1. Introduction
Venter Health and Safety Solutions (Pty) Ltd (“we,” “us,” or “our”) is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage our occupational health and safety (OHS) consultancy services.
We are committed to complying with the Protection of Personal Information Act 4 of 2013 (POPIA), which came into full effect on 1 July 2021. POPIA regulates how we process your personal information and gives you certain rights regarding your personal information.
By using our website or providing your personal information to us, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.
2. Responsible Party
For purposes of POPIA, Venter Health and Safety Solutions (Pty) Ltd is the “responsible party” in respect of your personal information. Our Information Officer can be contacted at:
Information Officer: Naas Venter
Address: [Insert Full Physical Address]
Email: naasventer@venterhss.co.za
Phone: +27 67 134 2301
3. Information We Collect
3.1 Information You Provide
We collect information that you voluntarily provide to us, including:
Contact Information: Name, surname, email address, telephone number, and physical or site address.
Identity Information: Identity number or passport number when required for safety certifications, site access, or training records.
Enquiry Information: Details about your health and safety requirements, site audits, or questions submitted through our contact forms or email.
Client Information: If you engage our services, we collect additional information necessary to provide OHS solutions, which may include company registration details, COID registration numbers, and specific workplace safety data.
Training & Subscriptions: Email address and trainee details when you register for safety workshops or subscribe to our safety updates.
Employment Applications: CV, qualifications, and references submitted when applying for positions within our consultancy.
3.2 Special Personal Information
In the course of providing health and safety services, we may need to collect special personal information as defined in POPIA. This may include health records (Medical Certificates of Fitness), injury reports (COID claims), or biometric information for site access control. We will only collect such information where it is necessary for our legitimate activities (such as compliance with the OHS Act), where you have provided explicit consent, or where otherwise permitted by law.
3.3 Information Collected Automatically
When you visit our website, we may automatically collect certain information, including:
Device Information: IP address, browser type and version, operating system, and device identifiers.
Usage Information: Pages visited, time spent on pages, and referring website addresses.
Cookies and Similar Technologies: Information collected through cookies to improve your browsing experience (see Section 9 below).
3.4 Information from Third Parties
We may receive information about you from third parties, including referral sources, professional networks, the Department of Employment and Labour, and other parties with whom you have authorised us to communicate regarding your safety compliance.
4. Purpose of Processing
We process your personal information for the following purposes:
To Provide OHS Services: Processing your enquiries, conducting risk assessments, compiling safety files, and managing your site safety compliance.
To Comply with Statutory Requirements: Verifying training competencies and managing records in accordance with the Occupational Health and Safety Act and COID Act.
To Communicate with You: Responding to your questions, sending site visit reminders, providing safety audit updates, and delivering requested documentation.
To Improve Our Services: Analysing website usage and identifying trends to improve our consultancy offerings.
To Send Marketing Communications: With your consent, sending newsletters, safety legislation updates, and information about our services.
To Comply with Legal Obligations: Meeting our regulatory requirements, responding to legal requests, and protecting our legal rights.
For Business Operations: Managing our company, maintaining safety records, and conducting internal administration.
5. Legal Basis for Processing
In terms of POPIA, we process your personal information based on one or more of the following lawful grounds:
Consent: Where you have provided your consent for specific purposes. You may withdraw your consent at any time.
Contract: Where processing is necessary to conclude or perform a contract with you for health and safety services.
Legal Obligation: Where processing is necessary to comply with South African labour laws, safety regulations, and other statutory requirements.
Legitimate Interest: Where processing is necessary for our legitimate interests, such as ensuring the safety of a workplace environment.
6. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:
6.1 Operators and Service Providers
We may share your information with trusted third-party service providers who assist us in operating our business or providing services to you. These operators are contractually obligated to maintain your information’s confidentiality and security.
6.2 Legal Requirements
We may disclose your information if required to do so by law, court order, or regulatory requirement, particularly in the event of mandatory reporting to the Department of Employment and Labour.
6.3 Professional Obligations
In the course of providing safety solutions, we may need to share information with government inspectors, specialized safety engineers, or authorized auditors as necessary to ensure your site’s compliance.
7. Trans-Border Information Flows
If we transfer your personal information outside of South Africa (for example, for cloud storage), we will ensure that the recipient is subject to a law or agreement that provides an adequate level of protection similar to POPIA.
8. Data Security
We have implemented appropriate technical and organisational measures to protect your personal information against unauthorised access or loss. These measures include secure digital storage, password protection, and physical security for our equipment. We will notify you and the Information Regulator of any security compromise in accordance with POPIA.
9. Cookies and Tracking Technologies
We use cookies to ensure our website functions properly and to understand how visitors interact with our content. You can manage your cookie preferences through your browser settings, though some website features may be limited if cookies are disabled.
10. Retention of Personal Information
We retain your personal information only for as long as necessary. Please note that certain health and safety records must be retained for specific periods (sometimes up to 40 years for medical surveillance) as mandated by the Occupational Health and Safety Act. After the applicable retention period, personal information will be securely destroyed or de-identified.
11. Your Rights Under POPIA
You have the right to:
Access: Request a copy of the personal information we hold about you.
Correction: Request the correction of inaccurate or incomplete information.
Deletion: Request the deletion of your personal information where we are no longer authorised to retain it.
Object: Object to the processing of your personal information on reasonable grounds.
Submit a Complaint: Lodge a complaint with the Information Regulator.
To exercise these rights, please contact Naas Venter using the details in Section 2.
12. Direct Marketing
We may send you safety updates and service information. You may opt out at any time by clicking the “unsubscribe” link in our emails or contacting us directly.
13. Children’s Personal Information
Our services are not directed to children under 18. We do not knowingly collect personal information from children without the consent of a parent or guardian.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised “Last Updated” date.
15. Contact Us
If you have any questions regarding this Privacy Policy, please contact:
Information Officer: Naas Venter
Venter Health and Safety Solutions (Pty) Ltd
Phone: +27 67 134 2301
Email: naasventer@venterhss.co.za
16. Complaints to the Information Regulator
The Information Regulator (South Africa)
SALU Building, 316 Thabo Sehume Street, Pretoria
Website: www.justice.gov.za/inforeg
Email: POPIAComplaints@inforeg.org.za
