THE PROTECTION OF PERSONAL INFORMATION ACT 

CUSTOMER PRIVACY NOTICE 

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 DeSkaap we are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully and transparently. 

About the Business

We are a local self owned business located in Napier, Western Cape, South Africa.  Our main focus is on providing accommodation.

The information we collect 

We collect and process your personal information mainly to contact you for the purposes of understanding your requirements and delivering services accordingly.

For this purpose, we will collect personal information including your name and organisation where applicable. 

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. 

This personal information may include: 

• Forenames and last names;  
• Identification or Passport number;  

• Demographic information such as age, gender, physical and postal address;    
• Contact details;   
• Biometric and Geographic information; 

• Employment information;   
• Vehicle details i.e. vehicle number plate;   
• Declaration of interest;  

• Next of Kin, personal information of children carried out with the prior consent of a competent person . 
• Notification preferences 

Personal Information may be collected, but is not limited to the follow manners: 

• Application forms;  
• Emails; 
• Websites;  

• Through surveillance cameras (with facial recognition technology);  
• Through third party service providers;  
• Social media platforms; 
• Responding to questionnaires;  
• Surveys;

Information excluded: 

• information that has been made anonymous so that it does not identify a specific person 
• permanently de-identified information that does not relate or cannot be traced back to you specifically 

• non-personal statistical information collected and compiled by us 
• information that you have provided voluntarily in an open, public environment or forum including any blog, chat room, community, classifieds, or discussion board (because the information has been disclosed in a public forum, it is no longer confidential and does not constitute personal information subject to protection under this policy). 

Website usage information may be collected using “cookies” which allows us to collect standard internet visitor usage information. 

How we use your 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 for legal or research purposes.  

For example: 

• Employment and remuneration and other Human Resources needs  
• Process benefits i.e. medical aid and pension  

• Considering bids in terms of tenders and quotations;  
• Closing agreements and contracts; 
• Communication; sending and sharing of important information; 
• Register services  
• Maintaining Data base for essential services, indigent support, housing,  

• Respond to inquiries; complaints and requests;  
• Addressing the needs and priorities   
• Security background checks (vetting) 

• Rendering accounts  
• Debt recovery  
• Disclosure   
• Audit reports  

Disclosure of information 

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. 

We may also disclose your information:   

• Financial institutions for remuneration purposes 

• Financial institutions for payments  

• Business partners, vendors, or contractors to provide requested services or facilitate transactions;  

• In response to a request for information by a legitimate authority in accordance with, or required by any applicable law, regulation, or legal process;  

• Where necessary to comply with judicial proceedings, court orders; 

• To protect the rights, property, or safety of our business or others, or as otherwise required by an applicable law; and  

• Where consent in writing has been contained from the data subject for sharing 

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 your personal information remains secure. 

Our security policies and procedures cover: 

• The business is committed to protect personal information from misuse, loss, theft, unauthorized access, modification, or disclosure by: 

• using electronic and physical defences; and  

• contractually requiring that third parties to whom personal information is disclosed to do the same.  

• Due to the insecurity and security breaches of online channels, the business cannot fully guarantee the security or interception from external sources of any personal information that are being submitted or posted online. 

• The business have robust security controls and further threat detection solutions in place.  

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. 

Your Rights: Access to information 

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.  We will need a copy of your ID document to confirm your identity before providing details of your personal information. 

Correction of your information 

You have the right to ask us to update, correct or delete your personal. We will require a copy of your ID document to confirm your identity before making changes to personal information we may hold about you. We would appreciate it if you would keep your 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, De Skaap 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. 

     Lawful Basis 

The Information Officer (Owner) undertakes that all personal and confidential information will be processed lawfully and in a reasonable manner that does not infringe the privacy of you or your organisation as the data subject. The processing is necessary and complies with an obligation imposed by law on us, the responsible party and the processing protects the legitimate interest of you, the data subject. 

How to contact us 

If you have any queries about this notice; you need further information about our privacy practices; wish to withdraw consent; exercise preferences or access or correct your personal information, please contact us at the numbers/addresses listed on our website www.deskaap.co.za or alternatively admin@deskaap.co.za. 

Information Officer: Jolanda Fick

Or Contact the information Regulator directly at complaints.IR@justice.gov.za. 

Refer to De Skaap Privacy Policy.  

The Protection of Personal Information Act (POPIA), Act No. 4 of 2013