Privacy Policy

1. Introduction

HirePro Training (Pty) Ltd ("we", "us", "our") respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This privacy policy explains how we collect, use, store, and protect your personal information when you use our website, services, and communication channels.

2. Information We Collect

We collect personal information that you voluntarily provide to us when you:

• Fill out a quote request form
• Sign up for our newsletter
• Join the Academy waitlist
• Contact us via WhatsApp, email, or phone
• Download a lead magnet or resource
• Participate in a mystery diner audit programme

This information may include your name, email address, phone number, company name, role, venue details, and service preferences.

3. How We Use Your Information

We use your personal information to:

• Respond to your inquiries and quote requests
• Provide the services you have requested
• Send operational insights and newsletters (with your consent)
• Improve our services and website experience
• Comply with legal and regulatory obligations
• Prevent fraud and ensure security

4. Legal Basis for Processing

Under POPIA, we process your personal information based on:

• Consent: When you opt in to receive newsletters, marketing communications, or participate in voluntary programmes.
• Contractual necessity: When processing is necessary to fulfil a service agreement or quote request.
• Legitimate interest: For website analytics, security, and service improvement.
• Legal obligation: When required by law or regulatory authority.

5. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, or as required by law:

• Quote requests: 2 years from last interaction
• Newsletter subscribers: Until you unsubscribe
• Client records: 5 years from end of service agreement
• Website analytics: 26 months
• Consent records: Indefinitely (for compliance)

6. Your Rights Under POPIA

You have the following rights regarding your personal information:

• Right of access: Request a copy of the personal information we hold about you.
• Right to correction: Request that we correct inaccurate or incomplete information.
• Right to deletion: Request that we delete your personal information (subject to legal retention requirements).
• Right to object: Object to processing for direct marketing purposes.
• Right to withdraw consent: Withdraw consent at any time (does not affect processing based on other lawful bases).
• Right to lodge a complaint: Lodge a complaint with the Information Regulator if you believe we have violated POPIA.

7. Information Officer

Our Information Officer is responsible for ensuring compliance with POPIA:

8. Third-Party Processors

We use the following third-party service providers to process your personal information. All processors are bound by data processing agreements that comply with POPIA requirements:

Where personal information is transferred outside South Africa, we ensure appropriate safeguards are in place, including standard contractual clauses and adequacy decisions where applicable.

9. Cookies and Tracking

We use cookies and similar tracking technologies to improve your browsing experience, analyse website traffic, and understand where our visitors come from. We use Google Analytics 4 and Microsoft Clarity for analytics, both loaded via Google Tag Manager only after you provide consent through our POPIA-compliant cookie banner.

You can manage your cookie preferences at any time by clicking the "Cookie settings" link in the footer of any page.

10. Security Measures

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for all data transmission
• Access controls and authentication for internal systems
• Regular security audits and vulnerability assessments
• Staff training on data protection and POPIA compliance
• Incident response procedures for data breaches

11. Data Breaches

In the event of a personal data breach, we will notify the Information Regulator and affected data subjects within 72 hours of becoming aware of the breach, where feasible, in accordance with POPIA requirements.

12. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or service offerings. We will notify you of any material changes by posting the updated policy on this page with a revised "Last updated" date.

13. Contact Us

If you have any questions about this privacy policy, your personal information, or your rights under POPIA, please contact our Information Officer at privacy@hireprotraining.co.za.