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Privacy Policy

Introduction

Our privacy statement prioritizes the protection of personal information. It outlines the reasons and methods for collecting and using personal information, as well as your rights. This policy applies to information provided by participants in our Client Management Framework. We are transparent about handling, collecting, protecting, and storing personal information, which serves various purposes..

Personal Information Collected

Our privacy statement ensures the protection of personal information. It describes why and how we collect and use personal information and outlines your rights. This policy applies to information provided by participants in our Client Management Framework. We are transparent about our processing of personal information for various purposes.

Source of Information

We primarily obtain client information directly from the client, except for credit history and rating which may be obtained from Credit Bureaus

Purpose of Processing

We collect Personal Information from our clients to administer, manage, and develop our businesses and services, as well as fulfill our contractual obligations towards them.

We process personal information within our Client Management Framework based on the following conditions:
– To fulfill contractual obligations with our clients
– To protect our clients’ legitimate interests
– To pursue the legitimate interests of Rotapak Paper (Pty) Ltd
– To comply with legal obligations imposed on us
– If no other processing condition is applicable, with your consent.

Retention

In respect of Financial Information:-

Personal Information collected in our client management process is stored either electronically or in hard copies. Hard copies of financial information are securely kept in lockable cabinets or rooms with restricted access, supervised by the finance department. Electronic copies of Personal Information are retained in compliance with our Information Resources Policy. Financial Information is retained for the duration of our engagement with the client in our Client Management Framework, and for an additional five years as required by the Value Added Tax Act, No. 89 of 1991, and the Income Tax Act, No. 58 of 1962.

Destruction

In the case of electronic records, personal information will be permanently deleted through ordinary deletion methods. For hard copies, personal information will be destroyed through shredding or incineration to ensure its complete elimination.

Further Processing

Without the client’s consent, further processing of personal information that is not compatible with the original purpose for which it was collected is not permitted.

Transfer of Personal Information

Cross-border transfers

In the Client Management Process, personal information of our clients may be processed and transferred across borders. This typically involves using cloud storage facilities and online software accounting systems located outside of South Africa. However, Rotapak Paper (Pty) Ltd ensures that any cross-border processors comply with the general requirements stated in our Third Party Processors Policy.

Third-Party Possessors

Personal information of clients may be processed and transferred across borders in the Client Management Process. This includes using cloud storage and online software systems located outside of South Africa. Rotapak Paper (Pty) Ltd ensures that cross-border processors comply with the requirements in our Third Party Processors Policy.

Disclosure of Personal Information

We may disclose personal information in the following circumstances:
– To professional advisers, such as law firms, when necessary for legal rights, obtaining advice, and running our business. This includes sharing information related to the services they provide.
– When explicitly requested by clients.
– To law enforcement, regulatory agencies, government bodies, and professional organizations as required by applicable laws and regulations. We may also review and use personal information to determine if disclosure is necessary or permitted. Examples of such entities include the South African Police Services and the South African Revenue Services.

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Processing by Means of Information Technology

The Processing of Personal Information through computers, mobile devices, networks, and servers is protected according to our Information Resources Policy. This policy includes measures such as creating and maintaining backup facilities, installing and regularly updating Anti-Virus and Firewall Software, and enforcing a strict Fair Use Policy for our employees regarding our Information Resources.

Processing by Employees

Rotapak Paper (Pty) Ltd has implemented a standard of security for its employees through training, a Human Resources Policy, confidentiality agreements, and awareness programs. Additionally, the company has obtained special confidentiality undertakings from its employees specifically related to the protection of security-related information.

This document outlines the rights individuals have regarding their personal information. They can request confirmation of whether an entity holds personal information about them, access and obtain a record or description of their personal information, request correction or deletion of inaccurate or unlawfully obtained personal information, withdraw consent for processing, request destruction or deletion of personal information no longer authorized to be retained, and be informed of the purpose and method of processing. Individuals also have the right to restrict processing under certain circumstances, object to processing based on legitimate interests or for direct marketing purposes, and lodge a complaint with the Information Regulator. Complaints can be sent to the Information Regulator in Johannesburg.