POL-01 Rev0 Revision date: -
Version compiled by: P Kershaw Version approved by: L Mokhuathi
Applicable to: All Pages: 3
Purpose: To comply with The Protection of Personal Information (POPI) Act 4 of 2013 in respect of the information it holds about any Person / Entity / Body / Individual and or Company
Protection of Personal Information Policy (POPI)
1 Introduction:
Dynamic Stainless Steel (DSE) is an importer of Gouging Carbons, Stainless MIG and TIG as well as FCAW wires as well as other Specialized welding consumables. DSE is obligated to comply with The Protection of Personal Information Act 4 of 2013.
2 Objective:
This policy sets the standard for suitable protection of personal information as required by The Protection of Personal Information Act 4 of 2013, as well as the purpose for which said information is used.
3 Information Officer:
DSE has appointed an Information Officer in terms of the Act and the responsibilities are as follows:
I. The encouragement of compliance, by DSE, with the conditions for the lawful processing of personal information.
II. Managing requests made to DSE pursuant to the Protection of Personal Information Act (POPI).
III. Working with the Regulator in relation to investigations conducted pursuant to prior authorisation required to process certain information of this Act in relation to the business.
IV. Ensuring compliance by DSE with the provisions of this Act. This is an ongoing responsibility that will include training of new staff and to update internal policies.
Any deviations from this policy or breach thereof or incidents that may relate to such a possibility must be reported to the Information Officer.
4 Scope:
This policy is applicable to DSE Management and Personnel as well as any Person / Entity / Body /I Individual / Company (“the client”) whose information is supplied or given to DSE.
4.1 Agreement and Consent declaration:
DSE must have the consent of both Employee, Supplier and Client before collecting and storing personal information.
a. Employees need to sign a consent – contract clause
b. Supplier / Clients - Person/Entity/Body/Individual/Company must sign a separate Agreement and Consent declaration,
whereby confirming commitment to this policy and will include assurance that security measures are in place when personal information is processed.
5 Core principles
DSE is committed to processing personal information lawfully and to comply with the following principles:
DSE will maintain and develop reasonable protective measures against risks such as loss, unauthorised access, destruction, use, alteration or revelation of personal information.
Accountability (section 8 of POPI) & Openness (sections 17 - 18 of POPI): DSE upholds the requirements of the legislation on POPI and maintains an approach of transparency of operational procedures that controls collection and processing of personal information.
DSE is committed to complying with all applicable regulatory requirements related to the collection and processing of personal information.
Processing Limitation (sections 9 – 12 of POPI) & Further Processing Limitation (section 15 of POPI): DSE undertakes to collect personal information in a legal and reasonable way and to process the personal information obtained from clients only for the purpose for which it was obtained in the first place.
Processing of personal information obtained from Clients will not be undertaken in an insensitive or wrongful way that can intrude on the privacy of the Client.
Data Subject Participation (sections 23 - 25 of POPI): Employees or Suppliers can request certain personal information and may also be required to correct or delete personal information within the specifications of the POPI Act.
DSE undertakes not to request or process information related to race, religion, medical situation, political preference, trade union membership, sexual certitude or criminal record. DSE will also not process information of juveniles.
Information Quality (section 16 of POPI): DSE will ensure that accurate and sufficient information is on record of its clients and will be updated when necessary
DSE also undertakes not to provide any documentation to a third party or service provider without the consent of the client except where it is necessary for the proper execution of the service as expected by the client.
Purpose Specific (sections 13 – 14 of POPI): DSE is compelled to keep effective record of personal information and undertakes not to retain information for a period longer than 5 years after an account has been closed.
Security Safeguards (sections 19 - 22 of POPI): DSE will secure the integrity and confidentiality of personal information in its possession. DSE will provide the necessary security of data and keep it in accordance with prescribed legislation.
6 Availability and Revision:
The Policy is made available on the DSE company website http://www.dse.za.com and by request from the Information Officer.
Street Address: 7 Dormehl Street, Anderbolt, Boksburg, Gauteng, South Africa
Telephone Number: +27 010 300 8885
Email: sales@dse.za.com
This policy will continually be updated to comply with legislation, thereby ensuring that personal information will be secure.